HomeMy WebLinkAboutFIRST VEHICLE SERVICES INC AMENDMENT FOR FLLET MAINTENANCE SERVICES
AMENDMENT
TO
Agreement for Fleet Maintenance Services
For
Augusta, Georgia
With
First Vehicle Services, Inc.
Effective Date: 1 January 2009
End Date: 31 December 2009
~~~
Frederick L. Russell. Administrator
Room 801 - Municipal Building
530 Greene Street - AUGU~TA, GA. 30901
(706) 821-2400 - FAX (706) 82'1-28')'
www.augustaga.gov
Office orThe Administrator
Tameka Allen, Interim Deputy Administratnr
Robert Leverett, Interim Deputy Administrator
November 5, 2008
Mr. Ron Crowden
Fleet Manager
1568 Broad Street
Augusta, GA 30904
Dear Ron:
The Augusta-Richmond County Commission, at their regular meeting held on Wednesday, November 5,
2008, approved rescinding the extension of the existing vehicle maintenance contract on a month-ta-month basis
and requesting the preparation and issuance of an RFP and recommending the approval of a one year extension of
the existing maintenance contract with an amendment to allow the Solid Waste Department to provide for
internal maintenance with parts provided by the contractor and that the RFP be sent out during 2009 for a new
contract. (Approved by Engineering Services Committee October 27, 2008)
If you have any questions, please contact me.
ameka Allen
Interim Deputy Administrator
cc: Ms. Donna Williams
Ms. Geri Sams
Mr. Mark Johnson '"
11-05-08: #38
RECITALS
...
AMENDMENT AND EXTENSION TO FLEET MAINTENANCE
AGREEMENT BETWEEN FIRST VEHICLE SERVICES AND AUGUSTA
WHEREAS, First Vehicle Services, Inc. (the "Contractor") and the Augusta Commission of
Augusta, Georgia (Augusta) entered into a Fleet Maintenance Agreement dated January 18,2006
for an initial three year contract ,ending December 31, 2008 (the Contract);
AGREEMENT
NOW THEREFORE, in consideration of the mutual benefits, rights and obligations derived
from the Contract, Augusta and First Vehicle Services, Inc. (the "Parties") agree to extend and
mend the Contract as follows:
1. Paragraph 1 of the Agreement, (Page 7) is hereby amended to include an additional
extension period commencing on January 1,2009 through and until December 31, 2009.
2. Paragraph 3.2 of the Agreement, (Page 7), is hereby amended to include the "Cost
Target" sum of $3,506,498.00 for this one year extension.
3. Paragraph 3.3.1 of the Agreement, (page 25) is hereby amended to delete that portion
addressing "Augusta Landfill Operations", the last paragraph of page 25.
4. Paragraph 3.3.3 Equipment, (page 27) "COMMUICATION EQUIPMENT" is hereby
amended to remove the listing of equipment by quantity and location and replaced by
"Augusta will provide an appropriate amount of base stations and portable radios, as
determined by the Fleet Manager, to assist in communications with the user
departments" .
5. Paragraph 3.5 Hours of Service; (page 32 - second paragraph) is hereby amended to
delete "Staffing at the Solid Waste Facility (Landfill) will be coordinated with the,Solid
Waste Facility Director. Any conflicts concerning staffing will be resolved by the Fleet
Manager.
6. Paragraph 7.7 Tracked Vehicle Components (page 63 - third paragraph) is hereby
amended to delete the third and fourth (last) paragraph addressing currently leased
tracked equipment and the subsequent list of three tracked items of the Landfill.
7. Paragraph 8.1 "Records" (page 64) is herby amended to delete the last two sentences of
this paragraph and replaced with; "Augusta will provide the maintenance management
software, CCG Systems, FASTER for use by the Contractor for all reporting and
recording of maintenance requirements. The cost of licensing this management system is
the responsibility of Augusta. The Contractor is required to use this software application
in the recording of all maintenance activities, charges, repairs and other appropriate
records and accountability of services and operations."
8. Paragraph 8.1.1 "Fleet Record Management" (page 64) is hereby deleted.
9. Paragraph 9.1.2. "Management Information System Capabilities" (page 65) is hereby
deleted.
. ' . .
10. Add as an addendum to the original Contract/Agreement, dated January 18,2006, the
"REQUEST FOR PROPOSAL For The Extension of Existing Fleet Maintenance
Contract With Revision to Solid Waste Operations" attached hereto and amended by
removing that requirement for and provisions of a Procurement Manager (Supply
Specialist). It is further amended as follows:
a. Procurement of parts and supplies will be conducted with the current staff of
the Contractor.
b. Once the part is received it will be billed to the appropriate asset number and
work order for accountability.
c. Solid Waste Facility will be billed for all parts and supplies on a monthly
basis in arrears at rates specified in the proposaVagreement. Statements will
be provided to the Director of the Solid Waste Facility. Invoices will be paid
completely by Augusta and the processing of payment will be within thirty
(30) days after receipt of the Contractor's billing and payment authorization of
the Director of the Solid Waste Facility.
d. The agreement applicable to the Solid Waste Facility may be cancelled or
terminate, by either party, in whole or in part at any time without cause upon
the giving of at least sixty (60) days written notice to the other party.
e. The Request for Proposal and The Contractor's proposal, applicable to the
Solid Waste Facility, shall be made part of this Amendment.
11. All of the provisions of the original contract shall remain in full force and effect subject
to the additions, amendments and deletions contained herein.
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AUGUSTA COMMISSION
BY: cfJ ~(' /L---
Name: ~aver
Title: Mavor
Date: l ( l'vl (of!
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Attest:
FIRSMmCLE SERVICES, INC.
J{.~
" Dale Domish
Senior Vice President
By:
Name:
Title:
)tL f].1 ud
Date: /;<.- /~OO
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REQUEST FOR PROPOSAL
For The
Extension of Existing Fleet Maintenance Contract
With Revision to Solid Waste Operations
The Augusta Commission is requesting a proposal from First Vehicle Services for the extension
of the existing maintenance contract entered into on January 12,2006. The provisions of the
existing contract remain the same unless indicated below.
1. The Augusta Commission is requesting a cost proposal be submitted by First Vehicle
Services for the period 1 January 2009 until (midnight) December 31, 2009, in the format
provided in Enclosure 1. This cost proposal will not include the Solid Waste Facility but
shall consider the Augusta Solid Waste Facilities operation separate from the existing
contract. The Solid Waste Facility (Solid Waste) has chosen to perform its own
maintenance requesting that First Vehicle Services provide for a "Parts plus" support
activity as described below;
2. The cost proposal shall include salaries, wages, and benefits associated with the positions
listed on Enclosure 2, Minimum Manning.
3. An updated Equipment List for the Augusta fleet (Enclosure 3) and one for the Solid
Waste (Enclosure 4) is also provided.
4. The Augusta Commission has directed that all Contractors to Augusta be in compliance
with the Georgia Security and Immigration Compliance Act of 2006; O.c.G.A. 300-10-1.
A description ofthis act is enclosed as Enclosure 5. The Contractor will be required to
submit the "Contractor Affidavit and Agreement" should the Commission approve the
extension of the existing contract.
Sold Waste Facility Operations
1. PURPOSE: The Solid Waste Facility is requesting a proposal to provide a Parts (cost
plus) operation for Solid Waste maintenance for a period of one year.
2. OPERATIONAL CONCEPT: The Solid Waste Facility will provide vehicle and
equipment maintenance to assigned vehicles of the Solid Waste relying on a contractor
for Supply Services support. The Supply Service Support will be supported
(administratively) through the Augusta Contractor. The Contractor will be the single
source supplier to manage, provide supply parts and services (including machine work
and upholstery and other subcontracted requirements) for the maintenance and repair of
the Solid Waste Department's vehicles and equipment.
3. GENERAL PARTS INFORMATION: Original equipment quality parts (OEM), supplies
and equipment or the equivalent or better are required. It is expected that the Contractor
will be able to provide all of the parts and or services required of the type and age of the
vehicles and equipment assigned to the Solid Waste Facility. The Solid Waste Facility
Director or his representative shall have the authority to direct repairs or parts from other
private vendors. The Solid Waste Facility Director further requires that in every
application where reasonable and acceptable, the contractor provide retread, rebuilt,
refurbished, recycles, or refined products that meet or exceed OEM, SAE, UL, Mil-Spec,
ANSI or other industry standards. The Solid Waste Facility Director or his designated
representative reserve the right, over the course of the contract period to determine which
products must be new, refurbished, recycles, or retread. The contractor shall also accept
industry standard cores for rebuilding where the parts are acceptable as core exchanges.
The Solid Waste Facility Director or his designated representative will work with the
Contractor in establishing parts, supplies and equipment to carry in inventory. The
determination may be based on usage, fleet size, equipment criticality, demand, ordering,
turnaround time, or any combination of these factors, including Director preferences.
4. MISSION CRITICAL EQUIPMENTIPARTS: Environmental issues have become a
paramount concern to the Augusta Solid Waste Facility (Solid Waste). In order to satisfy
these State and Federal concerns the Solid Waste Director has modified his operations
and equipment in order to ensure compliance. Regarding equipment the Director has
established "Mission Critical Equipment" which is that equipment essential for
continuous operation (ie: at least one compactor ofthe two on hand, one Trac-hoe of two,
1 D-6 Dozer of two, 1- D-8 Dozer of two, one articulated dump truck of two). The
contractor is expected to ensure the operation and availability of at least one of each type
equipment at all times, consistent with normal operations by ensuring parts associated
with normal preventive maintenance services (filters and lubricants) for each type of
equipment is available (on the shelf stock). The Contractor is responsible for ensuring all
parts and fluids meet the manufactures requirements to protect warranties.
Undercarriages are of particular concern for the Director of the Solid Waste facility and
the proposal shall address how the Contractor intends to support the requirements for
replacement of undercarriages in a proactive manner.
PROPOSAL
1. The proposal shall be in two parts.
2. The first part will address the General Fleet (not inclusive of the Solid Waste Facility)
and shall be a cost proposal only in the format found at Enclosure 1.
3. The second part shall be in the form of a proposal which describes how the Contractor
will provide the services required as well as billing of services.
4. Project Approach: In narrative form, describe the approach to fulfilling the needs of the
Solid Waste Facility. Describe the support plan in providing the parts services that will
be provided. Include a proposed level of inventory, availability of inventory applicable
to Mission Critical Equipment and other equipment. Provide a specific discussion on
undercarriages.
5. Provide a method of charging and estimated cost for the proposed services. The method
of charging should be addressed in detail (i.e. include any labor, administrative overhead,
director operating costs, salaries, wages and benefits of contractor personnel etc.).
AUGUSTA COMMISSION
Augusta, Georgia
YEAR 2009 SOLID WASTE OPERATION PROCUREMENT ONLY PROPOSAL
TO: The Augusta Commission, Augusta, Georgia
We the undersigned, propose to manage and procure all parts and outside services required to
maintain and repair all equipment and vehicles assigned to the Augusta Solid Waste Operation,
from 1 January, 2009 at 12:00:01 A.M. to December 31,2009,11:59:59 P.M., Mondays through
Fridays, eight hours per day, excepting legal holidays, pursuant to continuation of the existing
contract, as amended, for the amount specified below and as set out in the general categories
below:
Parts and Outside Services Mark-up:
$999.99 and below = 12%
$1,000 to $499.99 = 10%
$5000 to $14,999 = 8%
$15,000 and above = 5%
The estimated yearly cost based on the parts and services purchased for the Augusta Solid Waste
Operation year ending December 31, 2007 is as follows:
Annual Cost Estimate
Parts & Services Cost
Parts and Services Mark-up
$347,688
$ 41, 723
Total Estimated Cost
$389,411
The Contractors Augusta Fleet Maintenance General Manager will manage the procurement of
parts and services for the Augusta Solid Waste Facility. The Contractor shall staff one full time
procurement manager dedicated to the Augusta Solid Waste Operation. When the Contractor's
dedicated procurement manager is on vacation or uses a sick day the Contractor will use their
procurement staff at the Augusta Fleet Maintenance Operation to procure parts and services for
the Solid Waste Operation to ensure that the required parts are purchased and supplied in a
timely manner.
The Contractor will purchase and inventory parts at the level required by the Director of the
Augusta Solid Waste Operations. The Contractor shall invoice Augusta for the parts as they are
delivered and added to the inventory. The Contractor shall provide Augusta with all supporting
documentation as is required. The Contractor shall manage the inventory for the Solid Waste
Operation and report any variances on a monthly basis. Outside Services shall be invoiced to
Augusta upon receipt of the invoice from the outside vendor and with the approval from the
Director of Augusta Solid Waste Operations.
"
AUGUSTA COMMISSION
Augusta, Georgia
YEAR 2009 COST SUMMARY
TO: The Augusta Commission, Augusta, Georgia
We the undersigned, propose to continue furnishing Fleet Management and Maintenance
services to the Augusta Commission, from 1 January, 2009 at 12:00:01 A.M. to December 31,
2009, 11:59:59 P.M., Mondays through Fridays, excepting legal holidays, pursuant to
continuation of the existing contract, as amended, for the amount specified below and as set out
in the general categories below: (Note: this cost proposal does not include the Solid Waste
Facility, Augusta, Georgia).
Labor Cost
Vehicles & Small
Equipment Equipment
$1,853,695.61 $182,608.34
$825,768.67 $72,282.78
$209,529.31 $5,152.42
Parts and Supplies
Other Direct Costs
Other Costs
Subtotal Cost Target
$2,888,993.59
$330,294
$260,043.54
Management Service Fee
$27,167
Management Service %
$3,794,255.13
11.4%
9.4%
TOTAL COST TARGET: $3,506,498.13
The price shall be required to be firm for this extension period. The undersigned agrees, should
this proposal be accepted to execute the form of the Amendment and Extension to The Fleet
Maintenance Agreement between First Vehicle Services and Augusta within 90 days of
notification.
RESPECTFULLY SUBMITTED:
BY: ~O'" I< ~
TITLE: ~r\ \ rUt ?~
~
ADDRESS:
/O()O /,(j, m'-AI'4-~ fPf~.b J,/dJ
P # /fI (J A- A/ () IS t:. A C If ;: L .3.3 () L, 7
,
I).. ~J -0 f
DATE:
Encl 1
" MINIMUM MANNING-Landfill Adiustment
# Orl!anization Descriotion Job Title Class Shift FTE's
1-1-1 Fleet11ana~ernent Fleet Operations Assistant Nex I 1.0
1-2-2 Fleet 11ana~ernent QNSafetv Representative Nex I 1.0
1-3-3 Fleet 11anagernent Fleet Operations Specialist Nex I 1.0
1-4-4 Proiect 11anagement Project/General 11anager Ext I 1.0
1-5-5 Shop Services Supply and Environmental Supv Ext I 1.0
1-6-6 Shop Services-BS Human Resources Administrator Nex I 1.0
1-7-7 Shop Services-BS Operations Administrator Nex I 1.0
2-BROAD STREET FIRE SHOP
2~ 1-8 11aintenance 11aintenance Supervisor II-EVT Ext I 1.0
2-2-9 11aintenance 11echanic I-EVT Nex I 1.0
2-3-10 11aintenance 11echanic II-EVT Nex I 1.0
2-4-11 11aintenance 11echanic III-EVT Nex 1 1.0
3-BROAD STREET LIGHT VEmCLE SHOP
3-1- I 2 11aintenance 11aintenance Supervisor Ext 1 1.0
3-2-13 11aintenance Service Coordinator Nex I 1.0
3-3-14 Shop Services 11IS Clerk I Nex 1 1.0
3-4-15 Shop Services 11IS Clerk I Nex 1 1.0
3-5-16 Shop Services Supply Specialist I Nex 1 1.0
3-6-17 Shop Services Supply Specialist II Nex 1 1.0
3-7-18 Shop Services Supply Specialist III Nex 1 1.0
3-8-19 Shop Services Porter Nex 1 1.0
3-9-20 11aintenance 11echanic I-Lead- LV-Wheeled Nex 1 1.0
3-10-21 11aintenance 11echanic I-LV Wheeled Nex 1 1.0
3-11-22 11aintenance 11echanic I-LV Wheeled/M:otorcvcle Nex 1 1.0
3-12-23 11aintenance 11echanic II-LV -Wheeled Nex I 1.0
3-13-24 11aintenance 11echanic II-LV -Wheeled Nex 1 1.0
3-14-25 11aintenance 11echanic II-LV -Wheeled Nex 1 1.0
3-15-26 11aintenance 11echanic II-LV -Wheeled Nex I 1.0
3-16-27 11aintenance 11echanic III - LV-Wheeled Nex 1 1.0
3-17-28 11aintenance 11echanic III -LV-Wheeled Nex I 1.0
4-SMALL ENGINE REPAIR - BROAD STREET
4-1-29 11aintenance 11echanic 1- Small Engine Nex 1 1.0
4-2-30 11aintenance 11echanic III -Small En~ine Nex 1 1.0
4-3-31 11aintenance 11echanic III -Small Engine Nex 1 1.0
5-TOBACCO ROAD- REA VY EQUIPMENT. TRUCK AND TRACK
5-1-32 11aintenance 11aintenance Supervisor Ext I 1.0
5-2-33 11aintenance Service Coordinator Nex 1 1.0
5-4-34 Shop Services 11IS Clerk I Nex 1 1.0
5-5-35 Shop Services Supply Specialist I Nex I 1.0
5-6-36 Shop Services Supply Specialist II Nex 1 1.0
5-7-37 Shop Services Porter Nex I 1.0
5-8-38 11aintenance 11echanic I, Lead - Track and Wheel Nex I 1.0
5-9-39 11aintenance 11echanic I, Track and Wheel Nex 1 1.0
5-10-40 11aintenance Mechanic II-Track and Wheel Nex I 1.0
5-11-41 11aintenance 11echanic III, Track and Wheel Nex 1 1.0
5-11-42 11aintenance 11echanic III, Track and Wheel Nex 1 1.0
5-12-43 11aintenance 11echanic 1- Lead-11ed & HeaVY Nex I 1.0
5-13-44 11aintenance 11echanic 1-11ed & Heavy ' Nex I 1.0
5-14-45 11aintenance 11echanic II, Med & HeaVY Nex I 1.0
5-15-46 11aintenance 11echanic II, 11ed & HeaVY Nex 1 1.0
5-16-47 11aintenance 11echanic III, Med & HeaVY Nex I 1.0
5-16-48 11aintenance 11echanic II, 11ed & Heavy Nex I 1.0
Enclosure 2
Page 1
#
6-1-49
6-2-50
Or anization Descri tion
Maintenance
Maintenance
6-WALTONWAY -LV
Job Title
Mechanic I-Lead- LV-Wheeled
Mechanic III
7-LUMPKIN ROAD - SMALL ENGINE
Mechanic I-Small En ine
Mechanic III - Small En ine
8- SOLID WASTE FACILITY
Su I S ecialist I
Class
Nex
Nex
Shift
1
1
FTE's
1.0
1.0
"
7 -1-51
7-2-51A
1.0
N/A
Deleted
1.0
Note:
(1) MIS Clerk (#: 3-4-15) location of duty designated by General Manager.
(2) Tobacco Road-Maintenance: One Mechanic's position is required to be designated for
Welder (additional skill identifier). Position designated by General Manager
(3) Mechanic III-Small Engine (Lumpkin Road) # 7-2-51A is part time seasonal position
between April and October (cutting season).
(4) The parts specialist position of the Solid Waste Facility is deleted as per meeting on
September 25,2008, and subsequent final negations between First Vehicle Services; Mr.
Dale Domish, Mr. Steve Breeden, and Augusta; Mr. Mark Johnson and Mr. Ron
Crowden.
Enclosure 2
Page 2
Office ,of The ' Administrator
Frederick L Russell, Administrator
, Room 801 - Municipal Building
530 Greene Street-AUGUSTA, GA. 30911
(706) 821~2400- FAX (706) 821-2819
www.augustaga.gov
T arileka Allen, Interim Depu1;Y Administrator
Robert Leverett, Interim Depu1;Y Administrator
October 4, 2005
Mr. Ron Crowden
Fleet Manager
1568 Broad Street
, Augusta, GA 30901
Dear Ron: '
, The Augusta-Richmond, County Commission, at their regular meeting held on Tuesday" October
4, 2005; took action on the following items.
. \
Approved recommendation that First Vehicle Services be selected as the Fleet Maintenance
provider for Augusta Richmond County (Request for Pr'oposaI05-112). (Approved by Finance
Committee September 23, 2005)"
2. Approved the direct purchase (buyout) of One (1) currently leased Caterpillar 980G Ertdloader
from Caterpillar Financial Company of Nashville, Tennessee, for $135,000.00. (Approved by
Finance Committee September 23; 2005)
1.
3. 'Apprcved a request'to supplement the existing fuel budget by $328,91C'{all funds) from the
appropriate, contingency accounts for affected funds. (Approved by Finance Committee
September 23, 2005)
If you have any questions, please contact me.
me
Interim Deputy Administrator
'f!,
cc: Mr. David Persaud
Ms. Geri Sanis
Ms. Donna Williams
10-04-05: #1, #2, #3