EXHIBIT A - Scope of Services - · PDF fileExhibit “A” – Scope of Services A-1 ... ATTACHMENT B - FLEET Printout and Work Codes ... The Florida Department of Transportation

RFP-DOT-14/15-4006TB Exhibit “A” – Scope of Services

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EXHIBIT A SCOPE OF SERVICES

MAINTENANCE AND REPAIR OF FDOT VEHICLES AND EQUIPMENT

AT THE BROWARD OPERATIONS CENTER

I. PURPOSE……………………………………………………………………………….A-3 II. TERMS AND CONDITIONS…………………………………………………………...A-3

A. General .......................................................................................................... A-3 B. Term of Service ............................................................................................. A-4 C. Competence of Vendor ................................................................................... A-5 D. Performance Warranty ................................................................................... A-5 E. Failure to Perform ........................................................................................... A-5 F. Remedies ....................................................................................................... A-6

III. ADMINISTRATIVE REQUIREMENTS ................................................................. A-6

A. Vendor Qualifications ..................................................................................... A-6 B. Vendor Personnel ........................................................................................... A-6

i) General ............................................................................................... A-6 ii) Required Vendor Personnel ............................................................... A-7 iii) Vendor Contract Manager .................................................................. A-8 iv) Vendor Project Manager ..................................................................... A-8

C. Vendor Management Functions ..................................................................... A-9 i) Customer Service ............................................................................... A-9 ii) Equipment Maintenance Management ............................................. A-10 iii) Information Management .................................................................. A-10 iv) Repair Parts Management ................................................................ A-11

D. Subconsultants ............................................................................................. A-12 E. Facilities and Capital Equipment .................................................................. A-12

i) Vendor Furnished Equipment and Supplies ..................................... A-12 ii) Use of FDOT Facilities and Capital Equipment ................................ A-13

F. Transition ...................................................................................................... A-15 i) Phase-In Transition ........................................................................... A-15 ii) Phase-Out Transition ........................................................................ A-16

G. Waste Management ..................................................................................... A-16 H. Manufacturer’s Warranty and Recall Work ................................................... A-17 I. Reporting ...................................................................................................... A-17 J. Records Keeping ......................................................................................... A-19

IV. STATEMENT OF WORK ................................................................................... A-19

A. Vendor Responsibilities ................................................................................ A-19 i) Basic Services .................................................................................. A-19 ii) Special Services ............................................................................... A-20 iii) Basic Services, Small Equipment ..................................................... A-21 iv) Special Services, Small Equipment .................................................. A-21

B. FDOT Responsibilities .................................................................................. A-22


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V. TECHNICAL REQUIREMENTS ......................................................................... A-23

A. Preventive Maintenance ............................................................................... A-23 B. Vehicle Safety and Inspections .................................................................... A-24 C. Repairs ........................................................................................................ A-25

i) Repair Services ................................................................................ A-25 ii) Priority Upgrade ................................................................................ A-26 iii) Authorization Limits .......................................................................... A-26 iv) Check and Replenish Fluids ............................................................. A-27 v) Unfinished or In-Progress Repairs .................................................... A-27 vi) Welding ............................................................................................. A-27 vii) Batteries ............................................................................................ A-27 viii) Tires .................................................................................................. A-27 ix) Vehicle Abuse ................................................................................... A-28 x) Accident Repairs ............................................................................... A-28 xi) Miscellaneous Repairs ...................................................................... A-28

D. In-servicing/Out-servicing ............................................................................. A-28 E. Parts, Supplies, and Fluids ........................................................................... A-29 F. Vehicle Storage and Transport ..................................................................... A-30 G. Alternative Fuel Vehicle Maintenance and Repair ........................................ A-30

VI. QUALITY OF SERVICE ..................................................................................... A-31

A. Quality Assurance and Quality Control Program .......................................... A-31 B. Performance Measurements ........................................................................ A-32

i) Downtime Criteria ................................................................................... A-32

VII. DEFINITIONS .................................................................................................... A-32

VIII. ATTACHMENTS ATTACHMENT A - Performance Standards .................................................................... ATTACHMENT B - FLEET Printout and Work Codes ...................................................... ATTACHMENT C - Capital Equipment ............................................................................. ATTACHMENT D - Approximate Facility Layout .............................................................. ATTACHMENT E-1 - Current Vehicle and Equipment Inventory – Basic Services .......... ATTACHMENT E-2 - Inventory Items Excluded from Basic Services …………………… ATTACHMENT F - Preventative Maintenance Requirements for Vehicles & Equipment ATTACHMENT G - Annual Equipment Inspections ......................................................... ATTACHMENT H - New Vehicle/Equipment Preparation and Disposal Procedure ......... ATTACHMENT I - Vehicle and Equipment Life Cycle Criteria .........................................


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I. PURPOSE

The Florida Department of Transportation (FDOT) is responsible for maintaining Florida state roads and interstate highways. The traveling public depends on FDOT to provide vehicles, equipment and services needed to maintain FDOT roadways; therefore, functioning equipment, available when needed, is essential to FDOT’s mission. The Vendor will become an integral part of the FDOT operation and must articulate, verbally and in writing, throughout the selection process, an understanding of their role in providing safe equipment/vehicles.

This is a contract to provide vehicle and equipment maintenance and repair for the Broward Operations Facility. The Broward Operations Facility has one central automotive shop and approximately 364 vehicles and other pieces of equipment. The fleet consists of vehicles and equipment assigned to the Broward Operations Center, the Turnpike District, the District IV Headquarters, and the District Materials and Research Center.

The types of vehicles in this project include, but are not limited to, light, medium, and heavy-duty trucks, dump trucks, street cleaners, cargo and passenger vans, and passenger automobiles, as well as off-road equipment ranging from tractors, to cranes and construction equipment. Non-vehicular equipment includes, but is not limited to, lawnmowers, boats, outboard motors or other equipment with FDOT Mobile Equipment (M.E.) numbers as well as four (4) standby generators, one located in the auto shop, one trailer mounted, one located just east of Building #4611, and one located just east of Building #4243.

Additionally, the Vendor will be responsible for the maintenance and repair of small equipment. Small equipment includes, but is not limited to, gasoline, diesel, pneumatic, and electric powered tools and equipment such as chain saws, pole saws, string trimmers (also known as “Weed Eaters”), edgers, blowers, augers, portable generators, air compressors, jackhammers, concrete mixers, hammer drills, concrete saws, concrete grinders, drill press, circular saws, bandsaws, and other similar equipment. This contract covers approximately 120 pieces of small equipment. A complete inventory is included as attachment “E-1” and “E-2”.

The Vendor will perform all fleet and equipment maintenance and repair work utilizing existing FDOT facilities with the exception of sublet work or emergency field service work that will be performed off site.

II. TERMS AND CONDITIONS

Services shall be performed in accordance with FDOT standard Contractual Services Agreement as well as the following additional terms and conditions:

A. General

The Vendor shall normally provide services during FDOT’s regular business hours. Services performed outside regular business hours will require Department approval. All services shall be available as necessary.


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The Vendor shall certify that it does not discriminate against any employee, applicant, or customer because of race, color, religion, sex, national origin, or disability, and that it complies with all applicable federal, state, and local laws and executive orders.

The Vendor shall be responsible for damage to FDOT’s vehicles and equipment and/or the workplace and its contents caused by the Vendor’s, or Subconsultant’s work, negligence in work, accident, its personnel, or equipment. Any physical damage should be brought to the attention of the FDOT Project Manager. The Vendor shall be responsible and liable for the safety, injury, and health of its working personnel while its employees are performing service work.

The Vendor shall provide all labor and equipment necessary to perform the service, except as otherwise specified by the Department.

The Vendor’s employees shall be no less than 18 years of age and experienced in the type of work to be performed. No visitors, wives, husbands, or children of the Vendor’s employees will be allowed in FDOT shop areas, unless they are bona fide employees of the Vendor or FDOT.

FDOT is committed to maintaining an alcohol and drug free workplace. Selling, possessing, using, or being under the influence of alcohol or controlled substances by Vendor’s employees while in the performance of the service or while on the FDOT premises is prohibited. Violation of this requirement shall result in removal of the employee for services associated with this contract. Any subsequent violation may result in termination of the contract for cause. In addition, Vendor employees shall observe FDOT’s smoking policy, which prohibits smoking in all FDOT facilities, vehicles, and equipment except in FDOT designated smoking areas.

Contracts awarded by FDOT based upon this Project shall not infer or extend exclusive rights to the Vendor.

The Vendor shall be responsible for compliance with the requirements of the FDOT Safe Work Practices and Compliance Standards Handbook to assure safe work practices are observed in work activities and operations conducted at FDOT facilities. The Vendor Contract Manager shall be responsible for the activities of the Unit Manager/Office Head, Supervisor and employees as identified in the Handbook.

B. Term of Service

The initial term of this contract shall be for 37 months, with the option to renew as provided in the basic agreement. Beginning on the date specified in the Notice to Proceed, the Vendor will start the Phase-In Transition period for 30 calendar days. Following the Phase-In Transition period, the Vendor will perform the responsibilities as outlined in this Scope of Services for 36 months. Upon 30 calendar days prior to the completion of the contract, the Vendor will then begin the Phase-Out Transition period. Total length of term of service is 37 months, including the Phase-In and Phase-Out Transition Periods.


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In the event the contract is awarded to the incumbent vendor, the initial term of this contract shall be for 36 months, with the option to renew as provided in the basic agreement. Beginning on the date specified in the Notice to Proceed, the Vendor will perform the responsibilities as outlined in this Scope of Services for 36 months. Upon 30 days prior to the completion of the contract, the Vendor will then begin the Phase-Out Transition period. Total length of term of service is 36 months, including the Phase-Out Transition Periods.

C. Competence of Vendor

To be entitled to consideration, the Vendor shall have available, under its direct employment and supervision, the necessary organization and management team to properly fulfill all the services required under the contract. Only personnel trained in services of this type shall be employed under, and for, the contract.

The Vendor shall provide at their own expense any necessary permits, licenses, certificates or entitlements required for the performance of the services for any portion of the contract, and shall submit copies of all such required items prior to implementation of any services.

D. Performance Warranty

Work performed under this contract shall meet all applicable requirements stated in the contract. The Vendor shall guarantee all work included in the contract against any defect in workmanship; and shall satisfactorily correct, at no additional cost to FDOT, any such defect that may become apparent during a Vendor warranty period. The Vendor shall provide FDOT a warranty period, consistent with industry standards, for all parts and services. In addition, specific warranty periods are as follows:

Engine overhauls are warranted for 36 months or 36,000 miles, Brake overhauls are warranted for 6 months or 6,000 miles, Tune-ups for 12 months or 12,000 miles.

E. Failure to perform

If the Vendor does not maintain or repair vehicles and equipment, or perform services required in the contract (see ATTACHMENT “A” - Performance Standards), FDOT will, at its option:

Require the Vendor to take necessary action to ensure that future performance conforms to contract requirements.

Have the services completed by FDOT staff or by a third party Vendor and charge of the cost incurred by FDOT, or fair market value, billed to the original Vendor directly or deducted from the invoice.

And/or terminate the contract for breach of contract.


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F. Remedies

FDOT expressly reserves any and all legal remedies to which it may be entitled to collect any and all damages directly or indirectly resulting from breach of contract, by the Vendor or any of its agents, representatives, employees, or any other party acting on behalf of the Vendor.

III. ADMINISTRATIVE REQUIREMENTS

A. Vendor Qualifications

The Vendor shall possess a minimum of five (5) years experience in performing preventive maintenance and repair with fleets of comparable size and mix for which the Vendor proposes to provide services and shall provide references as part of their technical proposal.

B. Vendor Personnel

The Vendor shall provide the required staff of experienced personnel, capable of the successful accomplishment of maintenance and repair of FDOT vehicles and equipment included in this contract.

i) General

The Vendor shall utilize experienced, responsible, and capable personnel in the performance of the contract. FDOT reserves the right to restrict the presence at FDOT facilities of Vendor personnel who are identified as a potential threat to the safety, security, and general well being, or operation of FDOT. Vendor personnel shall present an appropriately clean, neat, and professional appearance when at FDOT sites or in/on FDOT vehicles and equipment. All Vendor employees assigned to this contract shall be required to wear uniforms. Uniforms must be in good condition and display a neat appearance at all times. FDOT reserves the right to restrict the presence at FDOT facilities of Vendor personnel who dress unprofessionally or demonstrate unprofessional conduct. Vendor personnel shall carry identification indicating they are Vendor employees.

The Vendor shall comply with U.S. Department of Transportation and Florida Commercial Drivers License (CDL) requirements. The Vendor shall ensure that Vendor personnel maintain current Class A or B commercial driver licenses and appropriate endorsements. Vendor personnel shall drive FDOT vehicles courteously at all times.

Vendor personnel shall wear safety-toed boots/shoes with non-skid, non-sparking soles when conducting maintenance or repairs at FDOT facilities. Maintenance or repair-related work may require additional special protective clothing, such as coveralls, aprons, masks, or face shields. The Vendor shall provide and require personnel to wear personal protective equipment in accordance with FDOT safety standards (including, but not limited to safety helmet, safety shoes, glasses, gloves, and reflective vest) at all times.


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Vendor personnel shall not:

Utilize the two-way radios or cellular telephones in FDOT vehicles and equipment, or

Utilize warning lights on FDOT vehicles and equipment except during testing, installation, and repair.

The Vendor shall train their personnel in the operation and maintenance of FDOT vehicles and equipment. FDOT may make available to the Vendor, FDOT training that may enhance Vendor performance. This includes initial training on the maintenance of new equipment purchased by FDOT provided by the equipment manufacturer’s representative. Training, travel, per diem, or lodging costs associated with training Vendor personnel shall be the responsibility of the Vendor.

Vendor personnel shall read, write, speak and understand English.

ii) Required Vendor Personnel

The Vendor shall appoint a Contract Manager and a Project Manager for the entire project; the Vendor Contract Manager and Vendor Project Manager shall be considered Key Personnel. Contract Manager and Project Manager shall be first approved by the Department before being appointed to this contract.

Removal or replacement of Key Personnel by the Vendor, or at the request of FDOT, shall be pre-approved by the FDOT Project Manager to ensure continuity of operations. Replacement Key Personnel shall have, at a minimum, equal qualifications to those of the predecessor. Replacement Key Personnel shall be first approved by the Department before being appointed to this contract.

The Vendor shall have a minimum of two (2) Automotive Service Excellence (ASE)-Certified Technicians in medium/heavy equipment, and one (1) Air-Conditioned (A/C) -Certified Mechanic on duty during regular business hours. The Vendor Contract Manager and Vendor Project Manager shall not be counted toward the number of ASE Certified Technicians. The Vendor is encouraged to employ ASE-certified mechanics.

All on-site personnel assigned to this Contract shall be assigned as full-time (minimum of 8 hours per day, 5 days per week) personnel to this Contract. The Vendor shall notify the FDOT Project Manager when personnel will not be available for full-time duty for a continuous period of 5 working days or more. FDOT reserves the right to require a replacement with equal qualifications.


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iii) Vendor Contract Manager

The Vendor Contract Manager shall represent the Vendor in an official capacity and manage all operations conducted for FDOT by the Vendor. The Vendor Contract Manager shall have a minimum of five (5) years experience in the management of maintenance and repair of vehicles and equipment. The Vendor Contract Manager shall also have demonstrated experience in budgeting, labor relations, government contracts, and personnel management.

The Vendor Contract Manager shall be knowledgeable of all aspects of vehicle and equipment maintenance management, including but not restricted to:

Hiring and placement of qualified personnel; Labor and contract negotiations; Scheduling of workload; Procurement and processing of parts; Quality assurance/quality control procedures and practices; Developing emergency and disaster procedures; Environmental requirements; Preparing official correspondence; Evaluating suggestions.

The Vendor shall name an Alternate, to be approved by FDOT, to act in the Vendor Contract Managers absence. The Alternate shall have qualifications similar to those of the Vendor Contract Manager. The Vendor Contract Manager or Alternate shall have full authority to act for the Vendor on all matters relating to the operation of the contract.

The Vendor Contract Manager or Alternate shall be available within four hours by phone or within 24 hours in person to discuss issues pertaining to the contract with the FDOT Project Manager.

iv) Vendor Project Manager

The Vendor Project Manager shall represent the Vendor in an official capacity and shall manage the Vendor operations conducted for FDOT. The Vendor Project Manager shall have a minimum of five (5) years experience in the management of fleet maintenance and repair services and five (5) years technical experience in the maintenance and repair of vehicles, equipment, and heavy equipment.

The Vendor Project Manager shall have demonstrated experience in: Implementing quality assurance/quality control procedures and

practices; Managing and scheduling a preventive maintenance program; Assigning and monitoring workload and personnel; Procurement of services and repair parts; Storage and handling of repair parts and materials;


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Analyzing automated information and producing reports; Providing customer service; Storage, use, transporting, and disposal of hazardous and regulated

materials; Implementing fire, safety, health and environmental protection

requirements; Preparing correspondence.

The Vendor shall name an Alternate to act in the Vendor Project Manager’s absence. The Alternate shall have similar qualifications to the Vendor Project Manager’s. The Vendor Project Manager or Alternate shall have full authority to act for the Vendor on all matters relating to the operation of the contract.

The Vendor Project Manager or Alternate shall start at 7:00 a.m. and be onsite for a minimum of eight (8) hours during FDOT regular business hours. The Vendor Project Manager or Alternate shall be available within thirty (30) minutes by phone or within 24 hours in person to discuss issues with the FDOT Project Manager.

C. Vendor Management Functions The Vendor shall provide the following management functions:

i) Customer Service

The Vendor shall provide customer service for incoming work, interface with FDOT personnel while work is in progress, and conduct quality assurance for completed work. The Vendor shall, at a minimum, perform the following:

Greet all customers who arrive for service. Perform a walk-around inspection to determine if there are any other obvious issues that need to be addressed. Complete the Service Request form and provide a copy to the operator.

Professionally and respectfully communicate with customers. Ensure customers are kept informed of the status of their vehicle/equipment while in the shop by updating the FDOT’s auto shop vehicle status website within one (1) hour of a new service request, status change and completion of service. Upon completion of service, contact customer, both by telephone and email, within one (1) hour to inform the customer their vehicle/equipment is ready for use.

The Vendor shall provide a copy of the completed work order to each

customer responsible for the vehicle or equipment. The completed work-order shall include a description of the work completed and parts used. The Vendor shall also provide with the completed work order a customer satisfaction card (provided by the Department).

Respond to emails, answer telephones and return messages in a

timely manner.


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ii) Equipment Maintenance Management

The FDOT has established the Mobile Equipment Procedures Manual (topic number 400-000-001), as incorporated herein and made a part of this Exhibit “A”, to prescribe uniform procedures, standards, and accountability for the specification, procurement, identification, use, management, maintenance, and disposal of vehicles and equipment. The Vendor shall adhere and conform to requirements specified in the Mobile Equipment Procedure Manual (latest version) pertinent to the duties and responsibilities required under this Contract.

The latest FDOT Mobile Equipment Procedure Manual (#400-000-001) is available through FDOT Maps and Publications, or on the Internet at:

http://www2.dot.state.fl.us/proceduraldocuments/procedures/bin/400000001.pdf

The Vendor shall establish and maintain a management plan that ensures compliance with requirements specified in this Contract, including but not limited to, timely completion of services, quality of services, and safety. The plan shall also include, at a minimum, the following functions:

Promotion of a safe work environment Evaluating and monitoring condition of all FDOT equipment Oversight of PM and repair programs Coordination of PM and repair work Scheduling maintenance and repair work Assigning, monitoring, and supervising maintenance and repair work Inspecting maintenance and repair work Preparing maintenance estimates and making repair/replacement

recommendations Troubleshooting difficult repairs Managing quality assurance/quality control procedures and practices Documenting maintenance and labor costs and parts used on repair

orders Maintaining records of equipment maintenance and repairs Suggesting cost cutting or equipment improvements

iii) Information Management

The Vendor shall maintain a computerized management information system containing detailed records of all activities (maintenance, repair, and subcontracting) performed on each vehicle and piece of equipment. The Vendor shall enter into its information management system all repair order data including FDOT’s repair order number, labor, parts, subcontracted services, warranty and recall information, FDOT’s repair codes, vehicle utilization, and other pertinent fleet maintenance information. The Vendor’s information management system shall be capable, at a minimum, of generating the following reports/documents:


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Shop Work Order – a report detailing the customer’s service request, description of work performed, repair parts used (description, manufacturer, manufacturer’s part number, quantity, and cost) and itemized labor costs (when, who, number of hours, hourly rate, and extension).

Monthly Summary Report – a report summarizing work activities per month including, but not limited to, the vehicle/equipment number, work description, parts and labor cost for each work order per month;

Monthly Downtime Report – a report summarizing downtime per

month including, but not limited to, the date/time the vehicle/equipment was received, date/time the service was completed, and date/time the customer was notified;

Total maintenance cost to date;

Maintenance cost per vehicle/equipment, per period;

Re-repairs per month.

Vendor shall provide the Department with access to the Vendor’s Information Management System.

No work shall be performed on any equipment without an open shop work order.

No shop work orders shall be closed until the work has been completed, unless authorized by the DOT Shop Superintendent.

All work orders shall be submitted to the Department electronically. New work orders shall be submitted to DOT shop personnel within one (1) hour of vehicle's arrival for service. Closed work orders shall be submitted to DOT shop personnel within one (1) hour of completion of service.

iv) Repair Parts Management The Vendor shall provide repair parts management in order to supply the necessary maintenance and repair parts to Vendor mechanics and FDOT personnel in a cost effective and expeditious manner. The Vendor shall order parts using applicable technical and commercial manuals. The Vendor shall be responsible for purchasing, storing, security, and disposal of parts inventory throughout the term of the contract, and cost recovery of unused parts at the termination of the contract. Vendor shall provide the Department with access to the Vendor’s repair and parts manuals (including electronic repair and parts programs).


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D. Subconsultants The Vendor may use commercial subconsultants for fleet maintenance and repair services. The Vendor shall be responsible for the performance and conduct of subconsultants as well as arranging, managing, and paying for subconsultants services.

The Vendor shall ensure usage of competent subconsultants fully licensed and insured.

The Vendor shall utilize, manage, and track warranties for parts and labor provided by subconsultants. The Vendor shall be responsible for subconsultant performance despite subconsultant’s stated warranty.

The Vendor shall be responsible for transporting FDOT vehicles and equipment to and from subconsultant facilities.

E. Facilities and Capital Equipment The Vendor shall perform all fleet maintenance and repair work utilizing existing FDOT facilities with the exception of sublet work or emergency field service work that will be performed off-site. The Vendor shall be responsible for capital equipment provided by FDOT for the prosecution of this contract (see ATTACHMENT “C” - Capital Equipment).

i) Vendor-Furnished Equipment and Supplies

Except for those items and services specifically stated in this agreement to be FDOT-furnished, the Vendor shall furnish everything required to perform services required by the contract.

The Vendor shall replace tools that are FDOT-property, due to loss, or damage caused by accident, abuse, misuse, or vandalism.

Vendor-supplied vehicle(s) shall be used for parts pickup, towing, transporting and other Vendor support requirements at no additional charge to the Department.

The Vendor shall remove its equipment, tools, supplies, and materials from FDOT facilities upon completion of the contract. FDOT will observe the removal of the Vendor’s equipment.

The Vendor shall be responsible for housekeeping and supplies, and janitorial services of the FDOT facilities in the depicted area (see ATTACHMENT “D” -. Approximate Facility Layout).


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ii) Use of FDOT Facilities and Capital Equipment

The FDOT facilities, capital equipment, or other FDOT-furnished property shall be used solely for the purpose of maintenance and repair of FDOT fleet vehicles and equipment (see ATTACHMENTS C, D, E-1 and E-2 - Capital Equipment, Approximate Facility Layout, and Current Vehicle and Equipment Inventory).

The Vendor shall not use FDOT facilities, capital equipment, or other FDOT-furnished property or services for work on vehicles or equipment not owned by FDOT. The Vendor shall not use FDOT property in any manner for personal advantage, commercial gain, or other endeavors by the Vendor or the Vendor’s employees other than in the performance of the work described in the contract. The issue or loan of FDOT property for non-FDOT activities or for personal use is prohibited. If the FDOT facilities, capital equipment, or other FDOT-furnished property is used for any other purpose, the Department shall have the option of immediately terminating this Contract. The Vendor shall not permit any use of the FDOT facilities in any manner that would obstruct or interfere with any FDOT operations.

The Vendor shall further use and occupy FDOT facilities in a careful and proper manner, and not commit any waste thereon. The Vendor shall be responsible for all costs associated with hazardous conditions resulting from the Vendor’s negligence or actions or omission of responsible action.

No structures, improvements or renovations of any kind shall be placed upon the land without prior written approval from the FDOT Project Manager. Any such structures or improvements shall be constructed in a good and workmanlike manner at the Vendor’s cost and expense. The Vendor, at the cost and expense of the Vendor, shall remove any structures or improvements constructed by the Vendor by midnight on the day of termination of this Contract and the area restored to its condition at the time the Contract is executed. Portable or temporary advertising signs are prohibited.

The Vendor does hereby accept the FDOT facilities in the depicted area as now being in fit and tenantable condition for all purposes of the Vendor.

The Vendor shall manage, control and safeguard FDOT facilities. Prudent property management shall be the responsibility of each Vendor manager, employee, and representative. Vendor managers and employees shall prevent instances of fraud, waste, and abuse, and they shall correct property management deficiencies. The Vendor shall be responsible for maintenance and routine testing of all FDOT standby generators assigned in this contract.

The Vendor shall have the responsibility for maintenance, repair and security of FDOT facilities, capital equipment and other FDOT furnished items through the term of the contract. Upon completion of the contract these items shall be returned in the same or better condition in which they were provided to the Vendor, less normal wear and tear (see ATTACHMENT “C” - Capital Equipment).


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The Vendor shall submit immediate written notification to the FDOT Project Manager upon determining that any element of the facilities or its content is in need of repair or replacement. The FDOT Project Manager shall make the determination as to the necessity of the work and the cause of the damage being normal wear and tear to be paid for by the FDOT, or abuse, misuse, accident, or vandalism on the part of the Vendor to be paid for by the Vendor. The Vendor shall repair or replace (including acquiring necessary permits) damaged FDOT facilities and capital equipment to their pre-damaged condition or better and will become the property of the FDOT. For the case of normal wear and tear, the FDOT Project Manager will have the option of repair or replacement, and the option of completing the work utilizing a subconsultant through a three quote process solicited by the Vendor, FDOT forces, or other available means.

The Vendor shall keep and maintain the FDOT facilities in the depicted area or other structure, now or hereafter erected thereon, in good and safe condition and repair, at the Vendors expense, during the existence of this contract, and shall keep the same free and clear of any all debris of any kind, so as to prevent the same becoming dangerous, flammable or objectionable. The Department shall have no duty to inspect or maintain any of the facilities or structures, if any, during the term of this contract; however, the Department shall, at any time, have the right to enter the property for purposes of inspection, including conducting an environmental assessment. Such assessment may include but would not be limited to maintenance and operation inspections, and any other actions that might be reasonable and necessary. The Department’s right of entry shall not obligate inspection of the property by the Vendor, nor shall it relieve the Vendor of its duty to maintain the property. In the event of emergency due to a release or suspected release of hazardous waste on the premises, the Department shall have the right of immediate inspection, and the right, but not the obligation, to engage in remedial action, without notice, at the Vendor’s expense.

FDOT will provide utilities (electric, water and phone).

FDOT and the Vendor shall perform joint inspections of the FDOT facilities at the start of the contract and annually thereafter (see ATTACHMENT “D” - Approximate Facility Layout).

The Vendor shall not assign or sublet all or any part of the FDOT property to any private/public parties (persons or corporations).

The Vendor shall be responsible for compliance with the requirements of the FDOT Safe Work Practices and Compliance Standards Handbook to assure safe work practices are observed in work activities and operations conducted at FDOT facilities.

In the event the Vendor fails to perform any of the requirements for utilization of FDOT facilities, FDOT may terminate the contract, and will seek recovery of any damages in cost and handling from the Vendor. This shall not be the FDOT’s only remedy for the Vendor failing to perform any requirement relating to the utilization of the facility.


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The Vendor shall furnish all replacement parts for capital equipment. The quality of parts shall be equal to, or better than, the parts in the capital equipment when the capital equipment was received from FDOT.

F. Transition The Vendor shall recognize that the services provided under the contract are vital to FDOT’s mission. Continuity of service shall be maintained at a consistently high level without interruption. Therefore, the Vendor shall adhere to the following transition procedures:

i) Phase-In Transition

Beginning on the date specified in the Notice to Proceed, the Vendor will start the Phase-In Transition period for 30 calendar days.

The Vendor and FDOT shall jointly:

Review FDOT fleet inventory. (See ATTACHMENT “E-1” and “E-2” - Current Vehicle and Equipment Inventory);

Identify available tools, capital equipment, at FDOT facilities (see ATTACHMENT “C”, Capital Equipment);

Identify necessary repairs and adjustments of capital equipment at FDOT facilities;

The Vendor shall submit for approval the Phase-In Transition Plan not later than five (5) working days after the start date specified in the Notice to Proceed. This plan shall identify, at a minimum, transition tasks, pre-existing conditions of facilities and capital equipment, upgrades and purchases of capital equipment, costs, time frames, schedules, and key personnel responsible for task completion. The Vendor’s Phase-In Transition Plan shall include the following hiring plan documents for review and approval:

Summary of Hiring Plan – the Vendor shall submit the total number of full time positions and total number of managerial and supervisory positions.

The Vendor shall be responsible for furnishing capital equipment not provided by FDOT or in the case FDOT elects not to purchase the equipment. Any upgrades to FDOT facilities and capital equipment, or purchase of capital equipment, shall meet OSHA standards. Phase-In Transition activities shall not disrupt FDOT’s operations.

The Vendor shall submit for approval a Final Preventive Maintenance Program Plan for vehicles and equipment no later than ten working days after the start date specified in the Notice to Proceed. The Vendor and FDOT shall jointly assess the vehicle fleet, utilizing FDOT’s FLEET information, to determine current preventive maintenance status of vehicles and equipment.


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The Vendor shall provide weekly written progress and status reports of Phase-In Transition activities to FDOT, or upon request, throughout the transition period.

Phase-In Transition Period is incidental to the Basic Services of the contract. No separate pay items for Phase-In Transition Period will be paid.

ii) Phase-Out Transition

The Vendor shall provide full contract services during the phase-out period. Phase-Out Transition Period is incidental to the Basic Services of the contract. No separate pay items for Phase-Out Transition Period will be paid.

A Phase-Out Transition Plan shall be submitted to the FDOT Project Manager for review and approval 90 calendar days prior to the contract expiration date. The Plan shall identify, at a minimum, transition tasks, time frames, schedules, and key personnel responsible for task completion.

Phase-Out Transition shall begin 30 calendar days prior to the final date of the contract unless the Vendor receives a Notice of Cancellation from the FDOT Project Manager. The Phase-Out Transition period shall not exceed 30 calendar days from the date of Notice of Cancellation.

The month prior to the Phase-Out Transition the Vendor shall provide FDOT: (1) the status of parts on order for work in progress, and (2) the condition of FDOT vehicles and equipment. The FDOT will withhold final payment of the contract from the Vendor pending satisfaction of all conditions of the contract including the receipt and verification of parts and materials of work in progress and the completion of that work.

Before the expiration of the contract, a successor, either FDOT or another entity, may need assistance in making the transition to providing maintenance and repair services to the FDOT fleet. The current Vendor shall provide its best efforts and cooperation in order to effect an orderly and efficient transition to a successor. This effort shall be made regardless of whether the contract was terminated by FDOT, by the Vendor, or by mutual agreement.

The Vendor shall provide full shop services through the full term of the contract including the Phase-Out Transition period.

G. Waste Management

The Vendor shall be responsible for disposal of wastes (such as used oils, oil filters, coolants, tires, batteries, etc.) generated by the performance of the contract.

Storage, transportation and disposal shall be in accordance with FDOT, local, state, and federal requirements.


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The Vendor shall coordinate waste storage, transportation and disposal with the FDOT Project Manager as well as the FDOT District Hazardous Materials Coordinator. The Vendor shall store waste in a location designated by the FDOT District Hazardous Materials Coordinator.

The Vendor shall train its employees and ensure proper certifications in handling hazardous materials, and obtain the necessary permits for storage, handling, transport, and disposal of waste materials.

The Vendor shall provide FDOT with the registration numbers of Vendors and subconsultants who perform services and dispose of regulated or hazardous materials from FDOT sites. FDOT reserves the right to approve or reject subconsultants working with hazardous materials.

The Vendor shall maintain disposal records of all regulated or hazardous wastes. Records shall contain the material’s origin, use, transportation, and ultimate distribution and disposal. The contract shall free FDOT of liability for all actions of the Vendor and its agents relating to waste disposal and transportation.

H. Manufacturer’s Warranty and Recall Work

The Vendor shall administer all warranties for vehicles and equipment, parts, OEM recall work, and alternative fuel conversions.

The Vendor shall protect the warranties of all FDOT equipment.

The Vendor shall maximize the use of all existing and new warranties for parts and workmanship from dealers, manufacturers or subconsultants.

The Vendor shall track the warranty status of vehicles and equipment.

The Vendor shall perform quality control of vehicles and equipment repaired under warranty.

The Vendor shall seek authorization from vehicle manufacturers to perform warranty and recall work.

The Vendor shall transport vehicles and equipment to and from warranty and recall place of service.

I. Reporting

The Vendor shall provide all data that FDOT requires in tracking the daily, weekly, monthly, and year-end performance of each vehicle and piece of equipment. The data shall be provided to the FDOT Project Manager in an electronic format as well as a hard copy format upon request.


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The Vendor shall enter the required data into the Department of Management Services (DMS) computerized work tracking system “FLEET”. The Vendor is required to provide data to FDOT as needed by DMS. This data is outlined in various reports included in the Florida Department of Transportation Mobile Equipment Procedure: 400-000-001 (January 15, 2009) and Attachment “B”.

The Vendor shall ensure customers are kept informed of the status of their vehicle/equipment while in the shop by updating the FDOT’s auto shop vehicle status website. This includes, but is not limited to, creating new work orders, providing comments, updating the information, and closing the work orders in the system. The information in the system shall be kept updated and accurate at all times. The Vendor shall update the system within one (1) hour of receipt of a new service request, a change in the status of the vehicle, and upon completion of service.

In the event the auto shop vehicle status website is not available, the Vendor shall provide FDOT with a daily report that details all of the vehicles and equipment currently in the shop for maintenance or repairs, in a format agreed upon by the Vendor and FDOT. The report will list, at a minimum, the vehicle/equipment number, date in, estimated date of completion, work being performed, status, and actual completion date.

All service call requests, and associated towing, shall be recorded in a Service Call and Towing Log. Service Call and Towing Log shall include, at a minimum, the name of the customer, the vehicle/equipment number, description of the service call, date and time notified, date and time arrived on scene, and associated towing costs (if any). The Service Call and Towing Log shall be made available to FDOT upon request.

The Vendor shall maintain a Preventative Maintenance Delinquent Log that records when a vehicle/equipment fails to appear by the PM Service due date. The Preventative Maintenance Delinquent Log shall be submitted daily to the FDOT Project Manager, or designee.

The Vendor shall provide FDOT with an annual report that summarizes the year’s activity, as outlined above, in a format agreed upon by the Vendor and FDOT. The Vendor shall also prepare a report on the results of the annual inspection of FDOT leased facilities. Both annual reports shall be submitted to FDOT, at minimum, two weeks before the Quarterly District Fleet Meeting.

The Vendor shall generate and submit with each invoice the following reports/information:

A report summarizing the Vendor’s performance measurements per month

Monthly Summary Report Monthly Downtime Report A copy of the Service Calls and Towing Log per month


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J. Record Keeping

To assure that both the Vendor and the Department have an accurate, up-to-date record of maintenance and repairs on each vehicle/equipment, the Vendor shall establish and maintain a folder for each vehicle/equipment in the fleet containing the information listed below:

Vehicle/equipment year, model, make and serial number; Copy of the vehicle/equipment’s registration; Copy of completed work orders for all services performed on the

vehicle/equipment, including preventative maintenance services; Copy of all receipts for parts used for each work order; Warranty information;

The Vendor shall maintain correspondence related to the contract. Correspondence includes all requests for service, operator suggestions, Vendor replies, and other routine correspondence. The Vendor shall respond to all correspondence in a timely manner.

FDOT shall have access, within eight business hours of a request, to Vendor’s local facilities, books, records, electronic information, correspondence, instructions, plans, drawings, receipts, vouchers, and memoranda of every description, pertaining to work under the contract.

FDOT representatives shall have the right to reproduce any information pertaining to FDOT vehicles and equipment.

The Vendor shall retain a copy of all records relating to the contract for a period of not less than five years from the date of termination.

IV. STATEMENT OF WORK A. Vendor Responsibilities The Vendor shall be responsible for the requirements of this Exhibit “A” including the effective, economical maintenance and repair of FDOT vehicles and equipment. The Vendor shall perform Basic Services, and other Special Services as directed by the FDOT Project Manager.

i) Basic Services

Preventive maintenance; Safe Work Practices and Compliance; Scheduled repairs; Unscheduled repairs/non-normal repairs; Welding; Tire replacement and repair; Field repairs; Service calls and towing; Quick fix services; Standby services;


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Equipment modifications and installations; New vehicle and equipment preparation, and disposal preparation; Alternative fuel vehicle maintenance and repair; Warranty and recall work. All work covered under active vehicle

extended warranties shall be sent to proper dealership.; Management information systems; Quality assurance and quality control; Repair - versus - replacement recommendations; In-servicing and Out-servicing; The Vendor shall:

o Provide face-to-face customer service;

o Be responsible for transportation of equipment/vehicles to and from Vendor maintenance and repair facilities to the Broward Operations Facility;

o Provide all materials, parts, and labor;

o Replace tools and equipment that are FDOT-property due to loss, or are damaged caused by accident, abuse, misuse, or vandalism.

o Provide record-keeping and reports as required by FDOT;

o Storage, Transportation and Dispose of hazardous and non-hazardous wastes;

o Develop, in cooperation with the FDOT Contract Manager, and distribute end-user surveys assessing the Vendors performance;

o Attend regular FDOT meetings.

o Follow State guidelines and perform CDL inspection on all heavy equipment vehicles arriving for service, excluding Quick Fix Services.

o Furnish and install new first aid kits and fire extinguishers (new or recertified) on all vehicles/equipment new to the inventory. NOTE: Fire extinguishers manufactured by Amerex Corporation are required on all new installations/replacements for the purpose of standardization and consistency with other FDOT automotive shops and mobile equipment inventory within District Four.

ii) Special Services The Vendor shall also be responsible for providing Special Services authorized and approved by the Department by way of a Letter of Authorization to cover necessary labor and/or material purchases that are not included as Basic Services. Special Services include:

Emergency Work: Required work in support of a Declared Emergency.


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Extended Life Repairs: Work to correct major component failure on a

vehicle that is beyond its useful life cycle as defined in ATTACHMENT “I”. Major component failure is defined as the necessary complete overhaul or replacement of the primary engine (excluding associated components, such as belts, hoses, wires, tune-ups, etc.), transmission, differential gearbox, front or rear suspension, or heavy equipment hydraulics.

Accident, Abuse, Misuse, Vandalism, and Acts of Nature: Work to

repair vehicle damage caused by unpredictable outside forces. These instances include but are not limited to vehicle crashes, impact with road hazards (excluding tires), intentional abuse, failure to report obvious malfunctions timely that cause damage, repeated failure to bring a vehicle in for scheduled work that causes damage, or any other damage that could be considered above normal wear and tear (excluding tire damage or failure).

Directed Work or Material Purchase: Work or material purchases that

are necessary to support fleet operations; such as special vehicle modifications, purchase of non-covered parts, new purchase or repair of FDOT tools or Capital Equipment, maintenance or repair of FDOT facilities, purchase of furniture and manuals, maintenance or repair of other FDOT vehicles not assigned to the Broward Operations Auto Shop, paint and body repairs not included in Basic Services, or other non-routine services.

iii) Basic Services, Small Equipment The Vendor will develop and implement a labeling system for all small equipment. The system and method of labeling will be agreed upon by the Vendor and the Department. The Vendor will develop and implement a work order system to track small equipment services. The Vendor will provide a weekly status report of all small equipment in service.

iv) Special Services, Small Equipment The Vendor shall also be responsible for providing Special Services authorized and approved by the Department by way of a Letter of Authorization to cover necessary labor and/or material purchases that are not included as Basic Services. Special Services include:

Vendor will maintain and repair small equipment under the “Special

Services” terms of this contract. The maximum turnaround time for all small equipment repairs will be three (3) business days, including all paperwork approvals by the Department.

Vendor will also maintain and repair any and all attachments and/or parts necessary for the operation of this equipment.


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Equipment will be maintained, repaired, and serviced according to the

manufacturers’ instructions and recommendations for the specific piece of equipment.

When servicing and maintenance guidelines and information are not available from the manufacturer, industry standards or practices for the particular type of equipment may be used upon Department approval.

Twice per year, in the first week of June and the first week of December, the Vendor will inspect and test generators, chain saws, pole saws, and other small equipment that the Department has designated as “Hurricane Small Equipment” and insure that such equipment is in good running condition.

Equipment to be stored long term, shall be prepared in accordance with manufacturer’s guidelines and recommendations.

B. FDOT Responsibilities

For the purposes of the contract, FDOT will:

Provide a single FDOT Project Manager and FDOT Shop Superintendent;

The FDOT Shop Superintendent will have the authority to prioritize and coordinate all vehicle maintenance and repairs performed by the Vendor;

FDOT Shop Superintendent will have final decision-making authority in regards to services questioned to be "re-repairs”;

Conduct operator inspections (daily reviews) of vehicles and equipment;

Provide plans and specifications for equipment modifications when available;

Perform quality inspections of Vendor work, separate from the Vendor’s inspections;

Coordinate with the Vendor the storage and disposal of hazardous materials;

Coordinate with the Vendor in responding to FDOT personnel in emergencies;

Provide fuels for FDOT vehicles and equipment at designated sites;

Make available existing facilities and capital equipment as an option to this agreement;

FDOT Shop Superintendent and FDOT Project Manager shall have Special Services signature authority.

The FDOT Shop Superintendent will have final authority in repair vs. replacement decisions.


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V. TECHNICAL REQUIREMENTS

A. Preventive Maintenance

The Vendor shall perform all preventive maintenance (PM) for FDOT vehicles and equipment (excluding the operator’s daily inspections), including any and all attachments, accessories and/or parts added to the vehicle/equipment. The FDOT Project Manager or assigned preventive maintenance coordinator will coordinate with the Vendor on all PM services. The Vendor shall submit and maintain a Preventive Maintenance Program Plan which shall be based on the Departments Preventative Maintenance Requirements as specified in the Mobile Equipment Manual (see ATTACHMENT “F“ - Preventative Maintenance Requirements).

In addition to the Preventive Maintenance Requirements, the Vendor’s PM program, at a minimum, shall be conducted to ensure compliance with the Original Equipment Manufacturer’s (OEM) specifications and intervals pertaining to:

Oil and oil filters All other filters and fluids Lubricants Tires Routine adjustments Weekly recorded testing of Standby Generators

The Vendor shall check and change oils and filters, per OEM specifications and intervals, or as directed by FDOT. The Vendor shall place a sticker on each vehicle after each oil change indicating the next scheduled service interval. All fluids shall meet Society of Automotive Engineers (SAE) and American Petroleum Institutes (API) standards. Recycled fluids or oils shall not be used.

The Vendor shall check and change fluids, including, but not limited to, brake, power steering, transmission, hydraulic fluid, rear axle, battery, and windshield washer fluids, per OEM specifications and intervals or as directed by FDOT.

The Vendor shall lubricate all vehicles and equipment to OEM specifications and requirements or as directed by FDOT.

The Vendor shall make all necessary routine adjustments during each PM Service, including, but not limited to, brake adjustments, and belt tension adjustments.

During each PM Service, the Vendor shall identify and conduct repairs necessary to ensure serviceability of the vehicle until the next scheduled PM service.

The Vendor shall coordinate with the FDOT Project Manager and schedule with vehicle operators, for PM services, inspections, tests, and calibrations with FDOT.


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The Vendor shall schedule vehicles and equipment for PM (and other scheduled maintenance and inspection service) so as not to impair FDOT operations. Operators will make available their vehicles and equipment for service according to the PM schedule, when possible. If an operator fails to make available the required vehicle on schedule, the Vendor shall notify FDOT Project Manager immediately and reschedule the vehicle for service.

PM service intervals shall be determined by 1) OEM adverse or severe conditions standards for each type and class of vehicle, 2) the FDOT PM manual, and 3) by priorities determined by FDOT.

FDOT reserves the right to make diagnosis for PM and to determine PM priorities and will coordinate in a timely manner all needed changes. FDOT will be the final determinant for all PM decisions.

The Vendor will perform the repairs resulting from routine or daily PM inspections on vehicles assigned to a specific FDOT section. Cleaning, adjusting, and repairing minor vehicle and equipment deficiencies such as light bulbs, lenses, windshield wipers, etc., shall be addressed under “quick fix”.

The Vendor shall provide FDOT with revised and updated lists of the scheduled and completed PM’s on a weekly basis.

B. Vehicle Safety and Inspections The Vendor shall be responsible for vehicle safety and inspections.

Vendor shall actively participate, conduct inspections, and address any issues found in preparation for all FDOT vehicle safety inspections.

The Vendor shall comply with current FDOT, local, state, and federal environmental and safety regulations pertaining to vehicles and equipment, including but not limited to the Clean Air Act, the Energy Policy Act (EPACT), OSHA regulations, and ANSI Inspection and Certification. The Vendor is held harmless for environmental contamination that is determined to have occurred in FDOT facilities prior to use by the Vendor. However the Vendor shall be responsible for any exacerbation of contamination.

The Vendor shall coordinate annual inspections and tests on vehicles and equipment required by regulation or FDOT policy, in the month in which they are due (e.g., Cranes, Aerial Devices) (see ATTACHMENT “G” - Annual Equipment Inspections).

The Vendor shall coordinate the inspection schedule with FDOT and notify FDOT personnel of scheduled inspections. The Vendor shall schedule equipment for inspection so as not to impair FDOT operations.

The Vendor shall affix appropriate inspection stickers to the vehicles and equipment and maintain proper records.


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C. Repairs

The Vendor shall perform diagnosis and repair for all FDOT vehicles and equipment, including any and all attachments, accessories and/or parts added to the vehicle/equipment. The FDOT Project Manager will coordinate with the Vendor on all repair services. FDOT reserves the right to make its own diagnoses and repairs in order to meet operational needs. The Vendor shall submit a Repair Program Plan that shall include the following minimum requirements:

i) Repair Services Vendor shall respond to FDOT’s operational needs as follows:

a. SCHEDULED REPAIRS: These repairs are of non-urgent deficiencies that allow for efficient planning and scheduling that ensure minimum vehicle downtime. The Vendor shall include in its Repair Program Plan a proposed priority-setting procedure.

b. UNSCHEDULED REPAIRS/NON-NORMAL: These deficiencies require urgent repair that will take priority due to the critical need of the vehicles and equipment. The Vendor shall provide repair services after regular business hours, as requested by FDOT, to meet operational needs.

c. FIELD REPAIRS: The Vendor shall perform services in the field to meet FDOT operational needs.

d. SERVICE CALLS: The Vendor shall be responsible for service calls in all of District 4 (including within the Broward Operations Center) to start, repair, or tow away any disabled FDOT vehicles and equipment, including those not listed in the Current Vehicle and Equipment Inventory (not assigned to this Contract). Vehicles assigned to this Contract that are disabled, or in need of repair, outside District 4 shall be towed to the Broward Operations Center or to a repair facility approved by the FDOT Project Manager. The Vendor shall respond to service calls 24 hours a day, seven days a week, 365 days per year. The response time for all service calls shall not exceed 90 minutes, unless otherwise stated in the contract. Response time is defined as the time between the service call and the arrival on the scene. The Vendor shall provide FDOT with a toll-free telephone number to use for after hours service calls.


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The Vendor shall be responsible for towing costs associated with service calls up to a cumulative amount of $3,000 for each 12-month period of the Contract. If a cumulative amount of $3,000 is reached in a 12-month period, the Department will pay for any additional towing associated with service calls under Special Services up to the end of the 12-month period. Towing costs associated with disabled vehicles and equipment located within the Broward Operations Center will remain the responsibility of the Vendor and not be counted towards the $3,000 per 12-month period criteria. The Vendor shall provide a cost estimate and obtain approval from the FDOT Project Manager, or authorized FDOT representative, before towing any vehicles/equipment associated with service calls.

e. QUICK FIX SERVICES: The Vendor shall provide a Quick Fix service for repairs that can be completed in less than one hour. This service shall be approved by the FDOT Project Manager, and be continuously available during regular business hours.

f. STANDBY SERVICES: The Vendor shall provide standby fleet maintenance and repair services in emergency and disaster situations. The Vendor may be asked to standby at the shop or on a highway right of way, ready to repair a crucial piece of equipment. The FDOT Project Manager will notify the Vendor of the emergency or disaster, its nature, and anticipated duration.

g. RE-REPAIR: All materials, parts and workmanship furnished by the Vendor or subconsultant will be of high quality and free of defects and imperfections and meet all OEM standards and specifications. Notwithstanding these requirements, the Vendor will track and identify multiple repairs for the same deficiency on the same vehicle for any re-repair that occurs within 90 calendar days or 4500 miles.

ii) Priority Upgrade

The Vendor shall automatically upgrade the repair priority of vehicles that have accumulated 72 clock hours of vehicle downtime without repairs being initiated. Repairs shall begin immediately.

iii) Authorization Limits

The Vendor shall refer all repairs, Basic and Special Services, to the FDOT Project Manager that are estimated to exceed $500 on a single work order. Estimated costs above this limit shall be submitted to FDOT for approval. FDOT will make repair-versus-replacement decisions with recommendations from the Vendor.


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iv) Check and Replenish Fluids

Each time a vehicle is brought in for repair, the Vendor shall check and replenish all fluids according to OEM recommendations, and perform visual safety inspection to ensure serviceability until the next PM Service. The Vendor shall obtain FDOT approval prior to performing any further repairs.

v) Unfinished or In-Progress Repairs

The Vendor shall take full responsibility for any unfinished or in-progress repair of FDOT vehicles and equipment covered herein. The Vendor will complete any in-progress repairs started by The Vendor before the Phase-In Transition period.

vi) Welding

Welding shall be performed by a qualified and American Welding Society (AWS) certified welder for the work to be accomplished.

vii) Batteries

The Vendor shall provide and install replacement batteries. The Vendor shall check battery cables and posts for loose connections, and clean and tighten when necessary. At a minimum, batteries shall be replaced when identified as having open or shorted cells. Batteries to be disposed of by the Vendor shall be in accordance with applicable local, State and Federal regulations.

viii) Tires The following criteria apply to tire maintenance, repair and replacement:

Tire and tube repair shall be performed by the vulcanization method only. Flat repairs to tubeless tires shall be made by dismounting the tire and affixing a patch on the inside of the tire except to all Motor Carrier Compliance Vehicles which shall have new tires installed. Tubeless tires repaired with plugs are not acceptable.

Tubes, when found beyond repair, shall be replaced.

The Vendor shall provide new valve stems to be installed with all new tubeless tires.

Tires replaced on vehicles shall be of the same manufacturer and specification as matching the lateral adjacent tire on the vehicle and meeting the vehicle OEM requirements for tires. Tires are to be purchased by the Vendor. The Contactor is not authorized to utilize the State’s contract to purchase tires, but is encouraged to develop an agreement with vendors who have related contracts with the State.

Tire replacement shall include dynamic balancing and, as necessary, electronic wheel alignment.

The Vendor shall initiate replacement of tires when tires are identified to have a tread depth of 1/8 of an inch.


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The Vendor shall not use re-capped or re-treaded tires.

The Vendor shall dispose of unserviceable tires in accordance with local, state, and federal environmental regulations. The Vendor shall coordinate with the FDOT District Hazardous Materials Coordinator to determine the maximum allowable quantity of unserviceable tires to be stored at FDOT locations.

The Vendor shall be responsible for the cost of tires associated with tire replacements up to a cumulative amount of $12,000 for each 12-month period of the Contract. If a cumulative amount of $12,000 is reached in a 12-month period, the Department will either provide the Vendor with tires or pay for the cost of tires under Special Services up to the end of the 12-month period. The Vendor will remain responsible for all other costs associated with tire replacements, including labor and parts.

The Vendor shall provide a cost estimate and obtain approval from the FDOT Project Manager, or authorized FDOT representative, before replacing tires.

ix) Vehicle Abuse

This includes impact with road hazards (excluding tires), intentional abuse, failure to report obvious malfunctions timely that cause damage, repeated failure to bring a vehicle in for scheduled work that causes damage, or any other damage that could be considered above normal wear and tear (excluding tire damage or failure). The Vendor shall notify the FDOT Project Manager whenever a vehicle shows signs of abuse by the operator. The Vendor shall document instances of vehicle abuse, and furnish FDOT with documentation and evidence of breakdown or failure due to suspected abuse.

x) Accident Repairs

The Vendor shall repair vehicle and equipment accident damage. All estimates for accident repairs shall be approved by the FDOT Project Manager prior to initiating repair work and shall have a corresponding FDOT Accident Report.

xi) Miscellaneous Repairs

The Vendor shall, inspect, repair, replace, install, and clean such items as seat belts and head restraining devices as necessary.

Repair or replace damaged upholstery using material of a matching color and equal in quality to OEM specifications.

Repair or replace such items as cracked steering wheels, cracked dashes, damaged or deformed sun visors, damaged headliners, damaged door panels, dents, scratches, etc.


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xii) Boats, Boat Motors, and Boat Trailers

All work performed on boats, boat motors, or equipment designated as marine equipment shall be done by an authorized marine repair vendor. The exception is boat trailers, but replacement parts must be marine grade.

D. In-servicing/Out-servicing

The Vendor shall prepare new vehicles and equipment for use, and prepare surplus vehicles and equipment for disposal, as requested. Preparation may include adding or removing license tags, decals, logos, and special equipment; installing the FDOT logo or painting to cover any trace of FDOT markings or logos; interior and exterior cleaning; and minor repairs. The Vendor’s responsibility for delivery, inspection, acceptance, and disposal of vehicles and equipment shall be in accordance with FDOT Mobile Equipment procedure 400-000-001 (3)(g) and (7) as well as ATTACHMENT “H” - Vehicle Preparation/Disposal. The Vendor shall repair and provide parts for all special equipment and accessories whether the Vendor performed the initial installation or not.

E. Parts, Supplies, and Fluids

The Vendor shall purchase and provide all parts, supplies, and fluids used to repair and maintain FDOT vehicles and equipment.

The Vendor shall provide FDOT with parts, supplies, and fluids when FDOT deems it in their best interest to perform the service.

The Vendor may store certain often-needed parts, supplies and fluids in the FDOT maintenance facilities as approved by the FDOT Project Manager.

The Vendor shall obtain FDOT approval and provide the FDOT Project Manager with a copy of Material Safety Data Sheets (MSDS) for all materials for substances which require a MSDS prior to bringing, using, or storing the material or substance on FDOT property. The Vendor shall maintain a MSDS file and keep it on location for FDOT employee review.

All parts, supplies, and fluids shall meet or exceed current OEM standards unless otherwise specified herein.

Aftermarket or rebuilt parts may be used only if they equal or exceed OEM specifications. Brand name recognition, price comparison, and reliability form the basis for FDOT’s evaluation of quality in rebuilt and independent aftermarket part lines. FDOT reserves the right to reject parts whose source cannot be determined from markings on either the part or the package. The burden of proof of each part’s standard and cost rests solely with the Vendor.

Failure to provide quality parts shall be cause for rejection and/or return of the parts to the Vendor.

The Vendor shall be responsible for damage and costs caused by use of sub-standard parts, supplies, and fluids.


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Used parts may be utilized only when all other sources have been exhausted, and then only with written approval of FDOT.

The Vendor shall not cannibalize parts from FDOT vehicles and equipment for use on other FDOT vehicles unless part specific approval is received from the FDOT Project Manager.

F. Vehicle Storage and Transport

Accidents, vandalism, or other damage occurring to FDOT vehicles and equipment, due to the negligence of the Vendor while under the control of the Vendor, shall be the Vendor’s responsibility. The Vendor shall repair such damage at no cost to FDOT.

The Vendor shall transport FDOT vehicles and equipment to and from the Vendor service site, whether it is at the FDOT facility or Vendor facilities, in accordance with FDOT standards. The Vendor shall be responsible for all towing costs associated with transporting vehicles and equipment to and from repair facilities (including the Broward Operations Center).

The Vendor shall provide all equipment necessary to transport FDOT equipment and shall safely secure equipment in accordance with FDOT standards.

G. Alternative Fuel Vehicle Maintenance and Repair FDOT is required by state law to convert its on-road gasoline fleet, principally sedans and light/medium duty trucks, to run on alternative fuels such as liquefied petroleum gas (LPG, or propane) or compressed natural gas (CNG). The Vendor shall provide the personnel, tools, and equipment necessary to maintain and repair FDOT alternative fuel vehicles.

The Vendor shall maintain the alternative fuel vehicles in accordance with alternative fuel system component manufacturer’s and vehicle OEM recommendations. Parts required for alternative fuel system repairs shall be those of the original system manufacturer or vehicle OEM.

The Vendor shall comply with local, state and federal rules and regulations regarding the maintenance, repair and calibration of alternative fuel systems.

The Vendor shall comply with local, state, and federal regulations concerning CNG tank re-certification.

Alternative fuel conversion systems shall not be altered from their approved and certified design. Alternative fuel conversion system replacement components shall be the same model as the component replaced unless written approval is received from FDOT.


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VI. QUALITY OF SERVICE A. Quality Assurance and Quality Control Program

The Vendor shall implement a Quality Assurance/Quality Control (QA/QC) program for the management of the repair and maintenance of FDOT vehicles and equipment. The program shall include provisions for maintaining quality workmanship, providing a high level of customer service, and reducing fleet-related costs incurred by FDOT.

The Vendor shall maintain a QA/QC Program Plan, which shall address, at a minimum, the following items:

Customer service Equipment availability PM performance Repair performance Repair services response time Parts availability Vehicle safety and reliability Reporting and record keeping

The Vendor shall inspect all completed maintenance, repair, warranty and recall work prior to returning the repaired vehicle or equipment to FDOT to the quality and completeness of the work.

A Request for Field Services form shall be used to document the complaints requiring field services. The form shall include the customer’s name, phone number, vehicle number, call-in time, date, location and nature of the problem. When the Vendor arrives at the field location the customer must record the arrival time and sign the form to document response time.

The Vendor shall ensure quality workmanship by continuously monitoring work for re-repairs.

FDOT will implement its own QA/QC Program, and will report discrepancies to the FDOT Project Manager for handling. In the event of discrepancies, the FDOT Project Manager’s decision will be final.

The Vendor shall provide FDOT access to the Vendor’s off-site and/or on-site facilities associated with this contract to perform quality inspections during regular business hours, and any other time the Vendor may be working on FDOT vehicles.


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B. Performance Measurements

The Vendor shall perform, at a minimum, all services above the minimum performance standards as defined in the contract. Vendor performance will be measured and monitored throughout the term of the contract and will be jointly reviewed on a quarterly basis. Vendor performance will be evaluated, at a minimum, in accordance with the performance standards specified in ATTACHMENT “A” - Performance Standards:

i) Downtime Criteria

Downtime begins when FDOT notifies the Vendor of needed service and ends when the Vendor delivers the vehicle or equipment to FDOT. Downtime criteria also includes, but is not limited to, the following:

Routine and/or scheduled services performed on vehicles/equipments shall not exceed 3 business days, unless otherwise waived in writing by the DOT Shop Superintendent.

Non-routine and/or unscheduled services (Basic or Special Services) performed on vehicles/equipments shall not exceed 5 business days, unless otherwise waived in writing by the DOT Shop Superintendent.

Re-Repair work to vehicles/equipments shall not exceed 5 business days, unless otherwise waived in writing by the DOT Shop Superintendent. The date the vehicle/equipment is returned for Re-Repair is the begin date of Downtime.

Allowable downtime for Accident, Manufacturer Warranty or Manufacturer Recall work shall be agreed upon by the Vendor and the DOT Shop Superintendent on a case by case basis.

Downtime periods will be suspended when the Vendor Project Manager is directed by the FDOT Project Manager in writing to suspend normal services during a Declared Emergency. Resumption of tracking Downtime periods will continue when the Vendor Project Manager receives written or verbal notification from the FDOT Project Manager.

Downtime periods shall not include Weekends and State Holidays.

VII. DEFINITIONS

Acceptance: Acceptance shall be accomplished when an authorized FDOT representative approves Vendor maintenance or repair service by signing the repair order.

Aftermarket parts: Replacement vehicle and equipment parts manufactured by a source other than the OEM.


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Alternate: Vendor personnel authorized to act and make decisions on behalf of the Vendor in the absence of the Vendor Contract Manager or Vendor Project Manager.

Authorized Vendor representative: Vendor personnel authorized to act and make decisions on behalf of the Vendor.

Best value: A proposal that FDOT determines to be the most advantageous, and is in the best interest of FDOT.

Broward Operations Facility: The FDOT roadway operations complex located at 5548 N. W. 9th Avenue; Ft. Lauderdale, Florida, 33309. Also referred to as the Broward Operations Center.

Capital equipment: Permanent and semi-permanent equipment owned by FDOT (such as cranes and lifts) used for vehicle maintenance and repair at FDOT facilities.

Contract: A formal written agreement between the Vendor and FDOT in which the Vendor agrees to provide maintenance and repair services, and in return FDOT agrees to pay the Vendor for said services.

Vendor: The firm retained by the Department to provide services as defined herein and be responsible for Contract compliance of terms and conditions of this Agreement.

Vendor Contract Manager: The Vendor representative responsible for the overall execution of the contract.

Vendor Project Manager: The Vendor representative responsible for managing Vendor’s daily shop operation, ensuring contract compliance, and to act as a liaison between the Vendor and the FDOT.

Delivery: Delivery shall be accomplished when the Vendor completes maintenance or repair service on a FDOT vehicle or equipment and returns it to FDOT.

Department: see FDOT Disabled Vehicle/Equipment: A vehicle or equipment that becomes inoperable

due to either mechanically failure or an underlying problem preventing the vehicle/equipment from being operated at all, or impeding the vehicle/equipment's operation so much, that it is very difficult or nearly impossible, or dangerous to operate, or else at risk of causing further damage to the vehicle/equipment. This includes vehicles and equipment that become disabled due a flat tire or blowout, or become stuck or trapped due to unstable driving surfaces (such as sand or mud).

DMS: Department of Management Services.


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Downtime: Downtime begins when FDOT notifies the Vendor of needed service and ends when the Vendor completes the service and delivers the vehicle or equipment to FDOT.

Emergency: A situation, including disasters, requiring immediate attention.

Equipment: On-road and off-road maintenance and construction equipment, including, but not limited to, street cleaners, tractors, boats, and cranes.

FLEET: FDOT’s fleet management information system.

FDOT: Florida Department of Transportation.

FDOT Contract Manager: The FDOT representative responsible for the overall execution of the contract.

FDOT Project Manager: The FDOT representative responsible for monitoring the Vendor’s activity, to act as a liaison between the Vendor and the FDOT, and to ensure contract compliance.

FDOT Staff Assistant: The FDOT representative responsible for the administrative coordination of the contract including processing invoices for approval and submission to FDOT Financial Services for Vendor payment. Provide general clerical support to the FDOT Project Manager and FDOT Contract Manager.

Field repair: Maintenance and repair service performed in the field, away from FDOT or Vendor facilities.

Final plans: Vendor’s program plans which have been submitted to FDOT for approval after contract award.

Fiscal Year: The Department’s budget year starts on July 1 and ends June 30 of the following year.

Hazardous materials: Materials that are dangerous to human life or to the environment and that are required to be handled, stored, transported, and disposed of according to local, state, and federal rules and regulations.

Hazardous Materials Coordinator (FDOT): FDOT point of contact in each district responsible for coordinating the handling, storage, transport, and disposal of FDOT hazardous materials.

Heavy Equipment: Is defined as a piece of equipment that is over Fleet Code “1000” as per DMS.

Janitorial: Those services necessary to maintain a safe, healthy, clean, sanitary, and aesthetically pleasant working environment of the Department’s on-site office and shop facilities, grounds and related components (i.e. rest rooms/fixtures, painted walls, flooring, carpeting, ceramic tile, vinyl, concrete and others), hard wall offices, and shop bays.


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Key Vendor personnel: Vendor personnel to be assigned for this project with the qualifications as specified in Section 6.2.2 of this Contract.

Modifications: Structural alterations or additions of accessory equipment for a specific use to FDOT vehicles or equipment, i.e., warning lights, FDOT logo decals, digital mileage indicators, etc.

OEM: Original Equipment Manufacturer.

Off-site: Away from Broward Operations Center.

Operator: Primary user of a FDOT vehicle or piece of equipment.

OSHA: Occupational, Safety, and Health Administration.

PM: See preventive maintenance.

Preventive maintenance: The accomplishment of scheduled inspections, servicing, and repairs of vehicles and equipment recommended by the OEM, FDOT, or required by law.

QAC: See Quality Assurance Coordinator. Quality assurance: A process to ensure that quality requirements are maintained

within the standards specified in the contract.

Quality Assurance Coordinator (FDOT): FDOT personnel responsible for evaluating the quality of the Vendor’s work.

Quality control: A program of procedural checks to ensure that parts and labor meet contract standards.

Quality of service: Customer expectations are fulfilled or exceeded.

Quick fix: Unscheduled repair service that can be completed in less than one hour from notification of needed service.

Rebuilt parts: Used vehicle or equipment parts that have been refurbished for use as replacement parts.

Regular business hours (FDOT): 7:00 a.m. - 5:30 p.m., Monday through Friday, except FDOT observed holidays.

Reliability: The extent to which a vehicle or piece of equipment proves to be fully operational during a specified period of time as defined by the performance standards.

Repair: A scheduled or unscheduled adjustment or replacement of components to restore a vehicle or piece of equipment to optimum operation.

Repair order: A method of documenting work to be performed, fault symptoms, and repairs completed, including parts replaced and labor hours.


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Re-Repair: Additional work needed as a result of errors, omissions, and/or

improper initial repair and/or diagnoses by the Vendor or subconsultant.

Response time: The interval between the time of the Vendor’s receipt of a service call and the time when Vendor personnel arrive on the scene.

Scheduled repair: A repair performed in advance of predicted equipment failure.

Service: Action performed by the Vendor on FDOT vehicles and equipment in accordance with the terms and conditions of the contract. Including, but not limited to, preventative maintenance services, scheduled repairs, unscheduled repairs, quick fix services, and standby services.

Service call: Request by FDOT for Vendor to repair or tow a disabled vehicle.

Standby services: Service requiring the Vendor to be available at the shop or on a highway right-of-way ready to make repairs.

Subconsultant: A commercial company that contracts with the Vendor to provide maintenance and repair services to FDOT vehicles and equipment on behalf of the Vendor.

Transition: The period of time during which the responsibility for the maintenance and repair of FDOT’s vehicles and equipment is transferred, either from the Vendor to FDOT or to a new Vendor.

Vehicles: Including, but not limited to, light, medium, and heavy duty trucks, dump trucks, cargo and passenger vans, and automobiles.

Documents

EXHIBIT A - Scope of Services - · PDF fileExhibit “A” – Scope of Services A-1 ... ATTACHMENT B - FLEET Printout and Work Codes ... The Florida Department of Transportation