THE CITY OF IDALOU, TEXAS
REQUEST FOR PROPOSALS (RFP) for
WRECKER SERVICES & IMPOUND STORAGE
301 Main· Idalou , TX 79329 | 806.892-2531
P.O. Box 1277 Idalou, TX 79329{Mailing Address}
CITY OF IDALOU
REQUEST FOR PROPOSALS
WRECKER SERVICES IMPOUND STORAGE
Requests for Proposals (RFP) addressed to the City of Idalou will be received until July 5, 2017 at 5:00 PM, at 301 Main, Idalou , TX 79329. All Requests for Proposals must be in the City of Idalou’s possession on or before the scheduled date and time (no late RFP will be accepted).
RFP responses received after the deadline will not be considered. The City shall evaluate the RFP on the basis of ability, experience, and ability to perform the work and factors identified within the attached RFP solicitation.
The City of Idalou reserves the right to refuse and reject any or all responses, waive any or all formalities or technicalities, accept the response or portions of the response determined to be the best value and most advantageous to the City, and hold the responses for a period of 120 days without taking action. The City of Idalou reserves the right to accept responses from only one or more than one business determined to be the best option for the City. Respondents are required to hold their responses firm for the same period of time.
Hand-delivered
City of Idalou
301 Main
Idalou , TX 79329
Courier Submissions:
City of Idalou
P.O. Box 1277
Idalou , TX 79329
LABELING INSTRUCTIONS: Envelopes must be clearly marked:
CITY OF IDALOU
WRECKER SERVICES IMPOUND STORAGE PROPOSAL
CITY OF IDALOU
INSTRUCTIONS TO RESPONDENTS
I. DEVIATION FROM SPECIFICATION/ REQUIREMENTS
Please read the requirements thoroughly and be sure that your response complies with all requirements/specifications noted. Any variation from the solicitation requirements/specifications must be clearly indicated by letter, on a point-by-point basis, attached to and made a part of the RFP. If no exceptions are noted, and you are the successful respondent, the City of Idalou will require that the service(s) be provided as specified.
II. PURPOSE
The purpose of these specifications/requirements and RFP documents are to award a
Contract/Service Agreement for:
WRECKER SERVICES IMPOUND STORAGE III. INTENT
The services to be provided under the RFP shall be in accordance with and shall meet all specifications and/or requirements as shown in this solicitation for Request for Proposal (RFP). There is no intention to disqualify any respondent who can meet the requirements.
IV. SUBMITTAL OF RFP
RFP shall be submitted in an envelope as referenced on the attached solicitation. RFP WILL be accepted in person, by United States Mail, or by private courier service. RFP WILL NOT be accepted via oral communication, telephone, electronic mail, telegraphic transmission, or facsimile transmission. RFP may be withdrawn prior to the above scheduled time set for closing. Alterations made before RFP closing must be initiated by respondents guaranteeing authenticity. Submittal of a response to this RFP constitutes an offer by the respondent. Once submitted, the RFP becomes the property of the City of Idalou and as such the City reserves the right to use any ideas contained in any response regardless of whether that respondent/business is selected. Submission of an RFP in response to this solicitation, by any respondent, shall indicate that the respondent(s) has accepted the conditions contained in the RFP, unless clearly and specifically noted in the RFP submitted and confirmed in the contract between the City and the successful respondent. RFP which do not comply with these requirements may be rejected at the option of the City. RFP must be filed with the City of Idalou before the deadline day and hour. No late RFP will be accepted. All late RFP will be returned to respondent (if properly identified). Failure to meet RFP requirements may be grounds for disqualifying a response.
Hand-delivered
Hand-delivered
City of Idalou
301 Main
Idalou , TX 79329
Courier Submissions:
City of Idalou
P.O. Box 1277
Idalou , TX 79329
V. ASSIGNMENT
Respondents are advised that the City of Idalou shall not allow the successful respondent to sell, assign, transfer, or convey any part of any contract resulting from this RFP in whole or in part, to a third party without the written approval of the City Council for the City of Idalou. If such approval is granted, the sub-contractor will be obligated for all charges and other contractual obligations as if the sub-contractor were a part of the winning Respondent’s company.
VI. PREPARATION OF RFP
Responses MUST give full business name and address of respondent, and be manually signed. Failure to do so will disqualify your submittal. The person signing the response must show title or AUTHORITY TO BIND BUSINESS IN A CONTRACT. Business name and authorized signature in blue ink must appear on each page that calls for this information. The legal status of the Respondent whether corporation, partnership, or individual, shall also be stated in the submittal. A corporation shall execute the submittal by its duly authorized officers in accordance with its corporate by-laws and shall also list the state in which it is incorporated. A partnership Respondent shall give full names and business addresses of all partners. All partners shall execute the submittal. Partnership and Individual Respondents shall state in the submittal the names and addresses of all persons with a vested interest therein. The place of residence of each respondent, or the office address in the case of a firm or company, with county and state and telephone number, shall be given after the signature. Any costs associated with assembling this submittal will be at the sole expense of the respondent.
VII. TIME ALLOWED FOR ACTION TAKEN
The City of Idalou may hold RFP responses 90 days after submittal deadline without taking action. Respondents are required to hold their RFP for same period of time.
VIII. RIGHT TO REJECT/AWARD
The City of Idalou reserves the right to reject any or all RFPs, to waive any or all formalities or technicalities, and to make such awards of contract as may be deemed to be the best value and most advantageous to the City of Idalou. The City of Idalou reserves the right to accept responses from either only one or more than one Respondent/business as determined to be the best option for the City.
IX. AWARD
Award shall be made to the respondent or respondents who, in the opinion of the City of
Idalou , is the best qualified and can provide the best service and value for the City.
X. RESPONDENT ALTERATIONS/AMENDMENTS TO RFP
RFP response CANNOT be altered or amended after the opening deadline. Alterations made before opening time must be initialed by respondent guaranteeing authenticity. No RFP may be withdrawn after opening time without reasonable exception in writing and only after approval by the City of Idalou.
XI. LIST OF EXCEPTIONS
The respondent shall attach to the RFP a list of any exceptions to the specifications/requirements, on a point-by-point basis.
XII. INTERPRETATIONS
Any questions concerning the requirements or scope of work with regards to this solicitation for Request for Proposals shall be directed to the designated individuals as outlined in the RFP. Such interpretations, which may affect the eventual outcome of this solicitation for Request for Proposals, shall be furnished in writing to all prospective respondents via Addendum. No interpretation shall be considered binding unless provided in writing by the City of Idalou in accordance with paragraph entitled “Addenda and Modifications.”
XIII. SYNONYM
Where in this solicitation, RFP for SERVICES is used; its meaning shall refer to:
WRECKER SERVICES IMPOUND STORAGE A. Background
The City of Idalou is seeking Proposals from qualified Respondents to provide municipal towing and wrecker services within the City of Idalou, Texas on a twenty- four (24) hour, seven (7) day a week, three hundred sixty-five day (365) a year basis.
Any contract resulting from this solicitation shall be non-exclusive and shall be awarded with the understanding and agreement that it is for the sole convenience of the City. The City reserves the right to obtain like goods and services from other sources. Selected respondents will not be guaranteed a minimum or maximum amount of work.
B. Purpose
SCOPE OF WORK
The Respondent must be able to provide all labor, equipment and material to safely remove any vehicle from public streets, ways or other public property as directed by the City Administrator, Chief of Police, Fire Chief, EMS Director or Director of Public Works, or their designated representative.
The Respondent must be able to provide and use as necessary materials needed to clean up and/or to contain normal fluid spills such as, but not limited to, radiator fluid, gasoline leaks, oil leaks, said cleanup shall be in accordance with local, state and federal
regulations. This requirement does not include large, abnormal spills that require
HAZMAT or truck transport companies to respond.
Respondent shall prepare specific responses to address the following items:
Service and Equipment Requirements. Respondent shall maintain available at all times must have at least two roll-backs and one large semi. All vehicles and equipment shall meet the minimum vehicle safety standards as set forth by the Texas Department of Public Safety and shall display unexpired Texas motor vehicle inspection stickers. The Respondent shall provide the City with a copy of the unexpired active Tow Company and Vehicle Storage Facility licenses issued by the Texas Department of Licensing and Regulation.
Storage Facility Requirement. Respondent shall have available and maintain a secure area for the storage of impounded vehicles in accordance with the Texas Department of Licensing and Regulation guidelines and be enclosed by a security privacy fence. The Storage Facility must have current VSF license from TDLR and maintain license during the entire duration of the contract, if awarded. The secured storage facility must be within (10) ten miles of the city limits of the City of Idalou, Texas.
Response Time Requirement. The Respondent shall be able to provide and maintain a telephone system that is operated in person twenty-four (24) hours a day and respond to the location as directed by the Police Dispatcher within twenty (20) minutes after notice. City-owned vehicle or assist calls other than police business must have a thirty-five (35) minute response time.
Personnel Requirement. Respondent shall maintain sufficient personnel on staff to perform all obligations hereunder. Respondent shall obtain clearances from the Police Department on all wrecker operations. The Respondent shall provide sufficient number of personnel to perform all of its obligations under any awarded contract. Any driver whose Incident Management Tow License is revoked is not authorized to operate under any awarded contract resulting from this RFP and the City reserves the right to disqualify any respondent for failure to disclose this information or if it receives knowledge of a revocation. All of Respondent(s) drivers must be certified in accordance with the Texas Department of Licensing and Regulation Incident Management Towing Operator requirements. Respondent shall provide documents to verify the certification for all drivers with the response to this RFP in additional to all supporting information in Exhibit
A. Receipt for Vehicle Requirement.
Respondent shall provide each vehicle owner or agent at the scene a receipt verifying transportation and/or storage of vehicle. The receipt will contain at least the following information:
a. Case Number - Assigned by the police officer. b. Identification of the vehicle.
c. Identification of the driver/owner.
d. Date/time and location of the occurrence.
e. Destination and cost of the tow/impound to include any added fees. f. Notation of whether or not there is a "hold" on the vehicle.
Inventory Requirement. Winning Respondent(s) shall provide the City of Idalou a monthly inventory log of all vehicles which are in an impoundment status. The inventory log shall include case number, invoice number, vehicle and registration information, date and time of impoundment, hold status to include date of release, name of person releasing vehicle and current amount of storage fees assed, and any release dates. Monthly inventory will be sent via email to the Idalou Police Department Records Unit (email address will be provided by the agency), Attention: Vehicle Impounds.
Charges & Fees. Respondent must post prominently in Respondent’s place of business
a current list of fees as approved by the City.
Respondent shall provide the following information for each maximum fee that may be charged for towing service and vehicle storage:
a. Towing of light weight vehicles = up to 10,000 lbs.
b. Towing of medium weight vehicles = 10,001 to 26,000 lbs.
c. Towing of heavy weight vehicles = 26,001 lbs. or greater
d. Towing of motorcycles
e. Any Rate or fee changes associated with
time of day or night, days of the week or holidays
f. Towing of city owned or leased vehicles
g. Mileage charge per mile inside and outside the city
h. List all specialty equipment or service fees such as
removal of drive shaft, use of dolly, vehicle removal prep, fuel charges,
Hazmat, excessive clean up, etc… (to include flat rate or hourly)
i. Daily Storage Fee for vehicles on police hold/evidence
(include maximum charge, if any)
j. Daily Storage Fee for vehicles not on police hold, if different
k. Release of Vehicle (normal business hours and non-business hours)
Wrecker Slip Requirements: Respondent must provide the following information on each wrecker slip:
1. Customer Name;
2. Date, Time of Tow (Arrival & Departure);
3. Requested by and Phone Number;
4. Year, make, model, color and FULL VIN (No Partial).
5. License Plate (if available);
6. Pickup location;
6. Delivery to location (Taken to);
7. Total charge to include any special requirements, equipment, additional charges and/or fees, etc., other than standard bid pricing.
8. Indicate vehicle status (POLICE HOLD and Release Authorized Date)
Equipment Information Sheet: Respondent must provide a list of all vehicles that will be used during towing of vehicles in the City as follows: