HomeMy WebLinkAboutFIRST VEHICLE SERVICES INC FLEET MAINTENANCE SERVICES
FOR
AGREEMENT
FLEET MAINTENANCE SERVICES
FOR
AUGUSTA, GEORGIA
WITH
FIRST VEHICLE SERVICES INC.
705 Central Avenue # 300
Cincinnati, Ohio 45202
AUGUSTA FLEET MAINTENANCE AGREEMENT
TABLE OF CONTENTS
AGREEMENT
PAGE
1. AGREEMENT TERM AND TERMINATION 7
2. DESCRIPTION OF SERVICES 7
3. DEFINITIONS 7
3.1 Contractor 7
3.2 Cost Target 7
3.3 Surety 7
3.4 Performance Bond 7
3.5 Fleet Manager 7
3.6 Fleet 8
3.7 Downtime 8
4. CONTRACTORS RELATIONSHIP TO AUGUSTA 8
4.1 Contractor as Independent Contractor 8
4.2 Subcontracting 8
4.3 Augusta Representative( s) 9
4.4 Inspection of Work 9
4.5 Severability 9
4.6 Termination 9
4.7 Open Records 10
5. PAYMENT METHOLOGY 10
5.1 Labor Costs 10
5.2 Parts/Supplies/Outside Services 10
5.3 Administrative Costs and Management Fees 10
5.3.1 Administrative Costs (Overhead Expenses) 10
5.4 Cost Incentives 10
5.5 Additional Costs 11
5.5.1 Capital Expenditures 11
5.5.2 Extra Work 11
5.5.3 Additional Reimbursable Items 11
5.6 Monthly Invoices II
6. ADJUSTMENT TO THE TARGET COST 12
6.1 Changes in the Size or Mix of the Fleet 12
6.2 Unusual Costs 13
6.3 Annual Adjustments 13
7. STAFFING PROVISIONS 13
7.1 General 13
7.2 Manning Changes 14
7.3 Contractor Benefits IS
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AUGUSTA FLEET MAINTENANCE AGREEMENT
8. PERFORMANCE 15
8.1 Right to Require Performance 15
8.2 Bonds 15
8.2.1 Performance and Payment Bond 15
9. INSURANCE 16
9.1 Mandatory Insurance Requirements 16
9.2 Policy Cancellation 17
9.3 Certificate Holder 17
10. WORKING CONDITIONS 17
11. JOB SAFETY COMPLIANCE 18
12. ACCIDENT PROVISION 18
13. EQUAL OPPORTUNITY COMPLIANCE 18
14. DRUG-FREE WORKPLACE 18
15. FUNDING 18
16. MANNER OF PERFORMANCE 18
17. CONTROLLING LAW 19
18. VENUE 19
STATEMENT OF WORK
1. GENERAL REQUIREMENTS 20
2. INTENT 20
3. STATEMENT OF WORK 20
3.1 General 20
3.1.1 Augusta Personnel 20
3.1.2 Contractor Personnel 20
3.1.2.1 Project Manager 21
3.1.2.2 Management Staff 21
3.1.2.3 Maintenance Staff 21
3.1.3 Uniforms and Professional Attire 22
3.1.4 Footwear 23
3.1.5 Eye Protection 24
3.1.6 Department Guides and Position Descriptions 24
3.1.7 Disciplinary Actions 24
3.1.8 Staffing Changes 24
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AUGUSTA FLEET MAINTENANCE AGREEMENT
3.2 Scope of Work
3.3 Facilities
3.3.1 Location
3.3.2 Utilities
3.3.3 Equipment
3.3.4 Inspection
3.3.5 Maintenance
3.3.6 Damages
3.3.7 Permits
3.4 Security
3.5 Hours of Service
3.5.1 Holidays
3.6 Safety
3.7 Waste
4. PREVENTIVE MAINTENANCE AND INSPECTIONS
4.1 Definition
4.2 Policy
4.2.1 Light Vehicles (including trucks below 1 Yz ton)
4.2.2 Trucks above 1 Yz ton and Buses
4.2.3 Hourly Inspections
4.2.4 Annual Inspections
4.3 Fleet Preventive Maintenance Assessment
4.4 Scheduling
4.5 Smog Inspections
4.6 Yearly and Annual Mandated Inspections
4.6.1 Mandated Annual Inspections
4.7 Oil Analysis
5. REPAIRS
5.1 Definition
5.1.1 Repair Service Intervals
5.1.2 Repair of Small Equipment
5.1.3 Assembly, Fabrication and Modifications
5.1.4 Maintenance Services Safety Inspections
5.1.5 Daily Backlog Reports
5.1.6 Customer Contact of Completed Repairs/Services
5.1.7 Completed Services Repair Orders
5.1.8 Emergency Support
5.1.9 Service Interruptions
5.1.10 Repair of Privately-Owned Vehicles and Equipment
5.2 Limitations
5.2.1 Repair Limitations
5.2.2 Replacement Limitations
5.3 Emergency Road Calls and Towing Services
5.4 Quick Fix Repairs
5.5 Warranty
5.6 Recalls
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AUGUSTA FLEET MAINTENANCE AGREEMENT
5.7 Re-Repair (Comebacks) 50
5.8 Outside Repairs 50
5.9 Vehicle Preparation 51
5.9.1 Seasonal Equipment Preparation 51
5.9.2 New Vehicle Preparation 51
5.9.3 Vehicle Disposal Preparation 52
5.9.4 Auctions of Augusta Property 53
5.10 Accidents 53
5.11 Documenting Operator Abuse and Vandalism 54
5.12 Vehicle and Equipment Maintenance Benchmarks 55
5.12.1 Availability and Downtime Percentages 55
5.12.2 Re-repairs (comebacks) Percentages 57
6. VEHICULAR SERVICES 57
6.1 Car Wash Facility 57
6.2 Fuel 57
6.3 Department of Motor Vehicle Documentation 57
6.4 General Fleet Management Administration 58
6.5 Quality Assurance Representatives 58
6.6 Motor Pool 58
7. REPAIR PARTS 59
7.1 Parts Supply 59
7.2 Inventory 60
7.3 Parts Warranty 61
7.4 Core Charges 61
7.5 Cannibalized Parts 62
7.6 Tires 62
7.7 Tracked Vehicle Components 63
7.8 Vendor Invoice Payments 63
7.9 Re-Purchase on Contractor Active Inventory 64
8. REPORTING 64
8.1 Records 64
8.1.1 Fleet Record Management 65
8.1.2 MIS Capabilities 65
8.2 Files 65
8.3 Monthly Report 65
8.4 Annual Report 66
8.5 Contractor Alternative Reports 67
8.6 Quality Control Plan 67
8.6.1 Monitoring System 67
8.6.2 Inspection Records 67
8.7 Quality Assurance 67
8.7.1 Performance Meetings 67
8.7.2 Contract Discrepancy Reports 68
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AUGUSTA FLEET MAINTENANCE AGREEMENT
9. OTHER SERVICES 68
9.1 Investigations 68
9.2 Clean Fuel Fleet Program Assistance 68
9.3 Vehicle/Equipment Purchases 69
9.4 Directed Work 69
10. PENAL TIES 70
11. ATTACHMENTS
A TT ACHMENT A (Minimum Manning) 71
ATTACHMENT B (Penalties) 73
ATTACHMENT C (Drug Free Work Place Certificate) 74
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AUGUSTA FLEET MAINTENANCE AGREEMENT
AGREEMENT FOR FLEET MAINTENANCE SERVICES
FOR AUGUSTA. GEORGIA
This Agreement is made and entered into as of this 30Th day of December, 2005, by and
between Augusta, Georgia, a political subdivision of the state of Georgia, (hereinafter referred to
as "Augusta"), and First Vehicle Services Inc., 705 Central Avenue #300, Cincinnati, Ohio
45202. (hereinafter 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 January 1,2006, to December 31,2008 for a
period of thirty-six (36) 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-Richmond
County Commission and that the Contractor has established a satisfactory record of
performance. A letter of intend to terminate or extend the contract period will be
provided by Augusta at least 60 days prior to the end of the contract period.
2. DESCRIPTION OF SERVICES: The Contractor shall provide fleet maintenance
services to Augusta as set forth in the "Statement of Work" attached hereto and
incorporated herein by reference.
3. DEFINITIONS: Where the following terms occur herein, the intent and meaning shall
be as follows:
3.1 Contractor: Contractor shall mean First Vehicle Services Inc.
3.2 Cost Target: Cost Target shall mean the sum of$3,435,806.00 for the calendar
year 2006, as adjusted, if applicable, pursuant to Section 6 hereof.
3.3 Surety: Surety shall mean the party who is bound with and for the Contractor to
ensure the payment of all obligations and lawful debts pertaining to and for this
Agreement.
3.4 Performance and Payment Bond: Performance and Payment Bond shall mean
the security approved by Augusta and furnished by the Contractor as a guarantee
that the Contractor will execute the work in accordance with the terms of this
Agreement and will pay all lawful claims.
3.5 Fleet Manager: Fleet Manager shall mean the designated representative of
Augusta with the authority to direct the Contractor in the daily performance of the
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AUGUSTA FLEET MAINTENANCE AGREEMENT
Agreement, but shall have no authority to direct the time, manner, or method of
performance.
3.6 Fleet: Fleet shall mean all of the units listed in the equipment table of the RFP
and provided in electronic format (excel spreadsheet) of the RFP, and units that
may be added to or deleted from the Augusta fleet.
3.7 Downtime: Downtime shall mean the percentage of time a piece of equipment is
unavailable for use due to a need for repair or preventive maintenance work.
Downtime is calculated as follows:
Number of hours unit is not available for use, divided by 24 hours per day
Downtime begins when a unit is brought to the garage or upon receipt of
notification that a unit requires towing (during normal business hours) to the
garage for authorized repair work. Downtime ends when the department to which
the unit is assigned is notified that the unit is available for service. Downtime
does not include the time to make repairs necessary as result of vehicle abuse,
accidents, warranty, vandalism, or Acts of God.
4. CONTRACTOR'S RELATIONSHIP TO AUGUSTA
4.1 Contractor as Independent Contractor: It is expressly agreed and understood
that the Contractor is in all respects an Independent Contractor as to the work, and
that the Contractor is in no respect an agent, servant or employee of Augusta or
the Augusta-Richmond County Commission. This Agreement specifies the work
to be done by the Contractor, but the time, manner, and method utilized to
accomplish the work shall be the responsibility ofthe Contractor.
4.2 Subcontracting: Contractor may subcontract services to be performed hereunder
with the prior approval of Augusta, which shall not unreasonably withhold
approval. No such approval shall be construed as making Augusta a party of, or
to, such subcontract, nor shall approval be construed as subjecting Augusta to
liability of any kind to any Subcontractor. No subcontract shall, under any
circumstances, relieve the Contractor of its liability and obligation under this
Agreement; and despite such subcontracting Augusta shall deal through the
Contractor, and Subcontractors will be dealt with as workmen and representatives
of the Contractor. No right or obligation hereunder may in any way whatsoever
be assigned or delegated to a third party without the express prior written consent
of the other party hereto, such consent not to be unreasonably withheld, and any
attempted assignment without such consent shall be considered null and void.
Augusta and Contractor each binds itself, successors, assigns, and legal
representatives of such party in respect to all covenants, agreements, and
obligations contained herein.
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AUGUSTA FLEET MAINTENANCE AGREEMENT
Augusta encourages the Contractor to solicit participation from Minority Business
Enterprises in providing supplies and/or services to Augusta. This desire on the
part of Augusta is not intended to restrict or limit competitive bidding or to
increase the cost of the work. Augusta supports a healthy free market system that
seeks to include responsible businesses and provide ample opportunity for
business growth and development.
4.3 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 to the quantity, character and quality of services performed or to be
performed pursuant to this Agreement.
4.4 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.
4.5 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 full force and effect.
4.6 Termination: This Agreement may be cancelled or terminated 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.
Should either party fail to perform any of its obligations under this Agreement 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.
Verbal notification of a contract discrepancy will be made to the Contractor's
Project Manager or designee as soon as a contract discrepancy is identified. The
problem shall be immediately resolved by the Project 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
AUGUSTA FLEET MAINTENANCE AGREEMENT
mailed or hand delivered to the Project Manager.
Upon receipt of a Contract Discrepancy 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 Contract Discrepancy Report.
4.7 Open Records: Contractor acknowledges that its books and records relating to
this Agreement may open records pursuant to Georgia's Open Records Act
(O.C.G.A. S 50-18-70, et seq.). Contractor covenants and agrees to comply with
any lawful request made pursuant to the Open Records Act and shall notify
Augusta of each such request and shall forward to the Fleet Manager any
information furnished in response to such open records request.
5. PAYMENT METHODOLOGY: Augusta shall pay the Contractor in accordance with
the procedures and schedules contained herein.
5.1 Labor Costs: Personnel costs will include wages, salaries, fringe benefits,
payroll taxes, mechanic and management incentive programs costs and other
direct costs. For Agreement purposes, the Contractor will charge an hourly labor
rate agreed upon by the Contractor and the Fleet Manager. This rate will be used
to calculate repair order labor cost.
5.2 Parts/Supplies/Outside Services: The Contractor will charge Augusta for parts,
supplies and outside services as the items or services are used, as reflected in the
Contractor's repair orders. No markup will be added to the Contractor's net costs
for the items or services charged to Augusta.
5.3 Administrative Costs and Management Fees: Line items in the approved
budget for administrative costs and management fees will be charged to Augusta
for each accounting period on a pro rata basis. Management fees will not be
subject to documentation in the monthly invoice.
5.3.1 Administrative Costs (Overhead 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 be
incurred monthly at the Contractor's net cost without any markup. The
administrative costs will be detailed in a monthly detail report presented to the
Fleet Manager.
5.4 Cost Incentives: In addition to the Contractor's cost and fee, the Contractor will
receive 50 % percent of any aggregate annual savings for Augusta on the fixed
price Cost Target (excluding Management Fees) for each fiscal year.
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AUGUSTA FLEET MAINTENANCE AGREEMENT
Aggregate annual savings shall be defined as the difference between a lower
twelve (12) month actual cost to Augusta and the amount of the Cost Target as
stated in Paragraph 3.2. Aggregate costs that exceed the Cost Target shall be
borne totally by the Contractor.
5.5 Additional Costs: The additional costs items are described herein.
5.5.1 Capital Expenditures: Any and all capital expenditures of the
Contractor for equipment or other capitalized items (i.e., computers, printers,
engine analyzer), approved in writing by Augusta, in connection with the services
and work to be provided by the Contractor hereunder, shall not be included in the
approved Cost Target, but such expenditures may be depreciated over the term of
the Agreement. Depreciation balances will be paid within 180 days if this
contract is terminated for any reason.
5.5.2 Extra Work: Overtime and other Augusta approved labor and material
cost incurred by the Contractor in performance of emergency or other directed
work shall not be included in the approved target, pursuant to the terms of the
Agreement. Augusta will not approve or reimburse the Contractor for overtime
charges for work included in the Cost Target without prior approval of the Fleet
Manager. Augusta will NOT approve or reimburse the Contractor for items
related to transition or start-up costs, excepting those vehicles or equipment that
were awaiting Fleet Manager decision to proceed with non-targeted repairs. The
Contractor will accept Augusta's complete vehicle and equipment fleet "as-is"
and there will be no reimbursement for major component failure during the term
of the Agreement.
Any justifiable parts that were on order for fixed cost repairs that arrive after the
January 1, 2006 agreement startup will be the responsibility ofthe Contractor.
5.5.3 Additional Reimbursable Items: Costs incurred for unit repairs
necessitated as a result of user abuse, vandalism and accident damage during the
life of this Agreement will not be included in the computation of the cost of
performance incentives, and will not be included in the approved Cost Target and
will be directly reimbursable by Augusta to the Contractor.
5.6 Monthly Invoices: Payment to the Contractor will be made monthly in arrears at
the rates specified in the Agreement, provided that the Contractor is not in default
under any provision of the Agreement, and an accurate statement of payment due
is submitted, with documentation attached supporting the statement of payment
due.
AUGUSTA FLEET MAINTENANCE AGREEMENT
Augusta will accept invoices no more frequently than once per month for work
performed during the previous month. Invoices will be submitted to the Fleet
Manager.
One invoice will be supplied for the actual costs of Repair Order parts and labor,
Overhead and one-twelve (1/12) of the Management Fee for each month as
included in the annual Cost Target, minus any adjustments for credits or penalties.
A second invoice will be issued each month for actual charges for reimbursable
items.
Reimbursable items shall include, but not limited to the following: Directed Work
such as Accidents, Operator Abuse, Vandalism and Fleet Manager Directed
Work.
Reimbursable items shall be individually delineated on the invoice as separate
line items by category, with copies of the appropriate back-up invoices and
Augusta authorization documents attached.
The Contractor's invoice will be delivered to the Fleet Manager for review and
processmg.
The Contractor shall prepare verification data of any items questioned for the
amount claimed and provide complete cooperation during such investigation of
any areas in the invoice subject to question.
Invoices shall be paid completely by Augusta and the processing of payment will
be within thirty (30) working days after receipt ofthe Contractor's billing, and the
payment authorization approval of the Fleet Manager. Payment authorization will
be withheld pending receipt of required reports.
The Contractor shall be liable for payment on thirty (30) days written notice after
final ruling by Augusta of any liquidated damages or other offset authorized by
the Agreement not deducted from any payment made by Augusta to the
Contractor.
Augusta may delay the last payment due hereunder up to 90 days after
termination of this Agreement.
6. ADJUSTMENTS TO THE COST TARGET
6.1 Changes in the Size or Mix of the Fleet: The Cost Target shall be adjusted to
correspond to increases or decreases of at least five (5%) percent in the "Out-of
Warranty" fleet size on a prorated unit cost basis, utilizing a Augusta-established
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AUGUSTA FLEET MAINTENANCE AGREEMENT
Vehicle Equivalency Rate. For the purpose ofthis Agreement, "Out-of-
Warranty" shall mean any vehicle outside the normal "whole equipment"
warranty as provided by the equipment manufacturer upon the purchase of said
equipment, or any extended warranty as so purchased by Augusta at the time of
the original equipment purchase.
Adjustments shall be made on a semi-annual basis, after review of the Fleet
Manager and the approval of the Augusta Commission.
6.2 Unusual Costs: The Contractor may petition Augusta for an adjustment to the
approved Cost Target 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 ordinary course of business. The amount of any adjustment pursuant to this
paragraph shall be at the discretion of the Augusta-Richmond County
Commission and shall be determined by mutual agreement.
6.3 Annual Adjustments: The Cost Target, including the Contractor's fee, shall be
adjusted for any subsequent years of the Agreement in accordance with the
Annual Meeting. During the Annual Meeting between Augusta and the
Contractor, the Contractor's performance will be reviewed. Augusta will present
a report card that includes Augusta's assessment of Contractor performance in the
areas of fleet maintenance, operations, cost/performance, target incentives, and
other issues. The meeting shall also include a review ofthe Contractor's cost of
doing business and the Contractor will provide a detailed month by month cost of
operations, by expense category in a spreadsheet format, prepared in accordance
with generally accepted accounting principles. With the exception of labor,
escalation of the Cost Target 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 last twelve-month reporting
period. Calculations by the Contractor with estimates of current quarters of the
year will not be acceptable. Labor costs shall be negotiated separately. Changes
to the Agreement resulting from the Annual Meeting shall be documented in an
Agreement Amendment.
7. STAFFING PROVISIONS
7.1 General: The Contractor shall have the responsibility for selecting personnel to
perform the services to be provided hereunder. No applicant with a record of
arrest 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. No
applicant. with a felony conviction will be hired or allowed to provide repair
services to public safety equipment. The Contractor will submit a background
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request to the Augusta Sheriff s Department for a Criminal History Records
Check on each employee prior to hiring. The contractor may use a reputable
investigative agency for back ground checks in lieu of the Sheriffs Office but
must obtain approval from the Fleet Manager in writing.
All Contractor employees who operate, or reasonably might be expected to
operate, any vehicle of the fleet, either for road test, transportation, or for any
other purpose, shall have a valid driver's license, with proper endorsements. The
Contractor will review driver's license semi-annually and dismiss any employee
who fails this requirement. The Fleet Manager will be provided a list of all
employee driver license classifications and endorsements within 15 days of the
semi-annual inspection.
The Contractor will make performance evaluations on all employees hired during
a 90-day probationary period. Evaluations will be done at 30, 60 and 90 days of
the hire date, regardless of employee. Annual performance evaluations will be
performed prior to any performance increases considered by the Contractor.
The Contractor will provide employees pay for work performed every week, two
weeks or bi-monthly. In no case will the employee receive a paycheck later than
three weeks after their date of hire.
Augusta reserves the right to request the dismissal of any Contractor employee
whose performance or actions are considered detrimental to the program or to
Augusta as determined by the Fleet Manager.
7.2 Manning Changes: The Contractors' General Manager, Managers and
Supervisors shall have proven technical and managerial experience in the field of
light vehicle; law enforcement, fire suppression and heavy equipment fleet
maintenance and management. Nominee(s) for General Manager, Managers and
Supervisors shall be presented to Augusta for specific approval.
All personnel employed by the current fleet contractor as of December 31, 2005,
that are offered and accept positions with the Contractor, shall have 90 days of
minimum employment from January 1,2006 provided their performance meets
the goals and expectations established by the Contractor for Agreement
satisfaction.
In the event that the Contractor has open targeted position(s) for a period in
excess of 60 days, the Contractor will credit the Cost Target of the open
position(s) against the monthly fixed-target invoice(s) until the position(s) are
filled. The base rate will be used.
In all cases, there shall be no disruption in the level of services to Augusta.
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7.3 Contractor Benefits: The Contractor shall have sole responsibility for
determining and providing health and other related benefits for the Contractor
employees. The Contractor will provide benefits, to include, but not limited to:
Health Benefits (Medical, Dental, Vision), Life Insurance, Accident Insurance,
Sick Leave and Vacation. Employee benefit costs will be included as part of the
Cost Target. The Contractor will recognize years of service with predecessor
contractors for calculation of accrued vacation benefits for those eligible
employees that are carried over into this Agreement.
Employee welfare items, such as flowers, parties or donations, are the sole
responsibility of the Contractor and are not to be considered in the Cost Target.
The Contractor will abide by the ethical standards of Augusta and will not allow
nor accept gifts or monies from vendors to assist in providing benefits to
employees.
8. PERFORMANCE
8.1 Right to Require Performance: Augusta's failure at any time to require
performance of any provisions thereofby the Contractor shall in no way affect the
right of Augusta thereafter to enforce same; nor shall any waiver by Augusta of
any breach of any provision hereof be taken or held to be waiver of any
succeeding breach of such provision or as a waiver of any provision itself.
8.2 Bonds:
8.2.1 Performance and Payment Bond: The Contractor shall also 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
(110%) ofthe annual Cost Target, as security for the faithful performance of the
Agreement. Said bond shall be in full force and effect during the term of this
agreement and shall be issued on an annual basis.
No Agreement shall exist until the Augusta-Richmond County Commission
receives a duly executed Performance Bond made payable to the Augusta-
Richmond County Commission.
The Performance and Payment Bond shall be conditioned upon the following:
If the Contractor:
1. Performs this Agreement between the Contractor and Augusta for the
Statement of Work at the times and in the manner prescribed in this
Agreement, and
AUGUSTA FLEET MAINTENANCE AGREEMENT
2. 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 Statement of Work
specified in this Agreement, and
3. Pays Augusta all losses, damages, expenses, costs and attorneys fees
including appellate proceedings in accordance with this Agreement,
Augusta sustains because of default by the Contractor under this
Agreement, and
4. Provides all labor and materials as specified in the Statement of Work
under this Agreement in the time specified in this Agreement and such
labor and materials are accepted by Augusta as provided for in this
Agreement,
then the Performance Bond and Payment Bond are released; otherwise, they
remain in full force.
To the extent provided for in this Agreement, if the Contractor shall be and is
declared to be in default under this Agreement, and Augusta has performed it's
obligations hereunder, the funds available under the Performance Bond and
Payment Bond may be immediately claimed in their entirety and used by Augusta
as needed to remedy the default, or may be used to:
1. Complete this Agreement in accordance with its terms and conditions; or
2. Obtain a proposal(s) for performing this Agreement in accordance with its
terms and conditions, and, at Augusta's option, arrange for a Agreement
between such proposer(s) and Augusta 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 of
performance initiated under this paragraph) to pay the cost of completion
less the balance of this Agreement price.
It will be the responsibility of the Contractor to deliver the proper documentation
to the Fleet Manager annually.
9. INSURANCE
9.1 Mandatory Insurance Requirements: Prior to the commencement of the
Agreement, the Contractor shall obtain and keep in full force and effect until the
termination of the Agreement, the following insurance with an insurance
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Employers' Liability with a minimum of$I,OOO,OOO combined single
limit.
AUGUSTA FLEET MAINTENANCE AGREEMENT
company licensed and qualified to do business in the State of Georgia, as
evidenced by a Certificate ofInsurance and/or certified copies of the insurance
policy(ies ).
1. Worker Compensation - Statutory minimum limits
2. Commercial General Liability: Minimum $2,000,000 combined
single limit of
Bodily Injury and Property Damage per occurrence including the
following coverage:
a. Contractual liability
b. Premises and Operations
c. Independent Contractors
d. Completed Operations and Product Liability
e. Personal Injury
3. Automobile Liability: Minimum $1,000,000 combined single limit of
Bodily Injury and Property; Damage per occurrence including the
following:
a. Owned automobiles
b. Hired automobiles
c. Non-owned automobiles
4. Garage Keepers Legal Liability: Minimum Limits - $1,000,000 per
occurrence
5. Additional Insured: Augusta, Georgia, the Augusta-Richmond County
Commission, its officers, employees and elected officials, shall be named
as an additional insured on all liability policies. All policies shall be
occurrence policies. It will be the responsibility of the Contractor to
deliver the proper documentation to the Augusta Fleet Manager annually.
9.2 Policy Cancellation: Sixty (60) days written notice of cancellation or of any
material change in the policy( cies) is required.
9.3 Certificate Holder: Augusta-Richmond County Commission.
10. WORKING CONDITIONS: In the performance of the Agreement, the Contractor shall
adopt working conditions, and other employment policies which meet the approval of
Augusta, provided, however, that the Contractor will not be required to violate any
applicable federal or State statutory provisions.
17
AUGUSTA FLEET MAINTENANCE AGREEMENT
11. JOB SAFETY COMPLIANCE: It shall be the responsibility of the Contractor to
comply with all the provisions applicable to the Occupational Safety and Health Act as
enforced by the U.S. Department of Labor and to require all employees to comply with
this law and all regulatory State or local laws affecting job safety.
It shall be the Contractor's responsibility to maintain throughout the term of this
Agreement a safety and accident prevention program, which meets the requirements of
Federal, State and local codes and all other authorities having jurisdiction over this work.
Contractor will notify Augusta of any non-compliance issues that are directly related to
Augusta-owned facilities and equipment.
At a minimum, the Contractor will provide a comprehensive written Safety Program, and
a safety training program for maintenance facility employees. A copy of the Safety
Program will be provided to the Fleet Manager for review and approval prior to
Augusta's acceptance ofthe plan.
12. ACCIDENT PROVISION: In the event of any personal injury accident in connection
with the Agreement, the Fleet Manager and the Risk Management Department shall be
notified within 12 hours and given all known facts regarding the accident.
13. EQUAL OPPORTUNITY COMPLIANCE: Augusta and the Contractor for the
purpose of this Agreement) 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 ofthe Department of Labor and
the Office of Federal Contract Compliance Programs.
14. DRUG FREE WORKPLACE CERTIFICATION: The Contractor will comply with
Volume 49, Code of Federal Regulations Part 382 and 49 CFR 40 setting forth
requirements as to employees classified as "Safety Sensitive" for all of its employees
performing services under this Agreement (which includes, but is not limited to,
mechanics maintaining vehicles requiring a Commercial Driver's License (CDL) to
operate. The cost of the drug and alcohol testing is the responsibility of the Contractor.
An annual report will be submitted to Risk Management on the last working day of
January.
15. FUNDING: The obligation of Augusta for payment to the Contractor is limited to the
availability of funds appropriated in a current fiscal period, and continuation of the
Agreement into a subsequent fiscal period is subject to appropriation of funds, unless
authorized by law.
16. MANNER OF PERFORMANCE: The Contractor agrees to perform its duties and
obligations under this Agreement in a professional manner and in accordance with all
18
AUGUSTA FLEET MAINTENANCE AGREEMENT
applicable local, federal and state laws, rules and regulations. The Contractor shall strive
to provide the services provided for in this Agreement with employees that are trained,
experienced, certified (ASE), and licensed in all areas encompassed within their
designated duties. The Contractor will furnish any and 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 are
now in and will maintain good standing with such governmental agencies and that they
and their employees will keep all license, permits, registration, authorization, or
certification (ASE) required by applicable laws or regulations in full force and effect
during the term of this Agreement. Failure of the Contractor to comply with this section
shall constitute a material breach of this Agreement.
17. CONTROLLING LAW: The substantive law of Georgia shall govern the validity of
this Agreement, its interpretation and performance, and any other claims related to it.
18. VENUE: All claims, disputes and other matters in question between Augusta and the
Contractor arising out of or relating to this Agreement, or beach 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-Richmond County Commission and the Contractor have affixed their signatures
as ofthe dates indicated below.
AUGUSTA, GEORGIA
Attest:
By:
Name:
Title: Mayor
Date:
FIRST VEHICLE SERVICES
Attest:
By:
Name:
Title:
Date:
19
20
AUGUSTA FLEET MAINTENANCE AGREEMENT
STATEMENT OF WORK
1. GENERAL REQUIREMENTS The Contractor shall use its best efforts to maintain
and repair the Augusta fleet of over 2,400 vehicles and pieces of equipment to support all
aspects of Augusta.
2. INTENT It is the intent for the Contractor to assume responsibility for management of
fleet repair and maintenance operations and to perform preventive maintenance, and
other related functions associated with the Augusta fleet. The goals of this agreement
include:
a. Improving the cost-effectiveness of the fleet. Reducing the overall fleet
maintenance cost.
b. Improving fleet availability. Insuring compliance with Federal, State, and
local mandates governing fleet operations.
c. Providing responsive maintenance costing through the implementation of
the CCG Faster CIS Management Information System (MIS).
d. Improving services offered to Augusta' departments utilizing fleet
vehicles.
Augusta will establish cost and performance standards for fleet maintenance with a
system of liquidated damages to the Contractor for failure to meet these standards.
Augusta desires a working relationship with the Contractor that provides a work
environment consistent with Augusta's needs, therefore the penalty clause will only be
used in the case of the Contractor's failure to perform at the discretion of the Fleet
Manager.
3. STATEMENT OF WORK
3.1 General: The Contractor shall perform to the standards specified in this
Agreement and must demonstrate the competence and experience required in
providing fleet maintenance services for vehicle fleets containing over 2,000
vehicles and/or equipment.
3.1.1 Augusta Personnel: The Augusta Fleet Manager will have full authority
to supervise the Contractor's performance in the daily operation of the
Agreement and shall provide direction to Contractor in areas relating to
Augusta's policy, information and procedural requirements. The Fleet
Manager is not authorized to make any changes in the terms and
conditions of the Agreement without the approval of the Augusta
Administrator and the Augusta Commission.
3.1.2 Contractor Personnel: The Contractor will designate whom the
following Contractor personnel will be:
The Project Manager shall have a minimum of five (5) years
experience in the management of fleet maintenance and services.
The Project Manager must be able to fluently read, write, speak
and understand English.
AUGUSTA FLEET MAINTENANCE AGREEMENT
3.1.2.1 Project Manager: The Contractor shall provide a Project
Manager who will liaise with Augusta's Fleet Manager and have
full authority to act for the Contractor on all Agreement matters
relating to the daily operation of the Agreement.
The Project Manager or approved alternate shall be available
between 8:00 a.m. and 5:00 p.m. Monday through Friday, except
Augusta recognized holidays. The Fleet Manager will be notified
in writing when the Project Manager will not be in the Augusta
area and available to respond to Augusta's needs.
Any changes in the Project Manager and designated alternate
shall be subject to advance, written approval of the Fleet
Manager. Such approval shall not be withheld unreasonably or
for an unreasonable length of time.
3.1.2.2 Management Staff: The Contractor shall provide a management
staff with the proper skills and training in providing the required
fleet maintenance and management services. Continuous
improvement in the capability of the management staff is the
responsibility of the Contractor to ensure personnel stay abreast of
ever-changing technology. The Contractor will maintain a training
schedule for all management personnel.
3.1.2.2 Maintenance Staff: Contractor shall provide maintenance staff
personnel with the proper skills and training in providing the
required fleet maintenance services.
Continuous improvement in the capability of the maintenance staff
is the responsibility of the Contractor to ensure personnel stay
abreast of ever-changing technology. The General Manager will
provide a narrative report oftraining on a semi-annual basis to
Fleet Management for review.
The Contractor is required to maintain ASE certifications for
maintenance personnel in the following categories.
Automotive Repair
Air Conditioning Recovery and Recycling
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AUGUSTA FLEET MAINTENANCE AGREEMENT
Advanced Engine Performance
Medium & Heavy Truck Repair
Medium & Heavy Truck Electrical Diesel Engine Performance
Alternative Fuels
Parts Specialist
Within the first year of the Agreement, the Contractor will have 75
percent of all eligible mechanical positions certified in at least one
of the proficiency tests in the categories listed above that best
meets the mechanic's job assignment.
The Contractor will provide a detailed monthly listing of all
personnel that are ASE Certified to Fleet Management and will
post all such certifications within clear view in each repair facility
where the individuals are assigned.
22
The Contractor will become an ASE "Blue Seal of Excellence"
facility within the first year of the Agreement for both light and
heavy shops.
3.1.3 Uniforms and Professional Attire: The Contractor will ensure their
employees maintain a professional appearance at all times while
performing the requirements of the Agreement. All newly hired
employees will have uniforms within a three week period from start date.
The cost of required uniforms will be included in the Cost Target.
Employee losses or negligence of uniforms and/or caps will not be
covered under the Cost Target.
MAINTENANCE PERSONNEL: The Contractor will ensure that all
maintenance personnel, regardless of hire date, are required and will wear
standard work uniforms at all times. Each employee will have an
appropriate number of uniforms to ensure this requirement. Maintenance
personnel are defined as mechanics, helpers, tire repairers, laborers and
janitors. The standard dress for these positions will be cotton or polyester,
dark blue pant, dark blue button-down-the-front shirt or blouse and a
plain-design black belt. Use and wear of a baseball-style cap is optional
and may be included in the Cost Target. All shirts and blouses will have
the identification of the Contractor (logo) and the employee's first name.
ASE Certification shoulder patches will be worn by all qualified
individuals. The Contractor may choose to authorize short sleeves shirts
to be worn in warmer conditions. Short pants or shorts will not be
authorized regardless of the season.
ADMINISTATIVE STAFF: The Contractor will ensure that all
administrative personnel, regardless of hire date, are required and will
wear professional uniforms at all times. Each employee will have an
appropriate number of uniforms to ensure this requirement.
AUGUSTA FLEET MAINTENANCE AGREEMENT
Administrative personnel are defined as the quality or safety managers,
parts managers, supervisors, and/or foremen. The standard dress for these
positions will be cotton or polyester, dark blue pant, with a plain-design
black belt. The color and style of the shirt will be agreed upon by the Fleet
Manager and General Manager. Use and wear of a baseball-style cap is
optional. All shirts and blouses will have the identification of the
Contractor (logo) and the position or title of the employee. The
employee's first name is optional. The Contractor may choose to
authorize short sleeves shirts to be worn in warmer conditions. Short
pants or shorts will not be authorized regardless of the season.
ADMINISTRATIVE STAFF EXCEPTIONS: The General Manager
will dress in appropriate professional attire, "corporate casual" dress as a
minimum (collared knit shirt and slacks). The cost of the Project
Manager's shirts may be included in the target cost ifthe logo is present..
If the General Manager deems it necessary to wear suits, the cost shall
NOT be included in the Cost Target.
The General Manager will direct appropriate professional attire for MIS
personnel and special staff members. Personnel assigned to the Fleet
Manager will be informed of appropriate attire while at Fleet
Management, but the Quality Assurance personnel assigned to the repair
facilities are required and will wear dark blue pants, white or light blue
shirt or blouse and a plain-design black belt.
3.1.4 Footwear: The cost of required footwear will be included in the Cost
Target. Employee losses or negligence of footwear will not be covered
under the Cost Target.
MAINTENANCE PERSONNEL: The Contractor will ensure that all
maintenance personnel, regardless of hire date, wear safety-toe footwear at
all times. Maintenance personnel are defined as mechanics, helpers, parts
clerks, tire repairers, laborers and janitors. The safety-toe footwear can be
shoes or boots and will be black in color. Gym style or sport-designed
footwear is not authorized.
ADMINISTATIVE STAFF: The Contractor will ensure that all
administrative personnel, regardless of hire date, wear the proper footwear
at all times. Administrative personnel are defined as the Project Manager,
23
AUGUSTA FLEET MAINTENANCE AGREEMENT
operation manger, quality or safety managers, parts managers, supervisors,
foremen and the general office staff. The operations manager, quality or
safety managers, parts managers, supervisors and foremen will wear
safety-toe footwear at all times. The safety-toe footwear can be shoes or
boots and will be black in color. Gym style or sport-designed footwear is
not authorized.
3.1.5 Eye Protection: The Contractor will ensure that all personnel wear
appropriate eye protection in compliance with good shop practices and in
compliance with OSHA requirements. These provisions will be included
in the Contractors comprehensive safety manual. Eye protection must
comply with OSHA standards for the type work being done.
3.1.6 Department Guides and Position Descriptions: The Contractor will
prepare and maintain Departmental Guides, depicting the standards of
operation for each task associated with proper fleet maintenance.
The format for the guides will be mutually agreed upon by the Contractor
and the Fleet Manager within thirty (30) days of startup. The Department
Guides will be available for Fleet Management review within one
hundred- twenty (120) days.
The Contractor will prepare and maintain job position descriptions,
depicting the work requirements expected for each grade and level of
positions. The format for the guides will be mutually agreed upon by the
Contractor and the Fleet Manager within thirty (30) days of startup. The
job descriptions will be available for Fleet Management review within
sixty (60) days.
24
3.1. 7 Disciplinary Actions: Where in the case that Fleet Management finds
actions by Contractor personnel affecting Agreement performance, the
Contractor shall take appropriate actions on employees and advise Fleet
Manager of actions taken.
3.1.8 Staffing Changes: Contractor shall be responsible for removing and
replacing any Contractor employee performing services hereunder, when
reasonably requested to do so by Augusta.
3.2 Scope of Work: The Contractor shall provide preventive maintenance, proactive
and reactive remedial repairs, mobile service, tire service, overhaul services, fleet
in-processing and decommissioning, towing, fleet maintenance management, and
such other associated services as may be required to assure the continuity of
effective and economical operation of Augusta's vehicles and equipment.
AUGUSTA FLEET MAINTENANCE AGREEMENT
25
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 defined in this Statement of Work.
In addition, the Contractor shall provide and maintain a permanent, detailed,
automated record system for each vehicle and vehicle category in order to provide
a basis for optimum fleet management and provide detailed maintenance and
operating information for Augusta.
3.3 Facilities: Notwithstanding anything to the contrary contained herein, the
Contractor agrees to indemnify, defend and save harmless Augusta, and it's
employees, agents, and servants from any claim, cause of action, or lawsuit
brought against Augusta, or it's employees, agents, and servants as a result of
Contractor operation or handling of the repair facilities, or transportation of the
the equipment contained therein excepting pre-existing conditions.
3.3.1 Location: The following is a listing of the repair facilities by location and
type of work performed at each site:
1568 Broad Street repair facility - 23 bays with 8 lifts for automobiles, light
trucks-l ton and under, fire fighting equipment and small gas-powered equipment
(all aspects of PM and repair services)
2027 Lumpkin Road - 2 bays for small gas-powered equipment (majority of work
will be on grass cutting equipment)
2314 Tobacco Road - 15 bays with 2 lifts for all trucks over 1 ton, off-road
equipment, trailers and tractor-mounted grass-cutting equipment (all aspects of
PM and repair services)
402 Walton Way repair facility - 3 bays with 2 lifts for Sheriff Department
administrative automobiles, patrol motorcycles and utility carts (majority of work
will be PM services, quick-fix and light duty maintenance)
Augusta Landfill Operations - only that equipment associated with waste disposal
such as compactors, earth-hauling 6x6 trucks, excavators, elevating pans,
scrapers, tracked dozers, water trailers and one water truck (all aspects of PM and
repair services - heavy repairs will be done at the Solid Waste Facility as much as
possible and is practical but coordinated through the Tobacco Road facility or
sent to any out-source vendor. Equipment which is leased has its own
maintenance repair plan and the Contractor should only perform preventive
maintenance and directed work on this unit).
AUGUSTA FLEET MAINTENANCE AGREEMENT
The facilities will remain the property of Augusta. Augusta will lease to the
Contractor the maintenance facilities listed above for a charge of $1.00 per year.
The Contractor's first fixed-target monthly invoice each year will show a credit
for the lease cost of each repair facility.
The Contractor shall not use the facilities for work on vehicles or equipment not
owned or leased by Augusta unless otherwise directed in writing by the Fleet
Manager. The Contractor shall not use the facilities, which shall in any way
conflict with any federal, state and/or local law, stature, ordinance, rule, order,
regulation, or requirement, now in force or which may hereafter be enacted or
promulgated.
3.3.2 Utilities: Augusta will supply natural gas, water and electricity services.
Each facility will include an appropriate number of telephones on Augusta
network. Any additional telephone requirements deemed necessary by the
Contractor will be at the Contractor's expense and not included in the Cost
Target. Only long distance telephone calls associated with the management and
maintenance of equipment for Augusta are authorized. Augusta may require a
telephone usage log to be compiled for all long distance calls and submitted
monthly to the Fleet Manager to ensure compliance.
The Contractor shall ensure cost efficient energy utilization by taking appropriate
energy saving measures and managing the energy consumption of its work force.
Such measures shall be reported quarterly to the Fleet Manager. The format for
this report will be incorporated into the facilities inspection sheet.
The Contractor will be responsible for all normal solid waste disposal services,
ground keeping and snow removal for facilities associated with this contract.
3.3.3 Equipment: Augusta shall provide, under the aforementioned yearly lease
rate, Augusta-owned fleet maintenance equipment (compressors, lifts, welders,
etc.) and certain specialty garagJ maintenance tools located at the maintenance
facilities. I
I
TOOLS: Fleet Management maintains an annual budget for the replacement or
addition of necessary specialty t60ls and equipment with an acquisition cost of
more than $100 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 with an acquisition cost of less than $100 each will be the
responsibility of the Contractor to purchase and are included in the Target Cost.
The Contractor's decision to not purchase a specialty tool, and the resulting affect
26
AUGUSTA FLEET MAINTENANCE AGREEMENT
of the decision causing increased delays in the repair of Augusta vehicles and
equipment, could be cause for a Contract Discrepancy.
None of the mechanical tools associated as "tools ofthe trade" for each type of
mechanic assigned at the repair facilities will be provided by Augusta.
COMMUNICATION EQUIPMENT: Augusta will provide the following radio
base stations and portable radios to assist in communications with the user
departments.
Broad Street Repair Facility
1 each Base Station
6 each portable Radios
Lumpkin Road Repair Facility
1 each Portable Radios
Tobacco Road Repair Facility
1 each Base Station
5 each Portable Radios
Walton Way Repair Facility
1 each Portable Radio
Augusta Landfill Operations
1 each Portable Radio
Augusta will furnish all maintenance requirements and will allow the Contractor
to transfer the radios between work sites as required, provided the Fleet Manager
approves and all required documentation is completed prior to such transfers.
Augusta has no requirement to replace deflective equipment or to provide
additional radios or base stations for the Contractor's use, unless deemed
necessary by Fleet Management.
OFFICE FURNISHINGS: Augusta will provide for general office furniture, but
not non-fleet administrative computers, printers, fax machines or photocopiers.
Additional office furniture requirements, beyond reasonable requirements and not
currently available for issue by Augusta, will be at the Contractor's expense.
VEHICLES AND EQUIPMENT: A limited number of specialty
vehicles/equipment such as forklifts and work trucks will be supplied by Augusta.
The Fleet Manager will have the authority to provide or remove equipment based
on the needs of other Augusta departments.
Augusta 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".
27
AUGUSTA FLEET MAINTENANCE AGREEMENT
By supplying equipment to the Contractor, Augusta in no way accepts the
responsibility for providing equipment on a continuing basis. When the
equipment becomes uneconomical to repair, Augusta may not have replacement
equipment or funds available and in no way does this limit the Contractor from
performing to the Agreement requirements. The repair and maintenance upkeep
of the above listed equipment will be charged as part of the total Cost Target for
the fleet.
The Contractor shall assume the risk of loss, damage, or destruction of any
Augusta furnished vehicles, equipment and tools due to contractor's negligence.
Liability for the injury, disability, and death of workers and other persons caused
by the operation, handling, or transportation of the equipment during the
Agreement period shall be the sole responsibility of the Contractor due to
contractor's negligence.
ADDED EQUIPMENT: All equipment added during the term of the Agreement,
with the approval of the Fleet Manager prior to acquisition, will become the
property of Augusta.
Augusta approved replacement equipment/tools which are acquired by purchase
or lease for the performance of services herein, which will be paid for by
Augusta, shall be acquired after competitive bidding through the Contractor's
purchasing agency with consideration to the policies and procedures of Augusta.
The Fleet Manager will determine if the Contractor shall provide this service, or if
the purchases will be made through Augusta Purchasing Department.
3.3.4 Inspection: Between the date of Agreement 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 Augusta and the
Contractor to determine what the Contractor shall be responsible for. The
inventory shall be repeated annually prior to the Annual Meeting.
The physical facilities, office and shop equipment provided to the Contractor for
the term of the Agreement will become the responsibility of the Contractor and
will be returned to Augusta upon completion of the Agreement in the same
condition they were provided to the Contractor, except for normal wear and tear.
To the best of Augusta's knowledge, the repair facilities meet all local, State or
Federal laws, but the Contractor's taking possession of the repair facilities shall
be conclusive evidence of the Contractor's acceptance thereof in good, sanitary
order, condition, repair, and with no defects of any sort. The Contractor hereby
acknowledges that Augusta has made no representations or warranties regarding
the condition of the facilities.
28
AUGUSTA FLEET MAINTENANCE AGREEMENT
The Contractor will accept the facilities in their present state and condition and
waives any and all demand upon Augusta 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 standard will be the
responsibility of Augusta.
The Contractor shall not hold Augusta liable for any latent defect in the repair
facilities, nor shall Augusta be liable for injury to persons or property caused by
fire, theft, heating, air-conditioning, or lighting apparatus, falling plaster, steam,
gas, electricity, water, rain, or dampness, which may leak or flow from or through
and part of the repair facilities, or from the pipes, appliances or plumbing work of
same.
There are no fuel storage tanks at the repair facilities, but a separate third-party-
owned and maintained diesel fuel tank is located at Augusta Landfill. There are
no known concerns or liabilities currently existing with the waste oil tanks at the
repair facilities.
The Contractor will ensure all signs, posters and pictures in the repair facilities
are tasteful in design and in accordance with common business practice. Items
depicting indifference or intolerance towards religions or ethic race, or depictions
of male or female forms in inappropriate dress will not be tolerated.
3.3.5 Maintenance: The physical facilities will be maintained by Augusta
including repairs, maintenance and/or renovations to the facility's structure,
foundation, sidewalks, walls, floors, ceilings, doors, windows HV AC systems,
plumbing, electrical fixtures, wiring, lifts, and compressors, unless such property
is owned by the Contractor or such maintenance and repairs, caused in part or
whole by an act, neglect, fault, or omission of the Contractor, its agents, servants,
employees, or invitees. If defects, degraded conditions or needed repairs in any
facility are found by the Contractor, after commencement of the Agreement, the
Contractor will notify Fleet Management for execution of repairs by utilizing an
established Augusta format. There shall be no liability to Augusta by reason of
injury to or interference with the Contractor's business arising from the making of
any repairs, alterations, or improvements in or to any portion of the repair
facilities. Facility repair work will not to be included in the Cost Target.
The Contractor shall maintain equipment used during the performance of the
Agreement such as: compressors, lifts, welders, etc., to the required standards of
the original equipment manufacturer (OEM), ANSI, OSHA and DOT.
The Contractor shall be responsible for interior housekeeping such as general
cleaning, including but not limited to sweeping, mopping, dusting, disposal of
29
AUGUSTA FLEET MAINTENANCE AGREEMENT
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 Contractor will establish a Facility Review Condition Report for submittal to
Fleet Management monthly.
The Contractor will ensure that, adequate types of and quantities of fire
extinguishers are located throughout each repair facility in accordance with
accepted standards and will perform monthly quality checks to ensure the
serviceability of each unit. The Contractor will be responsible for refilling all fire
extinguishers in their assigned areas. The condition of all fire extinguishers will
be reported on the monthly Facility Review Condition Report.
The Contractor shall not make or allow to be made any alterations, additions, or
improvements, to or upon the facilities, or any part thereof without first obtaining
the prior written approval from Augusta. Any alterations, additions, or
improvements to or upon the facilities which are applied to the real property in
such a manner that removal would cause damage to said property, including, but
not limited to, wall covering, paneling and built-in cabinet work, but excepting
movable furniture and trade fixtures, shall at once become a part of the realty and
belong to Augusta. All work performed by the Contractor shall conform to
applicable local building codes.
All other fixtures and/or personal property placed in the facilities by the
Contractor shall be removed by the Contractor within ten working days after
expiration, termination, or cancellation of the Agreement. In the event of the
failure to so, title thereto shall vest in Augusta. All betterment's to the facilities
shall become the property of Augusta upon termination of this Agreement.
The Contractor shall use its best efforts to insure that Augusta repair facilities
utilized by the Contractor receive zero (0) environmental or OSHA violations.
This requirement applies to those conditions where the Contractor has failed to
properly perform within established local, State or Federal standards or fails to
notify Fleet Management of Augusta discrepancies and therefore creates a
hazardous condition based on their negligence.
3.3.6 Damages: The Contractor shall be responsible for all damages to persons
and/or property that occur as a result of the Contractor's fault or
negligence in connection with the performance of work.
3.3.7 Permits: The Contractor shall, without additional expense to Augusta,
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
30
AUGUSTA FLEET MAINTENANCE AGREEMENT
displayed at each shop location and copies will be given to Fleet Management.
The Contractor shall be required to maintain an Augusta Business License.
3.4 Security: The Contractor shall ensure the security and confidentiality of all
facilities and documents provided by Augusta and all such measures must be
approved by Augusta. The Contractor may change the locks on any or all the
maintenance facilities and equipment leased for the duration of the Agreement.
The Contractor shall provide properly tagged, duplicate keys to the Fleet Manager
immediately after any change is made.
The Contractor is responsible for vehicles and equipment accepted for service at
the repair facilities. Although all of the maintenance facilities are fenced,
responsibility entails ensuring reasonable steps are taken to secure vehicles and
equipment from theft or vandalism, such as rolling up windows and locking
doors. The Contractor must inspect all incoming vehicles for damage and/or
missing equipment and the owning department must be immediately notified
when discrepancies are found. The Contractor will notify Augusta Risk
Management Department on all accident damage discovered. No accident repairs
will be performed by the Contractor without the direct approval of Risk
Management or the Fleet Manager. Incidents of theft or vandalism to Augusta
vehicles and equipment left in the Contractor's care must be reported immediately
to the Fleet Manager and the appropriate law enforcement personnel.
The Contractor will ensure a sign-out log is maintained at each normal end-of-
the-day exit of each repair facility and an appropriate Contractor employee will
denote that the repair facility has been secured, by denoting their signature, the
date and time of departure.
The Contractor will be held liable for the replacement/repair of vehicles and
equipment damaged while under the control of the Contractor if the loss is due to
negligence or poor security measures by the Contractor.
The Contractor will maintain an inventory listing of all employees' tools and
equipment. The Contractor will be held liable for the replacement/repair of said
tools and equipment damaged or stolen while under the control of the Contractor
if the loss is due to negligence or poor security measures by the Contractor.
Augusta will be held harmless of all claims due to theft, damage, fire, vandalism
and/or acts of God.
3.5 Hours of Service: The Contractor using Augusta repair facilities shall be open
and operating every scheduled workday. The Contractor may work on approved
scheduled holidays, but must not expect delivery of vehicles scheduled for PM or
other maintenance services. At a minimum, the Contractor shall receive
maintenance and repair work requests during the hours from 7:00 A.M. to 4:00
31
AUGUSTA FLEET MAINTENANCE AGREEMENT
P.M., Monday through Friday. Repair facilities may be required to adjust shop
hours due to various Augusta departments making changes in their work hours for
seasonal or climatic changes. The Contractor has the discretion over shop and
shift hours as long as vehicle availability remains at acceptable levels and Fleet
Management concurs. Changes to shop hours will not commence until Fleet
Management has determined that adequate time has passed to notify all affected
departments.
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.
The Fleet Manager and the Contractor shall determine if alternatives for
additional shifts to support after-hours preventive maintenance and/or repair
services, such as flexible hours on a second shift for the servicing of patrol cars.
Augusta may require additional service hours in order to meet specific needs as
situations occur. In addition, refer to Section 9.4, regarding emergency situations
and Contractor responsibilities.
Vehicles and equipment brought in to the repair services by user departments will
be accepted for PM or repair services throughout the normal work hours,
including Contractor's break or lunch periods.
3.5.1 Holidays: The Contractor will determine the appropriate number of
holidays for employees, in such a manner as to provide maximum support to
maintenance and repair services to Augusta.
The Contractor will ensure that maintenance personnel for the Landfill operations
will be available for support services during the normal Landfill working hours.
The Landfill is not open on certain Augusta recognized holidays.
New Year's Day
Independence Day
Thanksgiving Day
Christmas Day
The time allocated by the Contractor for the celebration of other types of events
or holidays during regularly scheduled workdays, shall not reduce the reasonable
level of service expected for by Augusta. Such events should take place during
normal, established lunch hours.
3.6. Safety: The Contractor shall ensure that all employees comply with all
regulatory State or local laws affecting job safety. The Contractor will provide a
written Safety Program, a "Lock out/Tag out" Program, and a safety training
32
AUGUSTA FLEET MAINTENANCE AGREEMENT
program for illLemployees. A copy ofthe Safety Program and "Lock out/Tag
out" Program will be provided to the Fleet Manager for review and approval prior
to Augusta's acceptance of the plan.
Safety alerts, posters, signs or documents will be posted at each facility. The
Contractor will work with Fleet Management to ensure that all areas of the repair
facilities are evaluated to maximize accident prevention.
A safety meeting will be held at each repair facility, at the minimum, monthly and
a report shall be compiled listing the topic(s) discussed and the employees in
attendance. The report will list the employee's names and each individual will be
required to sign the document. A copy of the safety meetings will be provided to
Fleet Management monthly.
A master list of all safety topics discussed during the length of the Agreement will
be compiled and the listing will indicate the attendance of each employee. Upon
request, the Contractor will provide Fleet Management with a copy of the master
listing all safety topics and personnel in attendance.
3.7 Waste: The Contractor shall be responsible for disposal of all trash and other
wastes generated during the course of this Agreement. The Contractor shall hold
Augusta Commission 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:
Handling and disposal of asbestos brake and clutch pads
Disposal and recycling of used antifreeze
Disposal and recycling of used oil and filters
Capture and reuse of refrigerant from air conditioners
Use and disposal of solvents deemed hazardous
Storage, recycling and disposal of used batteries
Storage, recycling and disposal of used tires and inner tubes
Compliance with storage tank laws
Used products not classified as hazardous materials
Utilize remanufactured parts as appropriate
The Contractor shall be responsible for the disposal of all used tires, parts (scrap
metal) and hazardous waste resulting from the maintenance of Augusta fleet, in
accordance with all applicable Federal, State and local rules and regulations.
SCRAP TIRES: Scrap tires will be placed into two (2) categories; used tires with
no resale value and used tires with resale value. Used tires with no resale value
will be properly disposed of. Used tires with resale will be sold to used tire
33
AUGUSTA FLEET MAINTENANCE AGREEMENT
vendors and all revenues acquired from the disposal of Augusta property will be
reimbursed to the Fleet Manager. Records shall be maintained on the sell of the
used tires for review by the Fleet Manager as required.
SCRAP METAL: All recyclable scrap metal will be sold to local scrap metal
recyclers. It will be the Contractor's responsibility to arrange for storage bins to
be located at each repair facility by the recycler and all revenues acquired from
the disposal of Augusta property will be reimbursed to the Fleet Manager.
Records shall be maintained on the sell of the scrap metal for review by the Fleet
Manager as required.
HAZARDOUS WASTE: The Contractor shall properly handle and maintain
records on all hazardous chemicals and other hazardous waste created in the
scope of this Agreement. The term "hazardous waste" as used in this Section,
shall include, without limitation, flammables, explosives, radioactive materials,
asbestos, polychlorinated biphenyls (PCBs), chemicals known to cause cancer or
reproductive toxicity, pollutants, contaminants, hazardous or toxic substances or
related materials, petroleum and petroleum products, and substances declared to
be hazardous or toxic under any law or regulation in effect now or later enacted or
promulgated by any applicable governmental authority.
Augusta shall indemnify, defend and hold harmless First Vehicle Services, Inc.,
its employees, agents, predecessors, servants and parent from all fines, suits,
procedures, claims and actions of every kind for any and all environmental
hazards on the repair facility and related properties existing prior to January 1,
2003.
The Contractor shall have their own EP A numbers and all records shall contain
the materials origin, use, transportation, and ultimate distribution and disposal.
All waste disposals shall be in accordance with current Augusta, State and
Federal laws and EP A regulations. Failure to follow proper handling, storage,
disposal and reporting procedures by the Contractor, their agents, servants or
employees will be cause for the Contractor to absorb all fines and other associated
costs resulting from the failure. The Contractor shall indemnify, defend, and hold
harmless Augusta, its employees, agents, servants, and representatives from all
fines, suits, procedures, claims, and actions of every kind and all costs, associated
with such claims (including attorney's and consultants' fees) arising out of or in
any way connected with any deposit, spill, discharge, or other release of
hazardous substances that occurs during the term of this agreement at or from the
repair facilities, or which arises at any time, from the Contractor's use or
occupancy of the repair facilities, or from the Contractor's failure to provide all
information, make all submissions, and take all actions required by all authorities
under the laws and all other environmental laws. The Contractor's obligations
34
PMA - 3,000 miles, for vehicles over 75,000 miles, every 5,000
miles for vehicles with 74,999 miles ofless.
35
AUGUSTA FLEET MAINTENANCE AGREEMENT
and liabilities under this Section shall survive the expiration or termination of this
agreement.
The Contractor shall provide training and management for employees working
with and handling hazardous materials, in accordance with Augusta, State and
Federal laws and EP A regulations. The Contractor will prepare a written Hazard
Communication Program and provide a copy to the Fleet Manager within 30 days
of startup.
4. PREVENTIVE MAINTENANCE
4.1 Definition: A Preventive Maintenance Inspection (PMI) 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. The primary goal
of preventive maintenance is to maximize the equipment availability of the fleet
by taking a proactive approach in minimizing unscheduled repairs.
4.2 Policy: The PMI program will be an active part of the computerized fleet MIS
system and the PM schedules will be set up based on miles, hours, days, months,
or any other required capturing periods to ensure services are performed at
intervals that best fit each type of equipment.
The following schedules will be established for all vehicles and equipment that
are the responsibility of the Contractor. The PMI program shall be designed in
accordance with recognized good fleet management practices and shall meet the
terms and conditions necessary to comply with the original equipment
manufacturer's (OEM) specifications, or stricter warranties and recommendations,
but may be modified by the Fleet Manager.
The Contractor shall be required to perform certain preventive maintenance
services in the field, due to configuration and design of equipment, which
precludes the equipment being removed from the work site. Although subject to
change as required or suggested by the Contractor and approved by the Fleet
Manager, the PMI schedule generally will be as follows:
4.2.1 Light Vehicles (including trucks below 1 ~ ton)
A. Sheriff Patrol Automobiles
AUGUSTA FLEET MAINTENANCE AGREEMENT
PMB - 12,000 miles or 12 months, whichever comes first;
service includes PMA plus transmission service, fuel filter
change, repack wheel bearings and tire rotation.
PMC - 24,000 miles or 24 months, whichever comes first;
service includes PMA plus transmission service, fuel filter
change, tire rotation, cooling system flush, air filter change
and spark plug replacement.
B. General Administrative Automobiles and trucks below 1 1'2 ton
PMA - 5,000 miles or 6 months, whichever comes first.
PMB - 10,000 miles or 12 months, whichever comes first;
service includes PMA plus fuel filter change and tire
rotation.
PMC - 20,000 miles or 24 months, whichever comes first;
service includes PMA & B plus repack wheel bearings, tire
rotation, cooling system flush, air filter change and spark
plug replacement.
C. The typical services expected to be performed are as follows:
1. Road test vehicle and determine needed repairs
Check drive train and engine performance.
Check interior electrical and mechanical functions.
Check A/C and heater performance.
Check steering, suspension and braking performance.
2. Engine compartment service and inspection
Change oil and filter. Check all fluid levels and fluid
conditions.
Inspect condition of air filter, breather elements and PCV
fil ter.
Check charging and cranking system, service battery, tray
and cables as necessary.
Inspect all hoses, belts, wiring and moving components.
3. Steering, suspension, brake and tire inspection and lubrication
servIce
Lubricate all fittings, hinges and cables.
Check parking brake, inspect brake lining condition and
condition and operation of brake system. Record
percentage of brake lining remaining.
Check all steering and suspension components for wear and
proper operation.
Inspect tire condition and for proper inflation replace at
3/32" thread depth.
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AUGUSTA FLEET MAINTENANCE AGREEMENT
4. Chassis, exhaust, exterior service and inspection.
Inspect frame and mount brackets for cracks and condition.
Inspect exhaust for leaks, mountings and condition.
Inspect condition of body, doors and lights.
4.2.2 Trucks above 1 ~ ton and Buses
PMA - Every 6 months;
PMB - Every 24 months;
service includes PMA plus transmission service, steering
and suspension service, cooling system flush and
differential gear oil change.
A. The typical services expected to be performed are basically the
same as for light vehicles, plus as follows:
Check operation and condition of all warning and lifting
devices.
Check operation and condition of all bodies, tarps, boxes,
chains and locks.
Check governor (min 85 PSI/max 130 PSI) and perform
leak test.
Test brake system warning lights, drain air tanks and adjust
parking brake.
Check all safety labels, anti-skid equipment, glad hands,
fifth wheel connections and perform break-away test.
4.2.3 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 the Fleet Manager within thirty (30) days of startup.
4.2.4 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 mechanic(s), or by authorized
inspectors from outside sources. The Contractor shall perform these
inspections within the fixed price of the Agreement.
This inspection is for any equipment considered outside the scope of the
yearly and annual mandated annual inspections as detailed in Paragraph
4.6, YEARLY AND ANNUAL MANDATED INSPECTIONS. The
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AUGUSTA FLEET MAINTENANCE AGREEMENT
format for this type of inspection will be mutually agreed upon by the
Contractor and the Fleet Manager within thirty (30) days of startup.
4.3 Fleet Preventive Maintenance Assessment: Within six (6) months of the
Agreement startup, the Contractor shall have performed a minimum of one PM
service on every piece of equipment in the fleet.
4.4 Scheduling: It is the Contractor's responsibility to develop and provide a PM
schedule, notify the user, and perform required maintenance, preventive
maintenance, or inspections without requiring any other authority.
Preventive maintenance activities should interfere minimally with normal work
schedules; therefore, preventive maintenance should be targeted at times mutually
agreed upon by the Contractor and Augusta equipment user departments. The
Contractor will be responsible for all contact with departments regarding vehicle
PM scheduling. The Contractor will provide the Departments with a monthly
listing of all equipment due for service work. The listing will contain Augusta
Asset Number and a description of the equipment, including Augusta Bumper
Number, if available. The format for this report is established and currently used,
Monthly PM Schedule (excel spreadsheet).
The Contractor shall provide Augusta Departments sufficient lead-time for
scheduling all necessary services, so the Department(s) can give ten (10) working
days notice to the equipment user(s). The Contractor will maintain a scheduling
calendar for the servicing of equipment and will have time slots allocated for the
various types and lengths of time needed for each particular type of service. The
Contractor will allow Augusta Department(s) to select a time slot that best fits the
needs of the Department.
If a user fails to respond to a second notification, ten days from the first
notification, from the Contractor to deliver the vehicle for planned maintenance
services; the Contractor shall advise the Fleet Manager in the Monthly Report of
the department(s) and equipment involved. This is included as a tab in the
Monthly invoice. The assignee's name and unit of assignment, ifknown, shall
also be furnished.
If the using department fails to provide the equipment for servicing after the third
request, all necessary repairs due to this lack of servicing will be considered as a
non-Cost Target for the one-time servicing and repair requirement in an effort to
bring the equipment back to normal standards. Failure for the Contractor to
ensure the correct Department received the service notification will null and void
the non-target cost arrangement.
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AUGUSTA FLEET MAINTENANCE AGREEMENT
The Contractor shall also notify the Department( s) of completion of scheduled
services by telephone, if the equipment user does not stay at the repair facility
awaiting completion of the service. If additional repair requirements are found
during the preventive maintenance servicing that cannot be immediately repaired
and require additional maintenance hours, the Contractor will contact the
Department or the equipment user telephonically to explain the repair requirement
and provide an estimated release time for the equipment. These repairs will be
charged to separate repair order if the repair does not allow for proper tracking of
preventive maintenance services in the fleet MIS system.
4.5 Smog Inspections: If required, the Contractor shall be licensed by the State of
Georgia to perform smog inspections and it shall be the responsibility of the
Contractor to satisfy all local, State and Federal regulations and conditions. Any
major capital equipment acquisition required by this task will be the responsibility
of Augusta.
4.6 Yearly and Annual Mandated Inspections: The Contractor shall inspect every
piece of equipment in the fleet yearly. At the Contractor's option, this can be
completed at the Maintenance Facilities during the last normal PM cycle
(excepting mandated annual inspections) but documentation of an annual
inspection must be maintained in the fleet MIS system. The Contractor is
required to provide Augusta Fleet Management with an annual report, listing all
known equipment and the date of the last inspection.
4.6.1 Mandated Annual Inspections
39
The Contractor is required to provide for the following mandated annual
inspections:
a. Aerial truck dielectric testing
b. Aerial boom and bucket testing
c. Fire truck pump flow testing
d. Fire truck aerial ladder testing
e. Crane and derrick truck testing
f. Shop crane and hoist testing
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 sources. The costs of performing
these inspections by outside vendors will be borne by the Contractor.
AUGUSTA FLEET MAINTENANCE AGREEMENT
40
The Contractor will ensure continuity of inspections by performing the required
annual inspections in the same month of the previous year's inspections for each
piece of equipment. It is expected that the Contractor will schedule all mandated
inspections in such a way as to limit equipment downtime.
The Contractor will work directly with each department to establish the best
schedule and times for the inspections.
The Contractor will maintain a copy of all mandated inspections in the equipment
folders.
The Contractor will provide Fleet Management with a copy of all of the mandated
annual inspections within thirty (30) days ofthe date of the inspection(s).
The Contractor will perform all other statutory inspections and tests that may be
required by Federal or State of Georgia laws not listed herein.
4.7 Oil Analysis: The Contractor shall perform a scheduled oil analysis with a
reputable outside company on all engines, transmissions and differentials on
wheeled vehicles above 26,000 GVW and every piece of tracked equipment in
Augusta's inventory. The effective use of an 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 and the Fleet Manager will determine if the oil analysis program
can be utilized on different categories of equipment to establish the timing of the
fluid changes.
The Contractor will include all costs for the analysis in the targeted Agreement
price. The Contractor will provide recommended schedules for each oil analysis
and will provide a detailed history of all oil analysis performed on each piece of
equipment in historical data files. A hard-copy file will include the results of
each analysis and the fleet MIS system must provide a record of the dates,
mileage and/or hours when each analysis was performed.
The Contractor will provide the scheduling dates to the affected Augusta
departments when an oil analysis is due.
5. REPAIRS
5.1 Definition: The Contractor shall make specific repairs to vehicles and equipment
that have been identified through PM services, annual inspections, by the
Department user(s), Fleet Management or by Risk Management departmental
reports, and/or by breakdown or malfunction. Repairs shall be made as required,
AUGUSTA FLEET MAINTENANCE AGREEMENT
limiting the nature and extent of repairs that are consistent with age, mileage and
cost to repair criteria of good fleet maintenance.
5.1.1 Repair Service Intervals: The Contractor shall be required to complete
regular repairs services within reasonable expected repair cycles (in five days or
less) after a vehicle has been brought to a Contractor's repair location. Failure for
the Contractor to make needed repairs, assuming no hold has been placed on the
needed repairs by the Fleet Manager or due to unexpected and justifiable parts
delays, could be cause for penalty action to be taken by Fleet Management. If the
Contractor does not complete work within the normal time frames, it will be
assumed as approval for Augusta to repair the vehicle or components from
outside vendor repair facilities or equipment manufacturers. Augusta shall be
reimbursed for all labor, parts and transportation for the work performed by other
sources.
5.1.2 Repair of Small Equipment: The Contractor will be tasked to perform
repair work of small gas-powered equipment with an acquisition cost of less than
$1,000. Small gas-powered equipment includes but is not limited to; chainsaws,
hedge and lawn trimmers, leaf blowers, walk-behind mowers, pumps and
sprayers. The repair work performed, including blade sharpening and/or
replacement, on this type of equipment will be recorded in the fleet MIS system
under a separate repair-facility location and all labor and parts cost will be
recorded. The Contractor will charge the cost of all repair parts without markup,
the labor for repairing the equipment will be charged-out at the actual mechanic's
base cost and the approved markup.
5.1.3 Assembly, Fabrication and Modifications: The Contractor will be
tasked, at times to perform assembly, fabrication and modification services in_ the
performance of fleet maintenance.
a. Assembly is defined as the initial piecing together or assembly of equipment
purchased and delivered in packages, boxes or crates. Assembly includes, but
is not limited to the removal of a product from packaging, the assembly of
such items, but not limited to lawn mowers, line trimmers, small trailers or
sprayers. The scope of the nature of assembly of small equipment shall be
considered as included in the Cost Target. It is the intent of Fleet
Management to procure most equipment in a state of ready use.
b. Fabrication is 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, body parts or bodies, ventilators, racks, bumpers,
customization and reinforcing. The scope of the nature of fabrication of
41
equipment shall be considered as included in the Cost Target. The Contractor
should expect any maior one-time work in this area will be discussed with
Fleet Management for possible non-target cost consideration. It is the intent
of Fleet Management to procure most vehicles and equipment in a state of
ready use, but budgetary concerns may out-weigh all other factors and require
the removal and re-installation of certain components.
AUGUSTA FLEET MAINTENANCE AGREEMENT
c. Modification is defined as the alteration of a vehicle or equipment component.
Modifications include, but are not limited to installation or changing of
security screens and bars, light bars, mounting racks, panels and switches,
body parts or bodies, utility boxes, locks, ventilators, racks, bumpers,
transmission coolers, engine plants and platforms. The scope of the nature of
modification of equipment shall be considered as included in the Cost Target.
The Contractor should expect any maior one-time work in this area will be
discussed with Fleet Management for possible non-target cost consideration.
It is the intent of Fleet Management to procure most vehicles and equipment
in a state of ready use, but budgetary concerns may out-weigh all other factors
and require the removal and re-installation of certain components.
5.1.4 Maintenance Services Safety Inspections: Whenever a unit requires any
type of maintenance services, the Contractor will also perform a general safety
inspection to ensure that the general condition of the equipment meets normal
fleet requirements prior to the equipment leaving the repair facility. This
checklist, at a minimum, will inspect the operation of the lights, horn, steering,
braking, windshield fluid and wiper condition and general operation of all safety
items relating to the equipment. The Contractor will ensure a safety inspection is
performed in all instances, excepting the PM service which should contain all
aspects of the inspection, and that a copy of the safety inspection is given to the
equipment user(s) upon release of the equipment from the repair facility. A copy
of each safety inspection will also be filed in the equipment folder.
The Contractor will ensure that the existence and condition of a mounted fire
extinguisher is part of the safety inspection. It will be the Contractors
responsibility to refill all fire extinguishers on Augusta equipment that have been
expended or are below approved container levels, through an authorized outside
vendor. Equipment found to be missing a fire extinguisher, will have a
replacement fire extinguisher installed and the cost for the replacement will be
charged as a non-contract item, classified as "Operator Abuse". Augusta reserves
the right to provide replacement fire extinguishers to the Contractor at no charge.
All Augusta equipment, when originally ordered, will have a fire extinguisher as a
standard safety feature.
5.1.5 Daily Backlog Reports: The Contractor will provide to Fleet
Management and all requesting departments, a daily listing of all equipment at
42
43
AUGUSTA FLEET MAINTENANCE AGREEMENT
each repair facility. This listing will contain Augusta Asset number, Department,
equipment repair problem, date received, current work status and estimated date
of completion. Additional information may be supplied by the Contractor if
desired. The Contractor will perform a daily "yard check" at each repair facility
to ensure the accuracy of the backlog report. The format will be the current
"Daily Backlog Report".
5.1.6 Customer Contact of Completed Repairs/Services: The Contractor will
immediately notify all Departments or end users by telephone when repairs or
services have been completed. If the Department or end user has not returned to
pick up the completed repaired/serviced equipment after the second notification,
Fleet Management will be notified in writing. Notification to the Fleet Manager
may be using email.
5.1. 7 Completed Services Repair Orders: The Contractor will provide a copy
of the repair order listing the repair details and cost of each completed
repair/service to the equipment user at the time of the end user receives the
equipment. The CCG FASTER, Customer Work Order report will be used for
this purpose.
Special monthly reports required by specific departments will be provided as
requested.
5.1.8 Emergency Support: 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 will
inform Fleet Management the next working day, of all after-hours emergency
support accomplished for cost charge determination. This will be included in the
individual equipment work order. Indirect labor will be accounted for on a
written memorandum.
Emergency support during non-business hours for fire fighting equipment will be
expensed in the fixed target price.
The Contractor shall provide the Fleet Manager with an after-hours emergency
telephone number and pager number roster of assigned maintenance personnel
available for use in emergency situations.
5.1.9 Service Interruptions: Should services be interrupted or reduced during
the term of the Agreement by the Contractor employee's work stoppages or slow
AUGUSTA FLEET MAINTENANCE AGREEMENT
downs, 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, Augusta 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 services
interruptions shall be grounds for termination of the Agreement.
5.1.10 Repair of Privately-Owned Vehicles and Equipment: No use of
Augusta 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 used for this Agreement. Any repairs performed on
Contractor-provided equipment shall be at the risk of the Contractor and Augusta
shall be held harmless.
5.2 Repair and Replacement Limitations
5.2.1 Repair Limitations: The Contractor will provide a notification flag in the
fleet MIS system for one-time repairs estimated in excess of the below established
benchmarks. These costs will be analyzed by the Contractor and Fleet
Management to determine if the one-time repair costs are cost effective.
One Time
Repair Costs
Exceeds $ 1,500
Exceeds $ 1,000
Exceeds $ 750
Vehicle Type
Patrol vehicles
Solid (Police)
All Other Autos
Light Trucks
Passenger Vans
Other Equipment
Mileage Range
75,000 - 90,000
90,000 - 100,000
Over 100,000
80,000 - 100,000
100,000 - 125,000
Over 125,000
Exceeds $ 1,500
Exceeds $ 1,000
Exceeds $ 750
Over 80,000
Exceeds $ 1,000
Over 80,000
Exceeds $ 1,000
Over 80,000
Exceeds $ 1,200
Mileage and/or hours and repair costs based on reasonable
fleet practices for equipment type and condition.
The Contractor will prepare a repair cost estimate analysis, utilizing an Augusta
approved estimate form and forward the formes) to the Fleet Manager.
44
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AUGUSTA FLEET MAINTENANCE AGREEMENT
Fleet Management will determine what level of repairs should be done, or if the
equipment should be removed from the fleet. Decisions to continue the repair of
the equipment will not constitute the authorization of the repairs as a non-contract
expense. The Fleet Manager may authorize the use of parts or components from
cannibalized equipment.
Augusta reserves the right to repair versus removal from the fleet based of
budgetary funding availability.
5.2.2 Replacement Limitations: The Contractor shall make replace versus
repair recommendations to Fleet Management when equipment repairs are
estimated to exceed established repair limits or when the Contractor believes the
equipment is uneconomical to repair.
Replace versus repair analyses should include, but not be limited to:
Vehicle repair estimate
Equipment replacement cycles
Equipment condition
Equipment life-cycle cost
Funding availability
The following estimated life cycle for Augusta equipment will be considered only
as a guide and in no way represents a mandatory life cycle.
EQUIPMENT TYPE AGE Miles/Hours EQUIPMENT TYPE AGE Miles/Hours
Air Tools (construction) 5 N/A Roller, Asphalt 8 9,500 hours
Asphalter 10 N/A Sandblaster 7 N/A
ATV 8 N/A Saw, Chain 2 N/A
Auger, Portable 6 N/A Saw, Concrete/Pipe 4 N/A
Automobile, Admin 8 125,000 Saws, Other 4 N/A
Automobile, Pursuit 4 90,000 Scaper/ motor-grader 12 9,500 hours
Blower, Leaf 4 N/A Snow Plow 15 N/A
Boat 12 N/A Sprayer, Trailer mtd 6 N/A
Borinq machine 10 8,000 Steam cleaner-diesel 8 N/A
Bus, Small 10 150,000 Steam cleaner-gas 6 N/A
Cart, Utility 7 N/A Sweeper - street 8 9,500 hours
Chipper, Wood 8 5,000 hrs Tractor, AG 10 9,500 hours
Compactor, Landfill 6 10,000 hrs Trailer, Cargo(small) 12 N/A
Compressor, Air 6 5,000 hrs Trailer, Equipment 15 N/A
Dozer, Tracked 7 8,000 hrs. Trailer, Tanker 10 N/A
Dozer, Tracked-Landfill 6 8,500 hrs Trailer, Trash Haul 12 Ton 10 N/A
Edger, Lawn 2 N/A Trailer, Trash Haul over 12 15 N/A
Enqine, Outboard 10 N/A Trencher 8 7,500 hours
Excavator, Tracked 8 8,000 hrs Truck, Animal Contain 6 125,000
Excavator, Wheeled 8 9,000 hours Truck, Bucket over 45 ft 10 125,000
Finisher, Concrete 5 N/A Truck, Bucket under 45 ft 8 125,000
AUGUSTA FLEET MAINTENANCE AGREEMENT
Flusher, Sewer-Trl mtd 8 N/A Truck, Dump Single Axle 10 150,000
Forklift 12 N/A Truck, Dump Tandem 12 150,000
Generator, Portable 8 N/A Truck, Fire-Ladder 15 N/A
Grader, Road 10 9,000 hours Truck, Fire-Pumper 15 N/A
EQUIPMENT TYPE AGE Miles/Hours EQUIPMENT TYPE AGE Miles/Hours
Grinder, Stump 8 5,000 hours Truck, Flatbed/Stake body 10 125,000
Lawn Equipment-small 2 N/A Truck, Fuel/Lube 10 150,000
Loader, Front End 10 9,000 hrs Truck, Grapple 10 125,000
Machine, Smoke 5 N/A Truck, Landscape 10 125,000
Mixer, Cement-towed 6 N/A Truck, Leaf Vac 8 125,000
Motorcycle-police 6 75,000 Truck, P/U under 1 Ton 8 125,000
Mower, Sidearm 8 7,000 hrs Truck, P/U 1 Ton & over 9 125,000
Mower, Small riding 4 2,500 hrs Truck, Pole Digger 12 125,000
Mower, Towed-all types 6 N/A Truck, SUV 8 125,000
Paint Machine-Line 6 N/A Vacuum, Lawn 5 N/A
Pulverizer 4 N/A Van, Carqo & Passenger 8 125,000
Pump-all types 7 3,000 hrs Van, PrisonerlWork Detail 8 125,000
Rodder, Sewer (towed) 8 N/A Washer, Pressure 5 N/A
Welder 7 N/A
The Contractor shall not have the right to deem any equipment out of the
equipment's life cycle without written approval by the Fleet Manager.
Augusta seeks to re-vitalize the fleet and replace equipment based on the life
cycles, but Augusta reserves the right to repair versus replace, based of budgetary
funding availability.
When equipment replacement appears to be more cost-effective than repair, a
written recommendation utilizing an Augusta approved estimate form will be
completed and delivered to the Fleet Manager. The Contractor shall complete
repair estimates within one working day after receipt of vehicles submitted for
mechanic repair. (Exception: Quick Fix Repairs, Section 5.4)
Fleet Management will determine what level of repairs should be done, or if the
equipment should be removed from the fleet. Decisions to extend the life of
equipment and to continue to require repairs will not constitute the authorization
of the repairs as a non-contract expense. There will be no annual cap on repairs
made to vehicles, which exceed the life expectancies.
The Fleet Manager may authorize the use of parts or components from
cannibalized equipment, if the nature of the used part does not affect equipment
safety .
5.3 Emergency Road Calls and Towing Services: The Contractor shall provide
emergency road call service, including towing service for vehicles in the vehicle
fleet on a twenty-four (24) hour, seven (7) day per week basis. Emergency road
call service is considered as repairs to vehicles and equipment that require
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AUGUSTA FLEET MAINTENANCE AGREEMENT
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 driveshaft problems.
During normal business hours, the Contractor shall have persons on call to
expeditiously handle emergency-road-service calls for equipment breakdowns and
the targeted 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 targeted response
time of no more than 120 minutes within the County limits. The Contractor will
ensure that repair personnel are sent to equipment breakdowns to determine if
repairs can be made on-site or if towing services are required to deliver the
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. The Contractor will have a minimum of one mechanic
selected daily as the emergency-road-service person at both the Broad Street and
Tobacco Road repair facilities. The Contractor will ensure that no more than two
service personnel are out of a repair facility at anyone time for emergency-road-
servIces.
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
targeted response times remain in effect. Failure for the Contractor to ensure that
the response times of out-source repair vendors meet Agreement requirements
shall be considered a Contract discrepancy.
The Contractor will include in the Cost Target, the emergency road call services
inside Augusta's defined support area. The support area for Augusta will be
within a 50 miles 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. Fleet Management
and the Contractor will review the "outside the support area" charges and
determine appropriate reimbursements as non-targeted expenses.
TOWING SERVICES: The Contractor shall tow any Augusta-owned or leased
equipment requiring this service, regardless of whether or not the cause is a
repair, tire service or other breakdown incidents, regardless of location. Accident
towing is the responsibility of the Risk Management Department and should not
be included in the target price. 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 provide the Fleet Manager
with the copy of the bid process and the results ofthe competition annually. The
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AUGUSTA FLEET MAINTENANCE AGREEMENT
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.
The Contractor will provide Fleet Management and all user departments with the
towing service telephone number. The Contractor shall notify Fleet Management
and all user departments of any changes with the telephone numbers relative to
towing services within 12 hours. During normal business hours, towing for
equipment breakdowns shall have a targeted response time of less than 60
minutes. After normal business hours, towing for equipment breakdowns targeted
response time of no more than 120 minutes. 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.
The fleet MIS system shall track vehicle emergency road call breakdowns and
towing expenses for informational retrieval by Fleet Management.
5.4 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, lighting
repair or replacement or other such associated light-duty repair services.
Equipment capable of being repaired under the Quick Fix function will have a
high priority repair status for the Contractor, but shall not reduce the level of
support for normal shop work (the priority for repairs to Public Safety equipment
or other priority-established equipment repairs shall not be reduced by the quick
fix option).
The Contractor shall have a mechanic selected as the Quick Fix service person at
both the Broad Street and Tobacco Road repair facilities, therefore, reducing
customer delays at those repair facilities.
The Contractor shall record Quick Fix repairs and their associated cost in the fleet
MIS system. There shall be no differential or increase in labor or repair parts
costs for work performed as Quick Fix versus normal targeted repair services.
5.5 Warranty: The Contractor shall administer all warranties for both vehicles and
repair parts associated with management of the fleet.
VEHICLE OR EQUIPMENT WARRANTIES: The Contractor will seek
authorization from various equipment and vehicle manufacturers to perform
warranty work on Augusta-owned equipment. Such work will be reimbursed
directly to the Contractor by the equipment manufacturer and Augusta will be
held harmless from payment for such work. Payments and adjustments received
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AUGUSTA FLEET MAINTENANCE AGREEMENT
by the Contractor for warranty work shall be considered the property of the
Contractor. If the Contractor does not perform the warranty services itself, the
Contractor will assess the performance capability of all local warranty dealers and
perform systematic reviews of such performance to ensure that Augusta receives
the fastest turn-around possible. Performance assessments will be made available
to Fleet Management as requested. The transportation of vehicles and equipment
for dealer warranty repair services will be the responsibility of the Contractor.
The fleet MIS must track the status of all warranty claims and reimbursements for
vehicles and equipment. The Contractor will ensure a monthly report is given to
Fleet Management listing all warranty work performed and reimbursements
received for vehicles and equipment. The warranty work shall be categorized by
type of warranty claim (i.e. body components, power plant, drive train, emissions
or suspension), vendor, date sent and date returned.
REPAIR P ARTS WARRANTY: The Contractor shall submit warranty claims for all
repair parts replaced, due to failure during their warranty period, to the parts supplier.
The fleet MIS will track the status of all warranty claims and reimbursements for
repair parts. The Contractor will ensure a monthly report is given to Fleet
Management listing all repair part warranty claims and reimbursements received
for defective parts. The format for this report will be the RO 12 report generated
by CCG FASTER and provided as part of the monthly invoice.
5.6 Recalls: The Contractor will assist Augusta in the identification of any
manufacturer safety recall for all Augusta owned equipment and assist in the
notification to all affected departments.
The Contractor will ensure the fleet MIS system identifies any vehicle or
equipment affected by a safety recall. All safety recalls will be entered into the
fleet MIS system by the Contractor upon receipt of the manufacturer's safety
recall and the Contractor will track the progress of each recall.
If any equipment arrives at a repair facility for proactive or reactive maintenance
services, it shall be the responsibility of the Contractor to arrange for the
transportation to the manufacturer's recall center for the equipment identified
while at any repair facility.
The Contractor will ensure a monthly report is given to Fleet Management listing
all of the recalls pending and completed for Augusta equipment. The format for
this report will be the RO 11 report, generated in FASTER and included in the
monthly invoice.
AUGUSTA FLEET MAINTENANCE AGREEMENT
5.7 Re-Repair (Comebacks): The Contractor shall track and identify multiple
repairs for the same deficiency on the same vehicle for re-repairs (comebacks)
and shall not include in the monthly statement, all costs for re-repairs occurring
before the scheduled time after the original repair. Generally a "comeback" is
defined as any repair that is required to correct the same noted deficiency within
30 days and/or 1,000 miles for vehicles or 150 hours for off-highway equipment
of repair completion (whichever occurs first). The "same noted deficiency" will
be construed to mean where, as an example, a user reports an operational
irregularity of a component, such as the brake system and the system is not
corrected by the Contractor due to misdiagnosis or failure to inspect and repair
the entire component system. "Comebacks" will apply to both scheduled and
unscheduled repairs and the Contractor shall incur all expenses, including
transportation for any such repairs. In the incident of second or subsequent
"comebacks" for the same problem, the Contractor shall be held financially
responsible. The Fleet Manager may at his discretion, outsource to other vendors
the affected equipment for repair and the Contractor will be held responsible for
payment of any such out-source vendor repair.
The Contractor shall achieve less than a 2 % "comeback" rate for all scheduled
and unscheduled repairs. The Contractor will ensure a monthly report is given to
Fleet Management listing the "comeback" percentage for Augusta equipment
based on equipment category and the entire fleet. The format for this report will
be the RO 10 report generated from CCG FASTER and included in the monthly
InVOIce.
5.8 Outside Repairs: The Contractor shall be responsible for arranging and
managing the conduct and performance to Agreement requirements of all
outsource vendors for any repairs that cannot be performed economically in-
house; and shall be responsible for continued review of the need for out-source
repairs as opposed to performing repairs in-house. These outside repairs may
include bodywork and painting, glass replacement, transmission rebuilding,
radiator work, and other such work that can be performed by out-source vendors
to further realize savings to Augusta.
The Contractors plan for outside repairs shall be included in the Cost Target with
exceptions as noted in this document. The process for selection of out-source
vendor(s) shall be periodically reviewed during the Agreement by the Fleet
Manager and the Contractor to ensure that the outsource repair versus in-house
repair decision remains justified. The Contractor will ensure all documentation
evaluating the selection of one outside vendor versus another is maintained and
presented to the Fleet Manager as required.
All responsibility for the paperwork, invoicing, quality control, vehicle
movement, vehicle security, etc. shall be that of the Contractor. Subcontractor
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AUGUSTA FLEET MAINTENANCE AGREEMENT
invoices will be accepted solely by the Contractor and must be addressed to the
Contractor, not Augusta.
5.9 Vehicle Preparation
5.9.1 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 conditioning and engine cooling
systems during warm weather and the winterization of vehicles and equipment
during cooler months as applicable. Charges for all seasonal preparation will be
included in the Cost Target.
All seasonal work shall be recorded in the fleet MIS system by identifiable
reason-for-repair codes in a manner to allow the proper reporting capability.
5.9.2 New Vehicle Preparation: The Contractor is responsible for all vehicle
preparation on equipment brought into the fleet by the Fleet Manager.
Preparation shall include, but not be limited to:
The Contractor will perform the installation of Augusta seals or insignia decals
and equipment asset and bumper numbers as directed by Fleet Management.
Other additional seals or insignia may be required for installation as deemed
necessary by Fleet Management. The Contractor will include in the target price,
the cost of all seals, insignia and lettering with the exception of those insignia
badges or seals for public safety use. If deemed more cost effective by Fleet
Management for Augusta to manufacture or purchase the seals or insignia and
lettering, the Contractor will provide Augusta with reimbursement for all costs
associated within the Contractor's anticipated future Cost Targets for such items.
The Contractor's purchasing price for such items will be provided to Fleet
Management for determination. Fleet Management or the public safety
departments will provide these seals or insignia badges to the Contractor for
installation as required. The Contractor will ensure the safety and control of all
Augusta seals or insignia in their possession.
The Contractor will maintain a master key file at each repair location for all of
Augusta owned vehicles or equipment. Fleet Management will normally procure
all new equipment with two keys for the end user and one key for the repair
facility. This provision in no way removes the responsibility of the Contractor, at
their expense from ensuring that a key exists for each vehicle. The majority of
fleet vehicle keys should currently be at the repair locations.
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AUGUSTA FLEET MAINTENANCE AGREEMENT
All Augusta vehicles and equipment will be assigned to a general repair location;
automobiles, general grass cutting equipment and 1 ton and below trucks will be
assigned to the Broad Street repair facility. Trucks over 1 ton and all off-road
equipment will be assigned to the Tobacco Road repair facility. Motorcycles and
certain Sheriff administrative vehicles will be assigned to the Walton Way repair
facility.
The Contractor will provide the vehicle data information in a timely manner to
Fleet Management on an Augusta-approved form for input into the fleet MIS
system. The Contractor will provide the data to Fleet Management no later than
24 hours of the receipt of the equipment, excluding weekends.
The Contractor will install required equipment such as, but not limited to:
1. Lighting, locks, utility boxes
2. Security screens or panels
3. Special equipment or bodies
It is the intent of Fleet Management to prepare procurement specifications to
ensure that vehicles and equipment are out-fitted with all required accessories or
ancillary equipment upon delivery for immediate usage by departments. This in no
way limits the Contractor from being required to perform the requirement if
necessary .
Augusta retains the right to perform independent outfitting of their respective
fleet vehicles at its discretion.
5.9.3 Vehicle Disposal Preparation: Vehicles and equipment being removed
from the normal Augusta fleet shall be prepared for disposal or storage by the
Contractor. Preparation shall include, but not be limited to:
The Contractor will provide a competent mechanic, approved by the Fleet
Manager to perform a current vehicle condition analysis utilizing the Fleet
Management approved equipment evaluation form.
The Contractor will remove all emergency equipment (spotlights, light bars,
security screens, sirens, brackets, radios, etc.) as directed by Fleet Management.
The Contractor will remove all insignias and lettering so that no distinguishable
insignia or lettering remains to identify the retired unit as an Augusta vehicle.
This task can be accomplished by applying primer-type paint, followed by a
topcoat of paint matching the equipment coloring or shading or by the removal of
the same.
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AUGUSTA FLEET MAINTENANCE AGREEMENT
The Contractor will insure the condition of all equipment safety items and will
denote any discrepancies found on an approved evaluation form.
The Contractor will insure compliance with local, state and federal emission
requirements or will denote discrepancies on approved evaluation form.
The Contractor will make cost-effective, targeted, minor repairs as directed by
Fleet Management to increase resale value.
The Contractor will transport the equipment, to include absorbing the cost of any
towing required, to Augusta storage facilities as determined by Fleet
Management.
The Contractor will provide all equipment keys to Fleet Management.
The Contractor will complete all paper work or documentation as deemed
appropriate by Fleet Management.
In all cases, disposal preparation shall be accomplished within five days of
notification to the Contractor by the Fleet Manager.
5.9.4 Auctions of Augusta Property: The Contractor will be tasked to provide
services in support of all vehicle and equipment auctions. The Contractor shall be
tasked to, but not be limited to:
The Contractor will provide service personnel, approved by the Fleet
Manager to assist before, during and after Augusta auctions.
The Contractor will provide the personnel on standard workdays and
weekends as required.
Fleet Management will hold auctions throughout the year and will normally
utilize the services of an auction company to provide the majority of workload
involved in the auctioning process. The Contractor personnel will assist in
starting equipment and operating Augusta-owned lifting equipment to relocate
equipment before, during and after the sale of excess equipment.
5.10 Accidents: The Risk Management Department will coordinate all aspects of the
equipment accidents including appraisals, obtaining repair bids, transportation of
vehicle to and from repair site, repair quality and timeliness, and shall be
responsible for all administration functions, including the processing and payment
of invoices.
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AUGUSTA FLEET MAINTENANCE AGREEMENT
The definition for accidents is as follows: Accidents are described as situations
where the equipment user, the operator fails to follow proper driving techniques
and either hits other vehicles or objects or is performing within acceptable
standards and is hit by other vehicles or objects.
Fleet Management, in conjunction with Risk Management, as they arise, will
determine other definitions of accidents.
The Contractor will be required to report all known vehicular and equipment
accidents to both Risk and Fleet Management Departments when discovered. The
Contractor shall be tasked with working with Augusta's Risk Management
Department for the processing of certain accident repairs. The Risk Management
Department will work in conjunction with Fleet Management in authorizing the
Contractor to perform minor accident repairs, such as mirror replacement,
windshield and glass replacement, etc. Accident repairs, which involve damage to
the body of a vehicle, will be handled by Risk Management.
In all cases, the Risk Management Department shall grant authority to Fleet
Management or the Contractor for the repair to be accomplished. Authorization
numbers for performing repair services will be provided to the Contractor by
either the Risk or Fleet Management Departments and no such work shall
commence without first receiving the authorization approval number. Any repair
estimate performed by the Contractor must be realistic and in accordance with the
accepted industry standards for each repair. Any accident work performed by the
Contractor without prior Augusta approval shall be at the expense of the
Contractor. Accident repairs will be recorded as separate repairs from any other
types of repairs in the fleet MIS system. Accident repairs should be considered as
Directed Work (Section 9.4).
5.11 Documenting Operator Abuse and Vandalism: The Contractor will advise the
Fleet Manager, in writing, whenever a vehicle is discovered to have abuse by the user, in
excess of normal wear and tear; when a particular vehicle incurs excessive or an unusual
number of repairs or vandalism.
OPERA TOR ABUSE/OPERATIONAL ABUSE: The Contractor shall identify
repairs caused by suspected operator abuse and shall record such abuse in the
fleet MIS, if the Fleet Manger concurs with the abuse claims.
Operator Abuse is described as a situation where the equipment user fails to
properly operate equipment correctly and therefore causes mechanical harm or
damage. Examples are running brakes metal-to-metal; failure to perform proper
daily or monthly lubrication functions causing metal to metal wear.
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AUGUSTA FLEET MAINTENANCE AGREEMENT
Operational Abuse is present when damage is caused due to the environmental
conditions that exist where the equipment or vehicle is required to be used.
Other definitions of operator abuse will be determined by Fleet Management as
they arise and the Fleet Manager will have the final decision in regards to this
matter. Operator abuse should be considered as Directed Work (Section 9.4).
VANDALISM: The Contractor shall identify repairs caused by suspected
vandalism and shall record such vandalism in the fleet MIS, if the Fleet Manger
concurs with the vandalism claims.
Vandalism is described as a situation where equipment or Augusta property is
damaged by an individual and causes mechanical or component damage to a unit.
Examples are throwing items through windows, stealing or damaging
components. Vandalism should be considered as Directed Work (Section 9.4).
In both cases, Fleet Management shall grant authority to the Contractor for the
repair to be accomplished. Authorization numbers for performing repair services
will be provided to the Contractor by Fleet Management and no such work shall
commence without first receiving the authorization approval number. Any such
work performed by the Contractor without prior Fleet Management approval shall
be at the expense of the Contractor.
The Contractor will provide monthly reports to Fleet Management for all operator
abuse and vandalism repair work performed. The format for this report will be
mutually agreed upon by the Contractor and the Fleet Manager within thirty (30)
days of startup.
5.12 Vehicle and Equipment Maintenance Benchmarks
5 .12.1 Availability and Downtime Percentages: The Contractor shall insure that
Augusta experiences the greatest amount of vehicle availability possible.
Vehicles are determined to be available if they are mechanically fit to perform
their designated missions. Vehicles that are not available for service are defined
as being "out-of-service". The Contractor shall categorize vehicle out-of-service
time and record in the Fleet MIS system, at a minimum:
Repair time
Sublet time
Parts delay time
Labor delay time
Bay delay time
Decision delay time (Fleet Manager)
AUGUSTA FLEET MAINTENANCE AGREEMENT
Responsiveness in this requirement will assist Augusta and the Contractor in
identifying performance factors that could be evaluated to decrease equipment
downtime.
EMERGENCY VEHICLES AND EQUIPMENT A V AILIBILITY
The Contractor shall insure that certain Augusta vehicles and equipment achieve
the following availability benchmarks:
Vehic1es less than three years old - 95 %
Vehicles three to five years old - 93 %
Vehicles five or seven years old - 90 %
Vehicles eight or more years old - 85 %
The Contractor shall report emergency vehicle and equipment availability
percentages, judged against downtime, not including accidents, for the following
departments as part of the Monthly Report. The format for this report will be
mutually agreed upon by the Contractor and the Fleet Manager within thirty (30)
days of startup.
Availability shall be reported by vehicle age category in each of the following
categories:
Sheriff vehicles - Patrol
Sheriff vehicles - Jail
Fire vehicles - Pump trucks
Fire vehicles - Ladder trucks
Other Departments - Prisoner Work Detail vans
Other Departments - Emergency equipment
OVERALL VEHICLES AND EQUIPMENT DOWNTIME
The downtime percentage (excluding accidents and small equipment) of the fleet
shall be less than the following:
Fire Department equipment 4 %
Sheriff Department vehicles and equipment 4 %
Other Department automobiles and light duty trucks 7 %
Other Departments Medium and Heavy trucks 8 %
Other Departments Construction equipment 8 %
The Contractor shall report the downtime percentages for each of the above listed
categories and a total downtime percentage for all of Augusta vehicles and
equipment as part of the Monthly Report. The format for this report will be
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AUGUSTA FLEET MAINTENANCE AGREEMENT
mutually agreed upon by the Contractor and the Fleet Manager within thirty (30)
days of startup.
5.12.2 Re-repair (comebacks) Percentages
The Contractor shall achieve less than a 2 % "comeback" rate for all repairs. The
Contractor shall report the comeback rate percentage as part of the Monthly
Invoice Report.
6. VEHICULAR SERVICES
6.1 Car Wash Facility: The Contractor shall assist Fleet Management in maintaining
the car wash facility located at the Broad Street repair facility. The Contractor
will perform general maintenance of all car washing and vacuuming equipment,
perform minor repairs, ensure the general cleanliness of the area and provide all
liquid soap. The car wash will only be used for Augusta-owned equipment and
the Contractor will be tasked to wash Motor Pool, the Mayor's and Department
Director's vehicles, at the request of the Fleet Manager. Major repairs to the
facility and the equipment will be paid for by Augusta.
6.2 Fuel: Augusta has the responsibility for providing fuel for Augusta owned or
leased vehicles and equipment. Augusta currently utilizes the "Fuelman" and
other credit card systems to fuel all vehicles and equipment. The Contractor will
not be required to provide any fueling services, but will provide top-off lubricants
at the repair facilities. The Landfill Operations has a service truck with lubricants
and a portable air compressor that will be used by the repair personnel for top-off,
preventive maintenance and repair services.
The Contractor will receive fuel for Contractor-owned equipment through the
Augusta fueling contract.
Fuel management shall not be the responsibility of the Contractor, although this
does not relieve the Contractor from the responsibility of notifying appropriate
Augusta personnel when the system is discovered to have faults.
The Contractor will have the responsibility for downloading "Fuelman" mileage
data into the fleet MIS system for the purpose of assisting in preventative
maintenance scheduling.
6.3 Department of Motor Vehicle Documentation: The Contractor shall assist Fleet
Management in the processing and administration of all of the Department of
Motor Vehicle documentation, including but not limited to title registering and
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AUGUSTA FLEET MAINTENANCE AGREEMENT
the ordering of license plate tags. The individual assigned to this function will
work with Augusta departmental personnel, State of Georgia Department of
Motor Vehicle personnel, and will perform various duties as assigned by the Fleet
Manager.
6.4 General Fleet Management Administration: The Contractor shall assist the
Fleet Manager in the processing of all fleet related data and the general
administrative functions of Fleet Management. The individual assigned to this
function will work with Augusta personnel and departments as required. The
individual will perform research and development duties, cost accounting, and
other related functions and will perform various duties as assigned by the Fleet
Manager.
6.5 Quality Assurance Representatives: The Contractor shall assist Fleet
Management in ensuring the quality of repair work preformed at the Broad Street
and Tobacco Road Repair facilities. The Contractor employee will work at two
of the repair facilities as assigned by the Fleet Manager. The employee will be
responsible for the inspection of all vehicles and equipment leaving the repair
facilities to ensure condition compatibility with Fleet Management requirements
and will perform other duties as assigned by the Fleet Manager.
The employee should normally maintain the same work hours as the repair
facilities. The employees will be eligible for the same holidays as the other
Contractor personnel at the repair facilities.
The Fleet Manager reserves the right to select the candidate, their rate of pay and
work hours. NO,thing herein, however, shall be construed as making such
employee an employee of Augusta and Contractor shall be the employer for all
purposes and shall hold Augusta harmless for any and all claims by such
employee, or on behalf of such employee, as being an employee of Augusta. In
the event that the individuals are not selected by Fleet Management for this task at
Agreement startup, the Contractor may at the discretion of the Fleet Manager,
credit the Cost Target of the employees from the monthly fixed-target invoice(s)
until the positions are filled.
6.6 Motor Pool: If and when implemented, the Contractor shall assist in the
monitoring and administration of all Motor Pool vehicles and equipment provided
by Augusta. It is Augusta's intention of maintaining a singular motor pool for
inter-departmental use, controlled and operated by a single dispatcher, familiar
with the operation and use of the equipment in the pool. Motor pool equipment is
considered as automobiles, all size and types of trucks, heavy and specialty
equipment utilized in a typical governmental operation. Fleet Management
currently maintains a small fleet of pool vehicles for Augusta departmental use.
AUGUSTA FLEET MAINTENANCE AGREEMENT
The Contractor's employee will report to and work directly for the Fleet Manager.
The employee will work in the office of Fleet Management or in an area assigned
by the Fleet Manager. The individual assigned to this function will work with
Augusta personnel and departments as required. The individual will provide
assistance associated with equipment dispatching, PM and repair scheduling of
pool equipment and perform other various duties as assigned by the Fleet
Manager.
This employee will maintain a standard eight-hour work schedule as determined
by Fleet Management to provide maximum service to Augusta departmental
users. The employee will be eligible for the same holidays as Augusta
employees.
The Fleet Manager reserves the right to select the candidate, the rate of pay and
the employee's work hours. Nothing herein, however, shall be construed as
making such employee an employee of Augusta and Contractor shall be the
employer for all purposes and shall hold Augusta harmless for any and all claims
by such employee, or on behalf of such employee, as being an employee of
Augusta. In the event that an individual is not selected by Fleet Management for
this task at Agreement startup, the Contractor may, at the discretion ofthe Fleet
Manager, credit the Cost Target of this employee from the monthly fixed-target
invoice(s) until the position is filled.
7. REPAIR PARTS
7.1 Parts Supply: The Contractor shall procure repair parts at its discretion, utilizing
best business judgement, to provide Augusta with products of the best pricing and
highest quality. The use of local area vendors 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.
The use of a supplier, located within the repair facilities can be accomplished but
Augusta accepts no physical or financial responsibility and shall be held harmless
by the Contractor and all other parties. The Contractor may suggest alternative
parts supply options such as but not limited to, consignment parts, single source
suppliers (NAP A, etc.) Just-In- Time (JIT) purchasing, Electronic Data Interface
(EDI), etc.
Parts installed by the Contractor shall meet or exceed the original equipment
manufacturer's (OEM) specifications and must meet the equipment
manufacturer's requirements for coverage under their equipment warranty
programs. The Contractor will accept all risk and penalties due to damage and
partial or complete voiding of equipment warranties in the use generic
components and shall hold Augusta harmless. Repairs to such equipment due to
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AUGUSTA FLEET MAINTENANCE AGREEMENT
the cancellation of warranties shall be the responsibility of the Contractor during
the remainder of the warranty period.
The Contractor will be required to pay all applicable taxes on parts and supplies
purchased for their own use.
The MIS system shall contain parts usage history information for 100 percent of
stocked and non-stocked parts utilized on Augusta vehicles and equipment. All
parts and supplies used in maintaining the fleet will be purchased through the
MIS system's purchasing program and will be received into the parts inventory
for later issue to repair orders. The Contractor will require that all vendor
invoices list the manufacturer's name and part number. All such information will
be entered into the fleet MIS system.
7.2 Inventory: Within thirty (30) days after the commencement of the Agreement
period, the Contractor shall purchase, at cost, all of Augusta's demand-supported
parts and supplies assigned to Augusta's fleet. Augusta will entertain other
payment plans upon Agreement commencement, at the discretion of Fleet
Management. A complete physical inventory will be taken by representatives of
Augusta and the Contractor at the beginning of the Agreement. Upon completion
ofthe joint inventory, the Contractor will be totally responsible for parts
accountability and security.
The Contractor will administer the disposal of all other remaining inactive, excess
and obsolete parts in the Augusta 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. The Contractor shall purchase and maintain an adequate parts inventory
that will be charged back to Augusta on an "as-used" basis. The
Contractor shall maintain a ninety (90) percent fill rate for commonly
used, demand-supported repair parts.
The MIS system must contain the ability to track fill rate performance and
be able to provide a computer generated monthly fill rate percentage
report to Fleet Management. The format for this report will be generated
by the CCG FASTER reports.
b. The Contractor shall make special provisions for stocking of sufficient
quantities of spare parts for emergency vehicles and shall insure that zero
(0) "stock-outs" occur during emergency situations.
60
The MIS system must contain the ability to track emergency-stocked
repair parts performance and be able to provide a computer generated
monthly report to Fleet Management.
AUGUSTA FLEET MAINTENANCE AGREEMENT
c. All parts installed on vehicles and equipment shall be identified by a part
number, proper noun nomenclature, unit price, total price and date issued
when charged on work orders.
d. The Contractor shall insure the CCG Faster/CS computer program be used
to monitor and control the inventory. At a minimum, the maintenance
reporting system shall be capable of generating a complete inventory by
shop location, part number, part cost and a usage rate history for each part
normally stocked. Such inventories and usage reports shall be made
available to the Fleet Manager monthly or upon request.
e. The Contractor will establish a procedure to document the historical
demand of non-inventory parts to ensure that repeated demand for these
items warrant addition ofthe item(s) to the inventory. The MIS system
must contain the ability to track non-inventory repair parts performance
and be able to provide a computer generated monthly report to Fleet
Management. If the MIS system cannot perform this function, the
Contractor is required to maintain this tracking manually and have the
ability to report any results to Fleet Management when requested.
f. The Contractor will ensure that appropriate quantities of "seasonal" parts
are maintained in the inventory as appropriate, prior to climatic changes,
to limit equipment downtime. The MIS system must contain the ability to
track seasonal-inventory repair parts performance and be able to provide a
computer generated monthly report to Fleet Management
7.3 Parts Warranty: The Contractor will ensure that tracking of replacement repair
parts warranty information is managed. All repair parts placed in inventory will
have their prospective warranty information entered into the MIS system. The
MIS system will alert shop management when the part being replaced is still
within its warranty period and that recovery is possible. The MIS system must
contain the ability to track repair parts warranty performance and be able to
provide a computer generated monthly report to Fleet Management.
7.4 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. The MIS system must contain the ability to track
61
AUGUSTA FLEET MAINTENANCE AGREEMENT
core charge performance and be able to provide a computer generated quarterly
report to Fleet Management.
If the MIS system cannot perform this function, the Contractor is required to
maintain this tracking manually and have the ability to report any results to Fleet
Management quarterly.
7.5 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 used part is safe and serviceable.
All requests must be forwarded, in writing, to the Fleet Manager, and no removal
of material is authorized until such time that proper documentation is received
from the Fleet Manager.
The acquisition price for the component(s) will be assessed to the Contractor, as
mutually agreed upon by the Fleet Manager and the Contractor. The Contractor
will maintain the tracking of all cannibalized parts used, by manual or electronic
means and report the results to Fleet Management monthly. All such charges will
be deducted from the Contractor's monthly invoice.
7.6 Tires: The Contractor will replace worn or damaged tires on vehicles with
replacements equal to or exceeding the equipment manufacturer's
recommendations. The Contractor will follow the manufacturer's
recommendations for the 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. The Contractor will be able to
purchase tires under the State of Georgia purchasing plan.
ACCEPTABLE TREAD DEPTHS
Tires will be replaced on automobiles and pickup trucks when 3/32 of an inch of
useable tread is remaining across the entire tire crown. If any area of the tire
crown is below 3/32 of useable tread or if any wear bar is showing; the tire shall
be replaced. Any tires that are out-of-round or having flat spots will be replaced
regardless of tread depth. The Contractor will ensure that all maintenance
personnel involved in determining thread depths will have a tire depth gauge in
their possession. The replacement of tires on all other equipment will be based on
the equipment manufacturer's recommendations, Risk Management or the Fleet
Manager's determination.
RETREAD TIRES
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AUGUSTA FLEET MAINTENANCE AGREEMENT
The use of retread tires is approved for use on the rear axles only of
mediumlheavy trucks and construction type equipment in the Augusta fleet.
Retreads may not be used for any reason on equipment-hauling trailers or public
safety vehicles (automobiles, vans, fire fighting equipment). No retread tire will
be used on any steering axle.
ROAD SERVICE CALLS
All road calls for tire repair or replacement will be accomplished within two
hours of notification to the maintenance shops. Extension of time for tire service
road calls will be given for large off-road type equipment only. The Contractor
will provide Fleet Management with a report of all tire service road calls that
exceed two hours for determination of Contractor performance. This will be
identified and explained in a separate memorandum as required by the Fleet
Manager.
7.7 Tracked Vehicle Components: The Contractor shall establish a program for
Augusta owned and leased tracked equipment to effectively calculate the
remaining life of all track components. The Contractor may utilize the services of
an outside vendor for this purpose but the responsibility of proper maintenance
and replacement cycles of said components shall be the Contractor's.
The Contractor may select to utilize generic, after-market track components at
their own risk. The use of generic components could affect equipment warranties
and the Contractor will accept all risks and penalties due to damage and partial or
complete voiding of equipment warranties in their use and shall hold Augusta
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.
Augusta currently leases a limited number of tracked equipment that will require
50 % percent of the original manufacturer track component's life to be remaining
on all returned leased equipment.
TVDe of EQuiDment Location
Caterpillar D6M-LGP Bulldozer Landfill
Caterpillar D8- WDA Bulldozer Landfill
Caterpillar D8-WDA Bulldozer Landfill
Lease Len2th EXDiration
36 months
36 months
36 months
Sep 2003
Jun 2003
Jun 2003
The above listing is subject to change, based on the needs of Augusta, and any
changes do not reduce the requirement of the Contractor to abide by the
requirements of this section.
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AUGUSTA FLEET MAINTENANCE AGREEMENT
7.8 Vendor Invoice Payments: The Contractor is considered as a representative of
Augusta and in order to be in good standing with the community, the Contractor
will pay all valid out-standing invoices received from vendors in a timely manner.
Normally, all invoices should be paid within thirty (30) days of receipt of invoice.
The Contractor will take all reasonable steps to take all prompt payment discounts
offered on invoices to assist Augusta in further reducing maintenance cost. The
Contractor will be required to date and time stamp all vendor invoices received.
The Contractor is required to pay all valid vendor invoices within sixty (60) days
of the actual invoice date.
Delays in payments to vendors for valid invoices beyond sixty (60) days ofthe
invoice date will be cause for severe penalties.
7.9 Re-Purchase of Contractor Active Inventory: Augusta shall have the option to
purchase; at cost from the Contractor all the demand-supported repair parts in
inventory upon completion or termination of the Agreement. If Augusta chooses
to purchase any parts that Augusta considers valid, demand-supported repair
parts, a joint complete physical inventory will be taken by representatives of
Augusta and the Contractor. Payment for the acquisition of the Contractor's
demand-supported inventory will be within one hundred and eighty (180)
working days of Agreement termination.
8. REPORTING
8.1 Records: Upon prior notice to the Contractor's local representative, the
Contractor shall provide Augusta's authorized representative(s) access at all
reasonable times to all electronic and hard data, books, records, correspondence,
instructions, plans, drawings, receipts, vouchers, and memoranda of every
description, and shall provide to the authorized representative(s) cost verification
for work. The Contractor will maintain the electronic record keeping and
reporting system for all services being contracted. The information system shall
provide records of all repairs and servicing activities performed for each vehicle
or piece of equipment.
8.1.1 Fleet Record Management: The Contractor shall provide and maintain a
permanent, detailed automated record system that provides a basis for
optimum fleet management and provides detailed maintenance and
operating information for Augusta. The fleet MIS system shall provide, at
a minimum, the following data elements and capabilities:
Augusta vehicle asset number
Vehicle manufacturer
Vehicle model
Vehic1e description
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AUGUSTA FLEET MAINTENANCE AGREEMENT
Vehicle year
Vehicle identification number (VIN)
Vehicle fuel type
Vehicle license number
Vehicle gross weight
Detail and summary of vehicle work orders
Detail of road calls
Detail of outside vendor work
Capability of schedule PM and inspections
Exception reports for overdue PMs
Capability of tracking vehicle performance against benchmarks
Warranty tracking
Repair parts inventory
Repair parts usage
Capability to interface with automated fuel system
Capability to download to Microsoft Excel, D-Base, etc.
8.1.2 Management Information System Capabilities: The Contractor shall
provide the fleet MIS system a basis for fleet management information
gathering for Augusta. The system must be capable of having repair
information entered by each repair facility. The contractor will provide all
necessary hardware to allow Fleet Management a minimum of three on-
line accesses to the MIS for review, reporting purposes and vehicle master
file edit capabilities.
8.2 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 of Augusta.
A hard copy history folder shall be maintained by the Contractor for each vehicle.
This folder will be in chronological order, last repair order in front and contain all
work orders generated on the vehicle. The folder shall also contain the vehicle's
make, model, year and serial number along with other pertinent information.
Vehicle history will be supplied to the Contractor by Augusta as requested.
8.3 Monthly Report: The Contractor shall provide a monthly management report to
be delivered to the Fleet Manager on or before the 15th calendar day of the month
following the reporting period. The report shall include, but not be limited to:
A status report on vehicles out of service for more than five (5) days.
Number of shop orders
Number of service calls
Number of vehicle PMs scheduled/completed (Compliance Rate)
Number of work orders processed (totals by facility of all PM's, repairs,
65
AUGUSTA FLEET MAINTENANCE AGREEMENT
quick fixes and comebacks, if requested)
Delinquent PMs (by department and vehicle asset number)
Comeback percentage
Downtime by category and totals
Accident repair costs
Operator abuse costs
Vandalism costs
Warranty recovery
Total labor hours expended
Total parts cost
Summary Work Order with detailed cost figures for each vehicle repaired
Equipment purchases
Facility improvements
Safety meetings held
The Contractor will provide a detailed month by month cost of operations, by
expense category in a spreadsheet format, prepared in accordance with generally
accepted accounting principals. This report will be provided by the 15th of the
month. The format for this report will be mutually agreed upon by the Contractor
and the Fleet Manager within thirty (30) days of startup.
Failure to provide the monthly reports will delay the processing of the
Contractor's monthly invoice until it is received and reviewed by Augusta.
8.4 Annual Report: The Contractor shall provide Augusta with a written annual
report. The annual report shall contain a summary of the years' activity and will
include the following:
Combined total data from the Monthly Reports.
Maintenance and Repair Cost per Mile (CPM) report.
Miles between Breakdown report.
Warranty recovery report.
Status of Clean Fleet assistance.
Recommendations to Augusta.
The Contractor will provide a detailed month by month cost of operations, by
expense category in a spreadsheet format, prepared in accordance with generally
accepted accounting principles. The format for this report will be mutually
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AUGUSTA FLEET MAINTENANCE AGREEMENT
agreed upon by the Contractor and the Fleet Manager within ninety (90) days of
startup.
Failure to provide the annual report will delay the processing of the Contractor's
invoice until it is received and reviewed by Augusta.
8.5 Contractor Alternative Reports: The Contractor may propose an alternative
reporting system that meets the needs of Augusta for timely, complete
information similar to the reports described in sections 8.3 through 8.4.
8.6 Quality Control Plan: The Contractor shall establish and maintain a Quality
Control Plan to assure the requirements of the Agreement are met. A copy must
be provided to the Fleet Manager at the start of the Agreement and as any changes
occur. The format for this report will be mutually agreed upon by the Contractor
and the Fleet Manager within thirty (30) days of startup. The plan shall include,
but not be limited to the following:
8.6.1 Monitoring System: A monitoring system covering all services listed in
this Request for Proposal. It must specify the methods for identifying
and preventing deficiencies in the quality of services performed before
the level of performance becomes unacceptable.
The plan must include the following:
Specific activities to be monitored
Methods of monitoring, to include but not limited to; methods of verifying
authenticity of reports, methods to ensure quality of services, etc.
Frequency of monitoring
Samples of forms to be used in monitoring
Title and level of personnel performing monitoring functions
8.6.2 Inspection Records: A record of all inspections conducted by the
Contractor, the corrective action taken, and the time elapsed between
identification of a problem and the completed corrective action.
8.7 Quality Assurance: The Fleet Manager shall monitor the Contractor's
performance under the Agreement using the quality assurance procedures, or any
other such procedures as may be necessary to ascertain that the Contractor is in
compliance with the Agreement.
8.7.1 Performance Meetings: Performance evaluation meetings shall be held
with the Contractor and the Fleet Manager. Usually these meetings will
not be held more often than once a month and will not be for a period of
more than one hour, absent exigent or unusual circumstances. The Fleet
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AUGUSTA FLEET MAINTENANCE AGREEMENT
Manager reserves the right to schedule more frequent and/or longer
meetings if the Contractor's performance does not meet acceptable quality
levels as specified in this Agreement.
8.7.2 Contract Discrepancy Reports: Verbal notification ofa contract
discrepancy will be made to the Project Manager or designee as soon as
possible whenever a contract discrepancy is identified. The problem shall
be immediately resolved by the Project 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 Project Manager.
Upon receipt of a Contract Discrepancy 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 Contract Discrepancy Report.
9. OTHER SERVICES
9.1 Investigations: The Contractor shall support Augusta with technical
investigations related to the automotive fleet. Such investigations may support
accidents, fire, or other issues of a technical nature.
9.2 Clean Fuel Fleet Program Assistance: Augusta's Clean Fuel fleet Program
Assistance requirements include:
Planning - The Contractor shall assist the Fleet Manager in developing a plan to
ensure compliance with all Clean Fuel Fleet Program mandates. The intent is to
ensure compliance without dedicating excessive financial investment to a single
alternative fuel.
Vehicle Acquisition - Assist the Fleet Manager with direction in acquiring the
appropriate quantities and types of alternative fuel vehicle by taking advantage of
all available Clean Fuel Assistance Programs.
Reporting - The Contractor shall include in the Annual Report, the advantages
and disadvantages for each type of alternative fuel being used. Recommendations
and adjustments to the Clean Fuel Fleet Program shall be based on the Annual
Report.
9.3 Vehicle/Equipment Purchases: The Contractor shall assist, if requested by
Augusta, in preparing purchase specifications for additional or replacement
68
AUGUSTA FLEET MAINTENANCE AGREEMENT
vehicles and service equipment. In addition, the Contractor shall assist Augusta
with inspections and assessments of used vehicles and equipment under
consideration for purchase or lease. The Contractor shall identify and nominate
for Augusta's purchase, other equipment that will reduce the cost of maintenance
and/or improve the quality of vehicular services.
9.4 Directed Work: Augusta may direct the Contractor to perform additional tasks
under this Agreement. No such work shall commence without the Contractor
receiving "authorization to proceed" from the Fleet Manager. The Contractor
shall perform such directed work assignments in accordance with an agreed to
schedule and level of effort.
Directed work can include, but is not limited to:
a. Welding and fabrication of signs/gates/posts or repair non-fleet related
servIces.
b. Repairs or rebuilding of equipment classified as overage or over
mileage
c. Accident Repairs
d. Operator Abuse
e. Vandalism
f. Acts of God
g. Emergency Services
It is the intent of Augusta that all such work does not reduce the level of service
that is provided for in the fixed price portion of the Agreement.
EMERGENCIES
The Contractor shall mobilize the shop and provide repair and maintenance
services for the duration of any Augusta recognized emergency situation.
Emergency situations 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 Augusta. Such circumstances may occur during hours outside
normal hours of operation and can involve any number of employees, equipment
and vehicles.
Should an emergency require performance of services beyond the capability of
the Contractor, Augusta may perform or supplement performance of contract
services with Augusta personnel or non-contract vendors. Such performance
shall not constitute a breach of contract by Augusta.
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AUGUSTA FLEET MAINTENANCE AGREEMENT
Based upon the nature of the emergency, the Contractor personnel may be
required temporarily to perform repairs at sites other than those designated within
the proposal.
DIRECTED WORK COSTING AND REPORTING
All approved accident repair work, labor and parts will be reimbursed as a Non-
Contract expense. All other Directed work accomplished during normal business
hours will be performed within the targeted contract price for labor as the
Contractor's employee cost is covered in the Agreement price. Any required
parts or materials required will be reimbursed as a Non-Contract expense at the
Contractor's cost.
Costs incurred for Directed Work situations outside normal duty hours are not to
be included in the cost target. These costs shall be billed as a Non-Contract
expense at the Contractor's employee overtime pay rate. Any required parts or
materials required will be reimbursed as a Non-Contract expense at the
Contractor's cost. The Contractor will invoice all such work monthly, provide the
Fleet Manager a copy of the invoice and the "authorization to proceed" document
for all directed work. Failure to provide Augusta authorization documents for
directed work will result in non-payment ofthe Contractor's directed work
InVOices.
10. PENAL TIES: Contractor shall meet the Performance Standards set forth herein. Failure
to meet the specified Performance Standards shall result in a penalty, or other sanction,
being assessed against Contractor as set forth in Attachment D.
11. ATTACHMENTS
The following attachments will apply as applicable to this Agreement.
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AUGUSTA FLEET MAINTENANCE AGREEMENT
ATTACHMENT A
MINIMUM MANNING
(From attachment K of the RFP)
MINIMUM MANNING
# Onmnizational Descriotion Job Title Class Shift FTE's
1 Fleet Managell1ent Fleet Operations Assistant Nex 1 1.0
2 Fleet Managell1ent QAlSafetv Representative Nex 1 1.0
3 Fleet Managell1ent Fleet Operations Specialist Nex 1 1.0
4 ProiectManagell1ent ProjecV<JeneralManager Ext 1 1.0
5 Shop Services Supply and Environll1enta1 Supv Ext 1 1.0
6 Shoo Services-BS HUll1an Resources Adll1inistrator Nex 1 1.0
7 Shoo Services-BS Operations Adll1inistrator Nex 1 1.0
BROAD STREET-FIRE SHOP
8 Maintenance- F ire-Broad S t Maintenance Supervisor II-EVT Ext 1 1.0
9 Maintenance-(FS-BS) Mechanic I-EVT Nex 1 1.0
10 Maintenance-(FS-BS) Mechanic II-EVT Nex 1 1.0
11 Maintenance-(FS-BS) Mechanic III-EVT Nex 1 1.0
BROAD STREET-LT VEHICLE
12 Maintenance-Broad Street Maintenance Supervisor Ext 1 1.0
13 Maintenance-Broad Street Service Coordinator Nex 1 1.0
14 Shop Services-BS MIS Clerk I Nex 1 1.0
15 Shoo Services-BS MIS Clerk II Nex 1 1.0
16 Shop Services-BS Supply Soecialist I Nex 1 1.0
17 Shoo Services-BS Supply Specialist II Nex 1 1.0
18 Shoo Services-BS Porter Nex 1 1.0
19 Maintenance-BS Mechanic I-Lead-LV-Wheeled Nex 1 1.0
20 Maintenance - BS Mechanic 1- LV-Wheeled Nex 1 1.0
21 Maintenance - BS Mechanic I-LV-Whee1ed Nex 1 1.0
22 Maintenance - BS Mechanic II-LV- Wheeled Nex 1 1.0
23 Maintenance - BS Mechanic II-LV- Wheeled Nex 1 1.0
24 Maintenance - BS Mechanic 11- LV-Wheeled Nex 1 1.0
25 Maintenance - BS Mechanic 11- LV-Wheeled Nex 1 1.0
26 Maintenance - BS Mechanic III-LV Wheeled Nex 1 1.0
27 Maintenance - BS Mechanic III-LV Wheeled Nex 1 1.0
28 Maintenance - BS Mechanic III-LV Wheeled Nex 1 1.0
SMALL ENGINE
29 Maintenance-BS Mechanic I-Sll1all Engine Nex 1 1.0
30 Maintenance- BS Mechanic III-Sll1all Engine Nex 1 1.0
31 Maintenance- BS Mechanic III-Sll1all Engine Nex 1 PT
TOBACCO ROAD
32 Maintenance-Tobacco Road Maintenance Supervisor Ext 1 1.0
33 Maintenance-Tobacco Road Service Coordinator Nex 1 1.0
34 Shop Services- TR MIS Clerk I Nex 1 1.0
35 Shoo Services- TR Supply Specialist I Nex 1 1.0
36 Shop Services- TR Supply Specialist II Nex 1 1.0
37 Shoo Services- TR Porter Nex 1 1.0
38 Maintenance- TR Mechanic I,Lead- Track & Wheel Nex 1 1.0
39 Maintenance- TR Mechanic I, Track & Whl Nex 1 1.0
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AUGUSTA FLEET MAINTENANCE AGREEMENT
40 Maintenance- TR Mechanic II, Track & Wheel Nex 1 1.0
41 Maintenance- TR Mechanic III, Track & Wheel Nex 1 1.0
42 Maintenance- TR Mechanic I-Lead-M & Hvy Nex 1 1.0
43 Maintenance- TR Mechanic I-M& Hvy Nex 1 1.0
44 Maintenance- TR Mechanic II, W elder- Whl M& Hvy Nex 1 1.0
45 Maintenance- TR Mechanic II, Wheeled, M& Hvy Nex 1 1.0
46 Maintenance- TR Mechanic III, Wheeled, M&Hvy Nex 1 1.0
WALTON WAY
47 Maintenance- BS- Walton Way Mechanic I-Lead Nex 1 1.0
48 Maintenance-BS- Walton Way Mechanic III1IMotorcycle Nex 1 1.0
LUMPKIN ROAD
49 Maintenance-Lumpkin Road Mechanic I-Small Engine Nex 1 1.0
50 Maintenance-Lumvkin Road Mechanic III-Small EnF{ine Nex 1 PT*
LANDFILL
51 Maintenance- TR -Landfill Mechanic I, Track & Wheel Nex 1 1.0
52 Maintenance- TR- Landfill Mechanic II, Wheeled, M& Hv Nex 1 1.0
53 Maintenance- TR-Landfill Mechanic III, Wheeled, M & Hv Nex 1 1.0
Nex=Non-exempt for overtime
Ext= Exempt for overtime
BS = Broad Street Shop
TR = Tobacco Road Shop
FS = Fire Shop at Broad Street
EVT = Emergency Vehicle Technician
MIS = Managed Information System
LV = Light Vehic1e
M & Hv = Medium and Heavy Trucks
Note: Position number 41- Mechanic III - Small Engine is a seasonal position from April through
September.
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AUGUSTA FLEET MAINTENANCE AGREEMENT
ATTACHMENT B
PENALTIES
Section Performance Requirement Penalty Penalty
(pa2e) 1 st Event 2nd & Subsequent
9 (16/17) Failure to carry necessary insurance $5,000.00 Contract
Termination
12 (18) Failure to inform FM of accident $500.00 $1,000.00
Failure to notify FM of General Manager
3.1.2.1 temporary absence $500 $1,000
3.1.2.2 Failure to acquire ASE Blue Seal for repair
(21/22) facilities $5,000.00 Contract
Termination
Section 11 (18) Failure to comply with Job Safety Compliance
3.6 (32/33) $500.00 $1,000.00
3.3.6 (30) Failure to obtain proper licenses/permits $5,000.00 Contract
Termination
3.4 (31) Lapse of proper security measures Actual damages Actual damages
Failure to dispose of hazardous waste in Total of any Total of any fine
3.7 (34) accordance with all laws fine assessed assessed
Failure to maintain records regarding waste Total of any Total of any fine
3.7 (34) disposal fine assessed assessed
4.2.3/4.2.4
(37)-4.6.1 (39) Failure to perform mandated inspections $1,000.00 $2,000.00
5.1.1 (41) Failure to perform repairs within 5 days or a
reasonable time as determined by the FM $50.00 per day $50.00 per day
5.1.9 (43) Service interruptions Cost of Contract
interruption Termination
Failure to perform Seasonal Equipment
5.9.1 (51) Maintenance $100 per unit $100 per unit
7.8 (64) Failure to process and pay vendor invoices $500.00 per $1,000.00 per
within established time frame mVOlce mVOlce
8.4 (66) Failure to provide annual detailed operational Contract
expense report Termination
9.4 (69) Failure to properly administer and/or carry out
Directed Work Non-Payment
14 (18) Failure to conduct required drug testing
Other violations of requirements stated within
the contract. Up to $500 Up to $2,000
NOTE: FM = Fleet Manager
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AUGUSTA FLEET MAINTENANCE AGREEMENT
ATTACHMENT C
DRUG-FREE WORKPLACE CERTIFICATION
I,
of
(contractor/vendor's certifying official)
( company
name)
(address)
certify that a drug-free workplace will be provided for the employees ofthis company during the
performance of this contract pursuant to section 50-24-3 ofO.C.G.A.
I further certify that in accordance with a.c.G.A. 50-24-3 paragraph (a) subsection (2), that
should this company require the services of a subcontractor as part of this contract, that all
subcontractors will be required to provide this company with a certificate of compliance for the
establishment of a Drug Free Work Place.
I understand that a drug-free work place may be provided by my:
1. Publishing a statement notifying employees that the unlawful manufacture, sale,
distribution, dispensation, possession, or use of a controlled substance or
marijuana is prohibited in the contractors/subcontractor's workplace and
specifying the actions that will be taken against employees for violations of such
prohibition;
2. Establishing a drug-free awareness program to inform employee about:
a. The dangers of drug abuse in the workplace;
b. The contractor's/subcontractor's policy of maintaining a drug-free workplace;
c. Any available drug counseling, rehabilitation, and employee assistance
program; and
d. The penalties that may be imposed upon employees for drug abuse violations.
3. Providing each employee with a copy of the statement provided for in paragraph
1 above.
4. Notifying each employee in the statement provided for in paragraph one above,
that as a condition of employment, the employee shall:
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AUGUSTA FLEET MAINTENANCE AGREEMENT
a. Abide by the terms of the statement; and
b. Notify the contractor/subcontractor of any criminal drug stature conviction for
a violation occurring in the workplace within five days of the conviction;
5. Notifying the contractor principal representative within ten days after receiving
from such an employee or a subcontractor a notice of conviction as provided
under paragraph 4b, above or otherwise receiving actual notice of such a
conviction;
6. Making a good faith effort on a continuing basis to provide a drug-free workplace
for employees; and
7. Requiring that such contractor/subcontractor include in any agreement or contract
with a subcontractor a provision that such subcontractor will provide a drug-free
workplace for his employees by complying with the provision of paragraphs 1, 2,
3,4, and 6 as listed above.
(Signature)
(Printed Name & Title)
75