Revised May 7, 2015

Attachment B

Specifications

Event Name: Rescue Truck Remount and Refurbish Services

RFQ (Event) Number: 48400-DOT0000616

Purpose:

The purpose of this solicitation is to establish an Open Agency Contract with one or more qualified Auto Service and Repair facility(s) to provide truck remount and refurbish services for the Georgia Department of Transportation’s fleet of approximately ninety-six (96) rescue trucks. The services to be provided under this contract include but are not limited to; remounting and refurbishing to the body or chassis of said trucks. In addition, Supplier shall perform functional and operational check of the controls, lighting, doors, compressors, cylinders, valves, message boards, and structural integrity of the body. Suppliers shall also perform service or repair of the truck’s systems, components, or parts to ensure the vehicle is fully operational after the remounting and refurbishing services. Estimated contract value is 500,000.00 annually.

In order to be consider for award, Supplier’s service facility must not be more than a two (2) hour drive time from the Georgia Department of Transportation, Office of Equipment Management; 7565 Honeycreek Court, Lithonia, GA 30038. In addition, the Department requires Suppliers to have previously completed a minimum of 25 refurbishes/remountsand have provided service parts and technical assistance for rescue apparatuses.

The Department does not make or imply any guarantee of minimum or maximum number of vehicles or services under the contract. The Department reserves the right to modify existing provisions or include additional provisions, which are not addressed herein. The services offered shall be in accordance with the applicable requirements of these specifications, the contract and the eRFQ.

GDOT Hero Truck Information:

Make / Ford / International
Model / F350/F450 / Terex
Year / 2002 - Present / 2002 - Present
Brakes: / Hydraulic / Hydraulic
Fuel: / Diesel / Diesel
GVW: / GVWR 33000 or less / GVWR 33000 or less

* This description represents the truck make/modelscurrently in use by the department. The make and model of these vehicles are subject to change.

Documentation:

  1. Supplier must provide the service center address of all locations within the two hour drive-time radiusalong with contact information and hours of operation (see eRFQ attachment H)
  2. Supplier must furnish copies of completed bill sheets, itemized invoices or receipts (without prices), as evidence of having previously completed a minimum of 25 refurbishes/remounts and provided service parts and technical assistance for rescue apparatuses.
  3. Suppliers must submit with their bid response, a minimum of three (3) client references from three companies (3) serviced within the last three (3) years; two of which shall be from accounts of similar size, scope, and complexity. Said reference letters shall include a description of the services rendered, customer’s company name, contact name, address, phone number and email address.
  4. Suppliers must provide evidence of qualified vehicle technicians. Evidence includes a copy of trade school diploma, certificate, proof of completion of advanced course work, or certification by the National Institute for Automotive Service Excellence.
  5. The maximum allowed to subcontract for any one job within these specifications is thirty percent (30%).Supplier shall include with bid response an explanation of any service or repair work specifically mentioned in these specifications that will be or could be subcontracted.
  6. Supplier shall provide the price list/time guide to be used when calculating the labor rates and the number of hours required to make repairs in your bid response.

Service Specifications:

All service provided must meet the Occupational Safety & Health Administration’s (OSHA)standards. No service shall be performed without prior written authorization from the Department, Office of Equipment Management (OEM) On-Site Agent (see contract Paragraph 101 A).Work performed without such authorization shall be done at no cost to the Department. Upon request (written or verbal), Supplier shall perform:

  1. Vehicle Inspection:Complete inspection /checkup of the service body within one week of the request between Mondays and Thursdays:
  1. Inspections shall be performed at Georgia Department of Transportation, Office of Equipment Management; 7565 Honeycreek Court, Lithonia, GA 30038.
  2. Service Body (If applicable): Structure, welds, body isolators, bolts, hoses, wiring harnesses, valves, doors, door seals/pins/hinges, door latches/retainers, lighting, paint, rear bumpers, hitches etc.
  3. Chassis: Truck frame, aerial sub-frame, suspension, Power Take Off, pintle hook, and components of the brake, steering, electrical, air, hydraulic, exhaust, and cooling systems, etc.
  4. Front Bumper: Mounting bolts and welds, attachment welds, etc.
  5. Message Board: Upper and lower bearing attachment weld and bolts, vertical movement of bearing, and proper torque on all bearing bolts. etc.
  6. Emergency Lighting: Check proper operation of all emergency wiring. Inspect all wiring harnesses, etc.
  7. Hydraulic System: Check and replace as needed. etc.
  1. Written Estimate:Upon completion of the vehicle inspection, Supplier shall provide to the Department a written estimate of the service/repair work needed. The written estimate shall be itemized, to include all cost associated with the repair.
  1. Estimates provided to the Department shall include:
  2. The charge for the repair work, setting forth the number of hours, the labor price charged for each hour and the itemized amount charged for parts.
  3. Transport cost (by job, if applicable)
  4. Services to be performed by subcontractor shall be clearly notated
  5. If a part is supplied by the Department, a statement indicating that the part was supplied by the Department shall be notated.
  6. Name and address of the repair shop,the date the estimate was created, vehicle identifying information (year, make, model and registration number), and the vehicle odometer reading at the time the estimate was created.
  7. Parts warranty shall be included with the estimate
  8. Only the issuance of a Purchase Order by the Department to the Suppliershall indicate acceptance of estimate and authorization to perform services.
  9. Work performed shall not exceed the original estimate without the prior written approval of the Department contact person. The department may request estimates be modified to include damages noted on the Vehicle Condition Report (see “Logistics”).
  10. The Supplier should take into consideration that the number of estimates the supplier provides equals the number of vehicles the supplier may have to service. Each estimate applies to a vehicle which is subject to the 120 calendar days lead time. It is the Supplier’s responsibility to inform the Department of how many vehicles the Supplier can service at one time if the supplier provides more than one estimate.
  11. Discovery Items: Items realized through discovery will be handled as follows:
  12. Supplier shall notify the Department in writing by providing a new estimate that references the discovery items
  13. Supplier shall perform the repair/service upon the approval of the Department
  14. Approval from the Department shall be indicated by issuance of updated purchase order showing the new estimated cost
  15. Surcharges for discovery are not permitted.The Department will pay the one rate for labor andone rate parts as quoted in the bid response and subsequent signed contract.
  16. Service and parts performed as a result of discovery shall be referred to as Discovery items.
  1. Truck Remount and Refurbish:

The Department shall use the Supplier’s estimate to determine if the vehicle will be considered for remount or refurbishment. All remount and refurbish services are to be performed at the Supplier’s facility located with the two hour drive radius including vehicles that are immobile based on their condition. Upon issuance of a purchase order by the Department to the Supplier for refurbish or remounting services, the following specifications shall apply:

a.Logistics:

  1. The Supplier shall be responsible for transport of both mobile and immobile vehicles to their facility for services and back to the Department upon completion of service/repairs. Vehicle (s) shall be returned to Equipment Management Motor Pool (7565 Honeycreek Ct., Lithonia, Ga. 30038) upon completion of services.
  2. Supplier shall schedule with the Department transport of vehiclesat least two business days in advance. Pick up and returns shall be scheduled between Mondays and Thursdaysbetween the hours of 7:30 a.m. to 4:30 p.m. (No transports will be scheduled for any time after 4:30 p.m.ET).Supplier must immediately notify the Department if schedule cannot be made as specified.
  3. Supplier shall examine each vehicle in advance of taking possession of the vehicle. Upon said examination, any existing damages not included in the estimate shall be notated on the Vehicle Condition Report provided by the Department (Annex D). The Vehicle Condition Report shall be completed and signed by both parties at pick up and return of the vehicle. Any damages found when the vehicle is returned that are not recorded on the preceding condition report will be the responsibility of the Supplier to repair without any additional cost to the Department.

b.Repair /Replacement / Transfers of Service Bodies to New or Existing Chassis:

  1. Remount: Prep new chassis for remount of unit, and mounting frame. All hardware, screws, etc. which attach to the module body shall be graded bolt that meets or exceeds industry standards. Install remounted body assembly with frame rails to the new chassis. Install existing or new front bumper as determined by the Department.
  2. Refurbishment: Full refurbishments replace or repair every component. Inspect all exposed structural framing, welds; tie down braces, doors and hardware, door seals, and gussets for cracks, warpage, excessive wear, and corrosion. Provide detailed photos to accurately communicate the condition and configuration of the apparatus. Provide welding and fabrication services. All welding or plasma cutting on truck/body shall be made following manufacturers guidelines.
  3. Replacement of Utility Body:Supplier shall provide estimate for a utility body equivalent to the size, dimension, features and quality of the damaged body that is being replaced or as specified by the Department. Supplier shall supply and install a new Knapheide, Omaha or approved equivalent utility body. Supplier will provided service body and installation services; when approved by the Department.
  1. Power Take Off: Install new PTO, Pump system,emergency DC pump system and pump assembly.
  2. Upon completion of services the Supplier will conduct a test of the full capabilities, performance and safety of the vehicle.

c.Paint and Body Work:

  1. Accident Repair
  2. Complete re-paint
  3. Corrosion repair
  4. When provided with a new chassis the Supplier will re-paint the body and/or truck cab to match chassis.
  5. Any openings made into the module body shall be treated with a corrosion inhibitor.
  6. Removeall decals for painting and replaceafter paint has dried.Supplier shall replace all manufacturer decals, load capacity charts, safety/hazard warning, etc. Decals shall be securely re-posted on the vehicle. These decals shall be weather resistant and of sufficient size (easily identified).
  7. Provide and install Mud Flaps. Unit shall be equipped with anti-spray and anti-sail mud flaps. The mud flaps shall not have any dealer or manufacturer’s logo on the mud flaps.

d.Hydraulics Cylinders, Pumps, Hoses, Tools, Diagnostics, and Repairs:

  1. Hydraulic System; Check and replace as needed
  2. Chassis and transmission reprogramming
  3. Replace all oil and filters for hydraulic system.
  4. Replace/repair leaking hoses and fittings

e.Electrical and Lighting:

  1. During remount or refurbishment services, damaged chassis wire harnesses shall not be used. The body wire harness shall be of automotive quality with plug in sections. The harness shall run inside the rear steel body reinforcements.
  2. Replace all required electrical accessories to remounted unit.
  3. Repair any electrical shorts.
  4. Install any accessory add-ons which include but limited to new lights and wire kit for service body. All lights to have a steel protective cover on the inside to protect them from the moisture and chips. An electric brake control with (7) pin RV style prong and (4) prong flat trailer plug are to be furnished at the rear.
  5. Install new lights and wire kit for service body and truck chassis as determined by the Department. Install new 7 way flat pin RV style trailer receptacle, transfer all required electrical accessories from existing unit to new unit.
  6. Install new Maxxima 36” (or approved equal) LED Rope Lighting inside service body, switched in cab on the Factory switch pack.
  7. Install other lights and LED upgrades, D.O.T. lighting and Emergency Warning Lights.

f.Service Manual and Video:

Provide two (2) Service and Parts Manuals for new components and parts.Electronic versions are acceptable.

Performance Specifications:

1.Lead Times:

  1. Upon receipt of Purchase Order from theDepartment to perform services, the Supplier will have thirty (30) calendar days to start work. Supplier must immediately notify the Department of any delay in ordering of parts.
  2. Once the Supplier is notified that the chassis is ready for pickup; the Supplier will have ninety (90) calendar days to complete all work and return vehicle (s) back to the Department.
  3. Total Lead Time shall not exceed 120 calendar days (time to begin work and complete work).
  4. The Supplier must immediately notify (in writing) the Department if it is determined that lead time cannot be met. Notification / justification must provide the nature of the delay and an expected resolution. Any pattern of failure to meet lead time may result in Supplier being assessed liquidated damages or contract termination.

2.Workmanship and Labor:

  1. All work must be completed by qualified service technician.
  2. Services performed shall conform to industry standards, specifications and manufacturing practices.
  3. Supplier shall abide by all generally accepted safety standards/ practices during the performance of their duties.
  4. The Supplier accepts full responsibility for the acts and omissions of their employees or agents acting on behalf of the Supplier.
  5. There will be no additional charges for parts handling fees for equipment or parts supplied by the department.
  6. If a part, component or system is disturbed, after completion of an initially required task, that specific part, component, or system must be replaced in the original or correct configuration and reconfirmed after completion of any repair and prior to returning the system or component to service.
  7. The Supplier is responsible for the performance, inspection and test requirements necessary to ensure operation by manufacturer’s standards and compliance with the requirements of these specifications.
  8. The Department may conduct subsequent inspection to further determine conformance with specification requirements, quality standards, workmanship, and material to but not limited to the aforementioned areas.
  9. Particular attention should be paid to fit and finish, and routing of electrical. Under no circumstances shall any holes, alterations or removal of heat shielding from the manufacturer be performed.
  10. Units shall be clean and free of rust, metal shavings and oils.
  1. Subcontracts:

The maximum allowed to subcontract for work required for each refurbish or remount requested is thirty percent (30%). Payment to subcontractors for work performed shall not exceed thirty (30) percent of the final amount paid to Supplier by the Department (reference Paragraph 108 Subcontracts of the Sample Agency Contract).

  1. Warranty:

The warranties expressed herein are intended to modify the warranties implied by law only to the extent that they expand the warranties applicable to the services provided by the Supplier. The Suppliers warranty and terms below shall be applied in addition to the warranty provisions referenced in paragraph 112of the contract.

  1. All manufacturers’ warranties shall be provided upon request.
  2. The successful Supplier shall act on behalf of the Department in warranty claims against product manufacturer(s).
  3. The Supplier agrees to replace all defective items or parts delivered under this solicitation at no expense to the Department.
  4. The Supplier shall not perform warranty repairs unless the repair facility is certified by the vehicle manufacturer.
  5. Repairs made which are covered by a warranty will not be paid by the Department.
  1. Supplier’s Responsibility (All Services):

a.Supplier(s) shall furnish all necessary supervision, personnel, communication tools, equipment, material/ supplies and other accessories required to perform the services specified in this request. All parts used supplied by Supplier torepair the vehicles covered under the contract shall be new and equal the original equipment manufacturers specifications. The Department reserves the right to supply their own parts or specify a specific brand or type of repair parts.

b.Supplier shall not void any existingmanufactures vehicle or component warranty (s).

c.Supplier shall bear full responsibility for all persons utilized in the performance of this contract. Supplier shall ensure only fully qualified technicians perform the work required.

d.All unused and old parts /components from the Department vehicles must be returned to the Department when the vehicle is returned back to the Department of completed repairs/service. This shall also include vehicle chassis/ body.

e.While in possession of the Department’s vehicle; during transport operations and while at the Supplier service facility; the Supplier is responsible for any and all damages to State equipment or other property while such equipment or other property is in the sole care, custody, and control of Supplier's personnel or persons acting on behalf of Supplier. Supplier hereby expressly agrees to assume all risk of theft, loss and/or damage to any such State equipment or other property in the care, custody, and control of Supplier's equipment, personnel or persons acting on behalf of Supplier. Vehicles in the Supplier’s possession overnight and for an extended period shall be stored in a safe and secure location for protection from theft and environmental dangers.