CITY OF CORONADO
REQUEST FOR PROPOSAL
TOWING SERVICES
City of Coronado, California
Request for Proposal (RFP)
TOWING SERVICES
NOTICE IS HEREBY GIVEN that the City of Coronado, California, is requesting proposals from qualified vendors to provide towing services.
Vendors have the option of sending their proposal via standard mail or delivery. Vendors are solely responsible for ensuring their proposals are received by the City by the submittal deadline. Proposals must be received by no later than 2:00 p.m., Pacific Standard Time, Monday, March 2, 2009, at the following address:
City of Coronado
Police Services
Attn: Laszlo Waczek, Commander
700 Orange Avenue
Coronado, CA 92118
One (1) original and four (4) copies of the proposal are required. The original copy must be signed by a representative authorized to bind the company. Proposals submitted by facsimile or email are not acceptable and will not be considered. Proposals are to be submitted in sealed packages with the name of the vendor and RFP title clearly marked on the outside of the package.
Failure to comply with the requirements set forth in this RFP may result in disqualification. Proposals and/or modifications received subsequent to the hour and date specified above will not be considered. Submitted proposals may be withdrawn at any time prior to the submission time specified in this RFP, provided notification is received in writing before the submittal deadline. Proposals cannot be changed or withdrawn after the submittal deadline. No handwritten notations or corrections will be allowed.
The City reserves the right to reject all proposals and to waive any minor informalities or irregularities contained in any proposal. Acceptance of any proposal submitted pursuant to this RFP shall not constitute any implied intent to enter into a contract.
The contract award, if any, will be made to the vendor who, in the City’s sole discretion, is best able to perform the required services in a manner most beneficial to the City of Coronado.
INQUIRIES: Direct questions for clarification of this RFP, in writing, to Laszlo Waczek, Commander, at , or via fax: (619) 435-1329.
1. INTRODUCTION
1.1Purpose. The City of Coronado, California (City) is seeking proposals from qualified vendors to provide towing and impound services for the Police Department and other City departments.
1.2The City. The City of Coronado encompasses 7.4 square miles and has a population of approximately 26,000 residents. Located in south western San Diego County, Coronado was incorporated in 1890. Currently, the Police Department initiates approximately 800 to 1,000 tows annually.
1.3Time Line. It is anticipated that the towing and impound service provider(s) selected through this Request for Proposal will commence operations for the City on or about May 4, 2009.
1.4Length of Contract. It is anticipated that the duration of agreement(s) resulting from this process will be three (3) years. Extension options may be mutually negotiated.
1.5Number of Towing & Impound Service Contractors. It is the City’s intent to enter into agreements for the provision of towing and impound services with no fewer than two (2) and no more than three (3) firms as a result of this Request for Proposal. However, the City reserves the right to award more or less agreements at its sole discretion.
1.6Acceptance of Terms and Conditions: Response to this Request for Proposal shall be evidence of the respondent’s acceptance of the General and Special Conditions as enumerated by Sections 7 and 8of this Request for Proposal. Any exception or deviation from said requirements must be clearly identified as provided for in this Request for Proposal.
2.SCHEDULE FOR SELECTION AND AWARD
2.1The following schedule is anticipated with regard to this RFP unforeseen circumstances may delay implementation process:
1.Release of RFP………………………...... February 2, 2009
2.Proposal Due Date……………………….March 2, 2009
3.Evaluation of RFP Submittals…………..March 30, 2009
4.Notice of Selection……………………….April 6, 2009
5.Approval of Contract Award and
Negotiated Agreement by City Council…April 21, 2009
6.Implementation Commences……………May 4, 2009
3.EVALUATION PROCESS
3.1Evaluation Process. Proposals will be evaluated according to the requirements, evaluation criteria, and process outlined in this Request for Proposal. All proposals submitted will be screened, evaluated, and ranked by an evaluation team selected by the Chief of Police or designee.
3.2Interviews. After written proposals have been reviewed, interviews and/or site inspections with prospective tow companies may be scheduled. The company principal who will be directly responsible for administering the contract should be present for any and all interviews.
3.3Evaluation Team Recommendation. The Evaluation Team, based upon the number of proposals received, may select a short list of best qualified vendors for this service. The Evaluation Team may interview the representatives on the short list, but reserves the right to make its selection recommendation based solely upon the evaluation of the written proposals, reference checks and/or site inspections.
4.PROPOSAL CRITERIA
4.1Minimum Qualifications
4.1.1Tow Company Information: Provide the following data for the firm making the proposal:
A.Company Name, Address, and Phone Number.
B.A brief company/corporate history, including: years firm has been in business; years firm has been at its current location; number of permanent full-time employees at firm; and current annual volume of business.
C.Type of business (i.e., corporation, partnership, etc.).
D.Names, Titles and California Drivers License numbers for all persons owning a financial interest in the business.
E.Applicable corporate, partnership, and/or shareholder’s agreements including any amendments thereto and any other documents and/or state filings, that relate to the existence, good standing, and ownership of the business.
F.Note any pending litigation in which the business positions described herein or its owners is/are a plaintiff or defendant.
G.Name and list all persons occupying key management positions with the business.
H.Identify a single point-of-contact for all issues related to the provision of towing and impound services for the City.
4.1.2 Demonstration of Similar Experience:The tow company responding to this Request for Proposal must clearly demonstrate that it has been in the towing and impound business for a minimum of three (3) consecutive years. List each public and private agency with which the responding firm currently contracts to provide similar services.
4.1.3References: Provide the names, addresses and phone numbers of three (3) references that can attest to the quality of services provided by the company.
4.1.4 Coronado Business License: The tow company responding to this Request for Proposal must submit proof of possession of a current City of Coronado Business License.
4.2Description of Firm Capability. At a minimum, proposals should provide a thorough and clear description of the firm’s ability to satisfy each of the following elements:
4.2.1Tow Trucks: The following is a complete list of the City’s tow truck requirements. Tow trucks that can demonstrate a functional equivalency to any or all of the requirements of this sub-section may be proposed as an exception as provided for in this Request for Proposals. The firms must currently own and operate a minimum of four (4) trucks including:
A.One (1) Wheel Lift rated at 14,500 Gross Vehicle Weight (GVW).
B.One (1) Roll back rated at 14,500 GVW.
C.One (1) Medium Duty Flatbed rated at 2.5 tons or greater.
D.One (1) Medium Duty truck with wheel lifts or sling capability ratedat15,000 to 20,000 Gross Vehicle Weight (GVW) or greater.
Although not required, it would be preferred if qualified firms owed and operated:
E.One (1) 3 Axle Semi-Tractor with hydraulic or electrical wheel lift or sling capability lift rated at 48,000 Gross Vehicle Weight (GVW) or greater.
Please indicate your firm’s capability to tow and impound vehicles, including semi trailers, and/or public safety (i.e., fire fighting apparatus) vehicles.
4.2.2Tow Truck Equipment & Outfitting: The following is a complete list of the tow truck equipment required by the City.
A.Each truck shall have a winch that is power-driven in both directions and equipped with an adequate braking system.
B.Each truck shall be equipped with the lighting systems as required by California Vehicle Code (CVC) Sections 24605, 24606 and 25253. Additionally, trucks shall be equipped with utility lamp lighting systems that comply with CVC Section 25110.
C.Each truck shall carry the miscellaneous equipment required by CVC Section 27700. Additionally, each tow company shall maintain three (3) sets of dollies for use by tow trucks providing services to the City. It is the City’s preference that each tow truck carries its own set of dollies.
D.Each truck responding to requests for police initiated towing and impound services shall, on both sides of the vehicle, conspicuously bear the company name, address and phone number(s) in lettering that companies with CVC Section 27907.
E.Each truck responding to requests for police initiated towing and impound services shall be equipped with radio communications equipment capable of effecting two-way radio communications between the truck and the tow company’s dispatching operation. Citizens Band radios shall not be used to meet this requirement. Mobile Cellular Phones with push to talk direct connect feature would be acceptable and would satisfy this requirement.
4.2.3.Storage Yard: Each responding firm shall have a vehicle impound storage and yard within the County of San Diego and within 6driving miles from the City limits. The storage yard shall meet all applicable City requirements enumerated in Section 6 of this Request for Proposal. Respondents shall identify the exact location(s) and size of the storage yard(s) proposed to be used for vehicles towed at the request of the City.
4.2.4Tow Truck Maintenance:Each truck responding to requests for police initiated towing and impound services shall be well maintained and clean on the exterior and interior and should reflect the clean image of the City of Coronado.
4.2.5CHP Inspection Certification:Respondents shall demonstrate that their firm’s tow truck fleet has passed a California Highway Patrol (CHP) tow truck safety inspection within the past twelve (12) months. Any agreement with a tow company selected to provide towing and impound services for the City shall include a condition that the firm annually shows proof that every vehicle providing services to the City has passed a CHP tow truck safety inspection.
4.2.6Tow Truck Operator Appearance and Hygiene: Tow companies shall provide tow truck operators with uniform attire that consists, at a minimum, of a collared shirt. The collared shirt shall have either a patch or permanent insignia on the upper sleeve or chest that conspicuously identifies the company employing the operator. Company issued uniform attire shall be kept clean and in good repair. Tow truck operators shall maintain a reasonable standard of personal hygiene while responding to requests for Police initiated towing and impound services.
4.2.7 Courteous Customer Relations. Tow companies shall courteously provide any information required by claimant to effect the release of the impounded vehicle including: confirming that a particular vehicle is in the tow company’s possession; directions to the location of the vehicle, the method of securing its release, documentation required, applicable charges and fees required to be paid and terms of payment.
4.2.8 Towing and Impound Service Charges and Fees Posted Conspicuously. The schedule of City approved Towing and Impound Service Charges and Fees presented in 4.4.3 shall be posted in a conspicuous place at all locations where the tow company does business. This posting shall also include all instructions necessary for consumers to affect after-hours vehicle release.
4.2.9 Consumer Complaints. Tow companies shall display in a conspicuous manner, at every place of business from which Police initiated towing and impend services are rendered, City issued “Consumer Complaint” forms. Such forms shall be provided by the City, at the City’s expense, and shall be made available to tow companies. The Chief of Police or his/her designee will review such complaints.
4.3Scope of Services. Clearly describe your firm’s ability to provide the following services to the City of Coronado, based on the criteria set forth herein:
4.3.1Response Time: Tow companies shall arrive on scene to requests for towing services within twenty (20) minutes of being notified by the Police Department.
4.3.2 Removing Motor Vehicles: Tow companies shall, at the request of the City, move, tow away and impound motor vehicles which are under the authority California Vehicle Code or Coronado Municipal Code, declared by the City to be: illegally parked, abandoned, have been involved in a traffic collision, or constitute an obstruction of traffic due to mechanical failure or operator negligence or arrest or abandoned. Such services are required on a twenty-four-hour-a-day, seven-day-a-week basis.
4.3.3 Removal of Inoperable City Vehicles: The City may, from time-to-time, require the removal of inoperable City vehicles from the public right-of-way and tow such vehicles to an appropriate City facility. Such services shall be provided by the tow company first up on the Call List at rates that shall be set at a future time. Occasionally, the City’s Police Department may require the response of the on call tow company to assist with the changing of flat tires. Such service shall be provided by the tow company first up on the Call List at no charge to the City for the first two (2) tire changes during the tow company’s rotation. Any tire changes after the initial two (2) during the tow company’s rotation will be charged to the City at a cost to be established during negotiations.
4.3.4 Abandoned Vehicle Abatement:The tow company occupying the first position on the Call List shall, at the request of the City, remove and impound up to ten (10) vehicles from private property, or from public right-of-way, which are declared abandoned by the City. As tow companies rotate to the top of the list, they may not waive responsibility to remove the next ten (10) vehicles, passing the request to the next tow company on the list. Failure to comply with aforementioned requirement could result in termination of violating tow company’s contract with the City. Such services will be provided from 7:00 a.m. until 5:00 p.m., Monday through Friday at no cost to the City.
4.3.5 On-Scene Duties:Upon arriving on-scene, tow company employees shall report to the Peace Officer in charge and discharge their duties in accordance with the following conditions:
A.Tow companies shall make every reasonable effort to comply with direction provided by the officer-in-charge.
B.Tow companies shall be responsible for making an accurate damage assessment for each vehicle towed and recording said damage assessment on City approved forms and signed by an authorized tow company employee.
C.Tow companies shall be responsible for making an accurate content inventory for each vehicle towed and recording said vehicle’s inventory on City approved forms and signed by an authorized tow company employee.
D.Tow companies shall be responsible for removing and appropriately disposing of collision-related debris from the public right-of-way to ensure public safety.
E.Tow companies may make any emergency alterations reasonably required to safely move and/or tow vehicles.
4.3.6 Vehicle Impounds:Subsequent to removing a vehicle from the public right-of-way or private property, tow companies shall securely impound that vehicle.
4.3.7 Repair and Alteration of Impounded Vehicles. Except as provided for in subsection 4.3.5 E. tow companies shall not make any repairs or alterations of vehicles in their possession without the express written authorization of the vehicle’s registered owner, the registered owner’s insurance carrier, or a verifiable agent of the owner or insurance carrier.
4.3.8Release of Impounded Vehicles: Tow companies shall provide vehicle release services on a twenty-four-hour-a-day, seven-day-per-week basis. Any vehicle release effected outside the hours of 8:00 a.m. to 5:00 p.m. Monday through Friday or on City recognized Holidays, may be subject to the after-hours release fee contained in the City approved Fee Schedule.
4.3.9Access to Stored Vehicles: During regular business hours, tow companies shall, except as restrained in Sub-Section 4.3.10 below, make vehicles stored at the request of the City available to that registered owner, a person who can be verified to be the registered owner’s agent, insurance agents, insurance adjusters, or, representatives of automotive repair businesses for the purpose of estimating or appraising damages. Vehicles impounded as a result of the Serious Traffic Offenders Program will require a written personal property release form from the S.T.O.P. personnel before the registered owner is allowed access to the vehicle.
4.3.10Evidentiary Vehicle Security:Vehicles impounded by the City for investigative purposes shall be held in maximally secured, non-public areas of the tow company’s property until the vehicle is released by order of the City. Any property or other contents of such vehicles shall not be removed by any person other than a Peace Officer or Evidence Technician employed by the City. Property removed from such vehicles shall be recorded as removed on the content inventory and the content inventory dated and signed by a representative of the tow company and the Peace Officer or Evidence Technician removing such property.
4.3.11Records of Services:Tow companies shall keep and maintain records of each vehicle towed at the request of the Police Department for at least three (3) years. At a minimum, these records shall include: date of tow; make and model of vehicle; license plate number, and vehicle identification number (presuming both are readily available); the time the tow company arrived on-scene; and, the fees and charges levied against the vehicle and disposition thereof. The City shall have the right to inspect and audit, without prior notification, tow company’s records at reasonable times during the normal working hours to determine compliance with these record-keeping requirements.
4.3.12Annual Report: On an annual basis, tow companies shall submit a Tow Company Annual Financial Report to the City. The content of such annual reports shall be determined at a later date.