Fleet Repair, Maintenance and Preventive Services

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CITY OF MISSION SOLICITATION, OFFER AND AWARD FORM

SOLICITATION INFORMATION

REQUEST FOR PROPOSALS (RFP)

1. PROPOSAL NO.: 12-248-08-10 4. BRIEF DESCRIPTION:

2. ISSUE DATE: July 23, 2012

Fleet Repair, Maintenance and Preventive Services

3. FOR INFORMATION CONTACT: (No collect calls)

NAME: Eduardo Belmarez, Purchasing Director

TELEPHONE: (956) 580-8667 FAX: (956) 580-8798

E-MAIL: [email protected]

5. PRE-PROPOSAL CONFERENCE: (Strongly Recommended)

**** There WILL be a conference. **** LOCATION: City of Mission

1201 E. 8th

Street Mission, TX 78572

DATE: July 30, 2012 TIME: 10:00 AM CST

6. ADVERTISING DATES: 1

st Week of Advertisement Date: __07__/_23___/_12___

2

nd Week of Advertisement Date: __07__/_30___/_12___

7. SUBMIT OFFER TO: 8. OFFER SUBMISSION DUE DATE AND TIME:

Mailing/Hand/Commercial Courier Delivery

City of Mission Purchasing Department

1201 E. 8th

Street R101 Mission, TX 78572

Bid # 12-248-08-10

DATE: August 10, 2012

TIME: 2:00 PM CST

9. No Facsimiles or late arrivals will be accepted. Any proposals received after offer submission due date and time will not be opened and will be returned. City of Mission Purchasing Department time stamp clock will be the governing time for acceptability of bids. Overnight mail must also be properly labeled on the outside of the express envelope or package in reference to RFP.

10. SUBMIT WITH OFFER: Original offer and 5 photocopies including documents and attachments so indicated on Page 2 of this form.

11. Offers submitted in response to an RFB will be opened publicly by The City of Mission Purchasing Department, immediately after the submission due date and time. Offers submitted in response to an RFP will NOT be publicly opened.

12. FIRM OFFER PERIOD: Offers submitted shall remain firm for a period of 60 calendar days from the final due date for proposals.

13. NOTE: For Invitation for Bids, “offer” and “offeror” mean “bid” and “bidder”.

OFFER (To be completed by Offeror)

14. In compliance with the above, the undersigned agrees, if this offer is accepted within the period specified in Block 12, above, to furnish any or all items, or provide the service(s), upon which prices are offered in the Schedule at the price set opposite each item or service, and to deliver the item(s) and or perform the service(s) at the designated location(s) within the time specified.

15. PROPOSERS NAME, ADDRESS: (Type or Print) 16. NAME AND TITLE OF PERSON AUTHORIZED TO SIGN THE OFFER: (Type or Print)

TELEPHONE: CELL PHONE:

E-MAIL: FAX:

17. PROPOSERS SIGNATURE & DATE:

AWARD (To be completed by City of Mission)

18. TOTAL AMOUNT OF AWARD:

19. PURCHASING DIRECTOR SIGNATURE & DATE OF AWARD:

Name:

Signature: ____________________________________

Date: ____/____/____

mailto:[email protected]

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SOLICITATION INDEX

20. CONTENTS: (DOCUMENTS WITH A YES ARE TO BE SUBMITTED WITH OFFER)

NAME FORM DESCRIPTION SUBMIT WITH OFFER?

Cover Sheet

Solicitation, Offer and Award Form (Complete in its entirety to include Sign and Date)

YES

Instructions to Bidders

General Terms & Conditions

YES

Technical Proposal (Included in the 30 pg Max) YES

Price Proposal (Included in the 30 pg Max) YES

Insurance Certificate NO

Scope of Service

Description of Fleet Repair, Maintenance, and Preventive Services

YES

Non-Collusive Bidding Certificate Vendor Acknowledgement Form YES

Appendix A Target Price Proposal Signed and Completed (Included in the 30 pg Max) YES

Appendix B City Auto Fleet & Equipment List NO

Addenda Checklist Confirmation Receipt of Addendum(s) YES

Proposers General Questionnaire General Questions (Supporting Documentations) YES

CIQ Questionnaire Conflict of Interest Questionnaire YES

21. ACKNOWLEDGMENT OF ADDENDUMS: ADDENDUMS # DATE ADDENDUMS # DATE

Offeror acknowledges receipt of the following addendum(s) to the solicitation: (Identify addendum number and date of each.)

Fleet Repair, Maintenance, and Preventive Services – Proposal No. 12-248-08-10 Page 1 of 37

City of Mission

Instructions to Proposer – General Terms & Conditions

Proposal Name/No.: Fleet Repair, Maintenance, and Preventive Services / 12-248-08-10

Please read your specifications thoroughly and be sure that the offered complies with all requirements. If you are

the successful Proposer, it will be required that “Fleet Repair, Maintenance, and Preventive Services” be

provided as specified and/or agreed upon by the City. City of Mission is seeking competitive proposals from

commercial fleet service providers; hereinafter know as “Contractor" to provide Fleet Repair, Maintenance, and

Preventive Services at existing City facility or at Contractors off-site facility of their own.

(1) Sealed Proposals will be received for “Fleet Repair, Maintenance, and Preventive Services” in

accordance with the scope or service attached hereto.

(2) One (1) original and five (5) copies of RFP must be submitted in separate sealed packages with vendor’s

name and return address clearly typed/printed on upper left hand corner and proper notation

clearly type/printed on the lower left hand corner “Request for Proposals” – “Fleet Repair,

Maintenance, and Preventive Services- Proposal No. 12-248-08-10” and delivered to City of Mission

Purchasing Department, 1201 East 8th Street, Mission, Texas 78572 on or before 2:00 p.m., Friday, August

10, 2012.

a) No Facsimiles or late arrivals will be accepted. Any RFP received after that time will not be

opened and will be returned. Overnight mail must also be properly labeled on the outside of

express envelope or package in reference to RFP.

b) The technical proposal package shall be labeled "Technical Proposal – Fleet Repair,

Maintenance, and Preventive Services” and the price proposal envelope shall be labeled "Price

Proposal – Fleet Repair, Maintenance, and Preventive Services” and addressed to the

purchasing department.

(3) Pre-proposal Conference

A Pre-proposal Conference shall be held at the date and time and place as indicated above. All prospective

proposers are encouraged to attend.

(4) Authorized Signature and Firm Period

a) Proposals must give full firm name and address of offeror, and be manually signed. Failure to do so

will disqualify your Proposal. Person signing Proposal must show title or CITY TO BIND HIS

FIRM IN A CONTRACT. Firm name and authorized signature must appear on each page that

calls for this information.

b) Proposals shall remain firm for a period of sixty (60) calendar days from the date of submission. If a

Best and Final Offer has been requested of the Offeror/Proposer, the Proposal shall remain valid for a

period of up to sixty (60) additional days from the date of submission of the Best and Final Offer.

(5) Cost Incurred in Responding

All costs directly or indirectly related to preparation of a response to the RFP or any oral presentation

required to supplement and/or clarify a Proposals which may be required by the City shall be the sole

responsibility of and shall be borne by the participating Proposers.

(6) Proprietary Information

a) If a Proposer does not desire proprietary information in the Proposal to be disclosed, it is required to

identify all proprietary information in the Proposal. This identification will be done by individually

marking each page with the words "Proprietary Information" on which such proprietary information is

found. If the Proposer fails to identify proprietary information, it agrees that by submission of its

Proposal that those sections shall be deemed non-proprietary and made available upon public request.


b) Proposer’s are advised that the City, to the extent permitted by law, will protect the confidentiality of

their Proposals. Proposer shall consider the implications of the Texas Public Information Act,

particularly after the RFP process has ceased and the Contract has been awarded. While there are

provisions in the Texas Public Information Act to protect proprietary information, where the Proposer

can meet certain evidentiary standards, please be advised that a determination on whether those

standards have been met will not be decided by the City of Mission, but by the Office of the Attorney

General of the State of Texas. In the event a request for public information is made, the City will

notify the Proposer, who may then request an opinion from the Attorney General pursuant to 552.305,

Texas Government Code.

(7) Interest of Public Officials

The offeror represents and warrants that no employee, official, or member of the Council (Executive

Committee) of the City is or will be pecuniarily interested in or benefited directly or indirectly as a result of

this contract.

(8) Covenant Against Gratuities

The offeror represents as part of its offer that neither it nor any of its employees, representatives or agents

have offered or given gratuities (in the form of entertainment, gifts or otherwise) to any director, officer or

employee of the City with the view toward securing favorable treatment in the awarding, amending, or the

making of any determination with respect to the performing of the contract.

(9) Unauthorized Communication

After release of this solicitation, Respondents’ contact regarding this RFP with members of the RFP

evaluation, interview or selection panels, employees of the City or officials of the City other than the

Purchasing Director, or as otherwise indicated is prohibited and may result in disqualification from this

procurement process. No officer, employee, agent or representative of the Respondent shall have any

contact or discussion, verbal or written, with any members of the City Council, members of the RFP

evaluation, interview, or selection panels, City staff or City’s Contractors, or directly or indirectly

through others, seek to influence any City Council member, City staff, or City’s Contractors

regarding any matters pertaining to this solicitation, except as herein provided. If a representative of

any Respondent violates the foregoing prohibition by contacting any of the above listed parties with who

contact is not authorized, such contact may result in the Respondent being disqualified from the

procurement process. Any oral communications are considered unofficial and non-binding with regard to

this RFP.

(10) Award of Contract

a) It is understood that the City reserves the right to accept or reject any and all Proposals and to re-

solicit for Proposals, as it shall deem to be in the best interests of the City of Mission. Receipt and

consideration of any Proposals shall under no circumstances obligate the City of Mission to accept

any Proposals. If an award of contract is made, it shall be made to the responsible Proposer whose

Proposal is determined to be the best evaluated offer taking into consideration the relative

importance of the evaluation factors set forth in the RFP.

b) One contract award is anticipated under this solicitation. Multiple contract awards shall not be

made.

(11) Request for Clarification and/or Modifications

a) The Request for Proposal documents (which will ultimately form the Contract) can only be

modified via an addendum. The deadline to submit requests for clarifications and/or questions is

by the tenth (10) calendar day before the due date for proposals. Any explanation, clarification, or

interpretation desired by a Proposer regarding any part of this RFP must be requested from

Eduardo Belmarez, Purchasing Director via fax number (956)580-8798 or email

[email protected]. Any explanation desired by a proposer regarding the meaning or

interpretation of the solicitation, drawings, specifications, etc., must be requested in writing from



the City’s authorized representative. Emails and Faxes must clearly identify the RFP Number and

Title. City of Mission assumes no responsibility for delayed or lost responses. Proposers should

contact the Director if they believe a response is missing or lost.

b) If the City, in its sole discretion, determines that a clarification is required, such clarification shall

be issued in writing. Interpretations, corrections or changes to the RFP made in any other manner

other than writing are not binding upon the City, and Proposers shall not rely upon such

interpretations, corrections or changes. Oral explanations or instructions given before the award

of the Contract are not binding.

c) Any interpretations, corrections or changes to this RFP will be made by addendum. Sole issuing

authority of addenda shall be vested in the City of Mission Purchasing Department. Proposers

shall acknowledge receipt of all addendums within the responses.

d) Oral explanations or instructions given before the award of any contract, at any pre-Proposal

conferences or otherwise, will not be binding on the City. Any information given to a Proposer

concerning an interpretation of the solicitation will be furnished to all Proposer as an addendum to

the solicitation, if such information is necessary to Proposer in submitting Proposals on the

solicitation or if the lack of such information would be prejudicial to uninformed Proposer.

(12) Acknowledgment of Addendums to Request for Proposals

(a) If this solicitation is amended, then all terms and conditions which are not modified remain

unchanged.

(b) Proposer shall acknowledge receipt of any addendums to this solicitation: (1) by signing and

returning the addendums; or (2) by identifying the addendums number and date in the space provided

for this purpose on the Proposal form; or (3) by letter. The City must receive the acknowledgment by

the time and at the place specified for receipt of Proposals.

(13) Preparation of Proposals

(a)Proposer are expected to examine the Pricing Schedule, General Terms & Conditions, all drawings,

specifications, the statement of work, and all other provisions of, and attachments to, the solicitation,

whether incorporated by reference or otherwise, prior to the submission of Proposals. Failure to do so will

be at the Proposer's risk.

(b)Each Proposer shall furnish the information required by the solicitation. Proposals shall be submitted on

the Proposal form contained in the solicitation. Proposer shall sign and print or type their name on the

Proposal form and each continuation sheet on which they make an entry. Erasures or other changes must

be initialed by the person signing the Proposal. Proposals signed by an agent of the Proposer (other than an

officer or a partner of the Proposer) are to be accompanied by evidence of the agent's City (unless such

evidence has been previously furnished to the City).

(c)All blanks on the Proposal form shall be filled in by typewriter or printed in ink with a firm fixed unit

price for items Proposal. Unit prices shall include packing unless otherwise specified. In case of any

discrepancy between a unit price and any extended or total price required by the Proposal form, the unit

price will be presumed to be correct, subject, however, to correction to the same extent and in the same

manner as any other mistake.

(d)Proposals for property or services other than those specified in the Schedule will not be considered

unless specifically authorized in the solicitation. Any condition, qualification, or limitation of the Proposal

may be a basis for rejection of the Proposal as nonresponsive.

(e)The Proposer must state a definite time for delivery of property or for performance of services unless

otherwise specified in the solicitation. All measurements shall be in the system of weights and measures in

common usage in the United States, and pricing shall be in U.S. dollars.

(14) Completion of Responses


a) Information presented in the Proposals will be used to evaluate the qualifications of the Proposer(s) and

to determine the Proposer(s) which will be selected to provide fleet services to the City.

b) Responses shall be completed in accordance with the requirements of this RFP. Statements made by a

Proposer shall be without ambiguity, and with adequate elaboration, where necessary, for clear

understanding

c) Proposals shall be limited to a maximum of thirty (30) 8-1/2” X 11” pages (one side only and including

cover letter) using a font size no smaller than 11 point and one inch margins. Maximum number of

pages excludes the required documents, as per solicitation index.

(15) Withdrawal of Proposals

A representative of the company may withdraw a Proposal at any time prior to the RFP submission

deadline, upon presentation of acceptable identification as a representative of such company.

(16) Evaluation and Selection of Proposals:

General:

a) Separate Packages. Proposers are required to respond to this RFP with two separate packages: a

technical proposal and a price proposal. City of Mission’s Evaluation Committee will evaluate the

technical proposals and determine which are technically acceptable. These will be ranked within a

technical competitive range.

b) Responsiveness. In order for a Proposer to be eligible to be awarded the Contract, the Proposal must

be responsive to the Request for Proposal, and City of Mission must be able to determine that the

proposer is responsible to perform the Contract satisfactorily. Responsive Proposals are those

complying in all material aspects of the solicitation. Proposals which do not comply with all the terms

and conditions of this solicitation may be rejected as nonresponsive. A Proposer may, at any time after

the submission of the Proposal, be requested to submit further written evidence verifying that the

firm(s) meets the criteria necessary to be determined a responsible Proposer. Refusal to provide

requested information may result in the Proposer being declared nonresponsive, and the Proposal may

be rejected.

c) Organization of Technical Proposal Materials. To enhance the comparability and facilitate

evaluation, all proposals must be organized addressing each of the evaluation criteria as set forth in the

following section entitled "Technical Evaluation Criteria." The Evaluation Committee may reject

proposals if found to be in an unorganized manner. City of Mission shall appoint an Evaluation

Committee to evaluate all proposals submitted for this project.

(17) Evaluation of Technical Proposal:

a) Initial Evaluation. All proposals will be initially evaluated and ranked based on weighted evaluation

criteria listed below or that may be issued in addenda. Evaluation criterion is deemed to include any

unstated "sub-criterion" that logically might be included within the scope of the stated criterion.

b) Review. The City's evaluation panel will review all responsive submittals and select the best evaluated

proposals for further interview. The technical submittals shall be reviewed and evaluated by the

Evaluation Committee on the basis of the 1000 point rating system. The technical evaluation shall be

based on the responsiveness of the technical submittal to the needs of City of Mission and to the

requirements of the technical specifications with a maximum numerical rating as indicated herein.

c) Evaluation Form. Each member of the Evaluation Committee shall complete an evaluation form for

each technical proposal submitted. The final technical rating for each proposal shall be based on the

average of the total score compiled by members of the Evaluation Committee.


(18) Technical Evaluation Criteria (600 Point Total) Part I of the Contract's proposal will present the technical elements of the proposal and must consist of the

following sections:

a) Corporate Overview, Organization and Staffing including project manager– 125 points available

This section of the proposal will present an overview of the Proposer’s organization and will include

the firm name; address; phone and fax numbers; firm history; appropriate company's state, and federal

registration number; name title, address, and phone number of the firm's representative for the

proposal.

This section will present the Contractor’s proposed organization structure, and will present a staffing

chart showing specific job classifications, number of employees and full-time equivalent employees

(FTE) by position; and reporting relationships. Resumes for all key managerial/supervisory positions

must provide in sufficient detail to determine the nature and depth of each individual's relevant

experience and their relationship to the Contractor.

b) Understanding, approach, and responsiveness – 130 points available

The main objective of this Request for Proposals is to continue to improve the delivery of fleet

management and fleet maintenance services to reduce overall fleet related costs. The Proposer should

clearly outline its methodology and approach to achieve these goals as an integral part of this section.

This section of the proposal will consist of a statement of understanding concerning the objectives of

the proposed relationship. It should further explain how best to accomplish the objectives. It also will

present a detailed description of the Proposer’s proposed approach to providing each of the services

specified in this RFP. This section will describe the services to be provided, who will provide the

services, how the services will be provided, and the management systems the Contractor will use to

support provision of services and accomplishment of performance objectives and standards.

Thus, this section will include a description of things such as the process to use that will promote

compliance with the PM program; scheduling services to minimize disruption to the conduct of the

City's business; establishing priorities among competing demands, controlling the quality of services

provided; and tracking the work that is achieved, and otherwise accomplishing the City's objectives.

The Contractor must discuss each of the requirements of the RFP clearly and completely in this

section of the proposal.

c) Qualifications and Experience with a fleet of 400+ units and an Older Fleet – 110 points available

In this section of the proposal, the Contractor will describe its record of accomplishment in

performing services comparable to those specified in this RFP, and other information relevant to

making a determination as to the ability of the Contractor to perform these services. The Contractor

will describe its experience and management with the full range of vehicles and equipment in the

City's fleet to include older vehicles/equipment.

This section will include a list of all work of this nature the Contractor has performed within the past

five years. This list will include the name of each client, a client contact and telephone number, the

size and composition of the client's fleet, the scope of services provided, effective dates of the

contract(s) with this client, and the annual contract cost. The Contractor will distinguish fleet

maintenance work from other work when both are part of a single agreement.

d) Exceptions, innovations, and service improvements – 40 points available

This section of the proposal provides the Proposer the opportunity to suggest alternatives to the scope

of services and conditions set forth in this RFP which, in the Proposer's judgment, will further

advance accomplishment of the City's fleet management objectives. In addition, the Contractor must

state in this section whether it takes exception to any provision set forth in this RFP.


The City prefers to receive technical proposals that are inclusive of all provisions set forth in this RFP

without exception. The City prefers to have Contractors define alternatives in terms of changes in the

technical and cost proposals that will enable the City to evaluate clearly and consistently the merits of

these alternatives relative to the scope of services and conditions set forth in this RFP.

This section is mandatory. Failure of a Contractor to include this separate section in its proposal

means to the City that the Contractor takes no exceptions to the terms and conditions specified in this

RFP, and offers no alternative terms and conditions.

e) Transition plan – 30 points available

This section of the proposal will describe the actions that the Proposer will take to accomplish a

successful transition to agreement services and the resources the Proposer will employ in addition to

resources needed to provide Target Services. The Proposer will describe how they will maintain

continuity of service during the transition period. The Contractor will provide a timeline of events

and milestones for the transition period that highlights specific actions to take and specific resources,

including personnel and equipment.

f) Financial stability – 50 points available

This section will consist of annual reports or financial statements for the past three (3) years. This

section shall describe the Contractors financial strength, resources, economic standing in industry and

capability to finance the work to be performed and complete the Contract in a satisfactory manner as

measured by:

Offeror’s Financial Statements: The Proposer shall provide sufficient detailed examples of financial

statements prepared in accordance with the United States Generally Accepted Accounting Principles

(GAAP) and audited by an independent certified public accountant authorized to practice the

jurisdiction of either the Procuring Entity or the Proposer.

Insurance Covered Attainment: Proposer shall provide sufficient detailed examples of the firm’s

ability to obtain required insurance with coverage values that meet minimum requirements evidenced

by a letter from underwriter confirming that the Proposer can be insured for the required amount.

g) Quality Assurance plan – 75 points available

In this Section the Contractor shall provide a detailed description of its quality assurance philosophy,

organizational structure, and results. Contractors offer submission must describe the control of

workmanship, incoming parts inspection, and in-process inspections, plus any quality ratings

previously awarded by other governmental or international agencies such as, MIL-Q-9858A Quality

Program or ISO certifications.

Proposer shall provide a list of Fleet Defects that the Contractor has experienced, with an explanation

of how they were resolved.

h) Security Measures for Fleet – 40 points available

In this Section the Contractor shall provide a detailed description of its security measures that will be

put into practice in order to safely secure City fleet for the period of service.

(19) Evaluation of Price Proposal: (400 Point Total) Opening of Price Proposal.

a) City of Mission will open the Price Proposals to determine a competitive range in conjunction

with technical proposals to conduct a combined evaluation of proposals.

Scoring. The Selection Committee’s recommendation for award of this contract shall be

based on the highest total points for both technical and price. This number shall be

arrived at by adding the average total rating for the Technical Proposal to the point rating

determined for the Price Proposal:


Lowest Price X 1000 points = Price Score

Firm’s Price

b) Price Proposal

Part II of the Contractor’s proposal will present, separately bound and sealed, the business

elements of the proposal and must consist of the following sections:

I. Target Cost Proposal

The Contractor must use the Target Cost Schedule (Appendix A) for the presentation of its Target

cost proposal. Proponents are to submit Target cost amounts for each cost item identified in the

Target Cost Schedule and for a three (3) year contract term. The cost set forth in the schedule is

for establishing a contract Target Budget that will be the Contractors’ operating budget for each

year of the base period of this agreement. The following instructions and definitions apply to the

completion of the Target Cost Schedule:

Personnel – The number of full-time personnel equivalents (FTEs) (one FTE = 2,080

hours per year) proposed for each personnel category listed on the Target Cost Schedule

will be noted along with the corresponding total personnel cost for this category.

Personnel costs must be broken down into wages and salaries and fringe benefits costs by

job classification. Any bonuses awarded by the Contractor to personnel because of cost

savings realized under this agreement relative to the Target cost the City will not

reimburse and should not be included in the cost to the City. Note that Personnel costs

should not be burdened with any overheads or administrative costs.

Parts, Supplies, and Outside Services Costs – All repair parts, supplies, materials, and

vendor services required to provide Target services.

Overhead Costs – General, administrative, and overhead costs included in the Target cost

will include indirect expenses incurred for such items as, office supplies, uniforms,

bonding costs, insurance, copying services, non-capitalized equipment shop tools and

insurance. Costs for maintenance and/or rental equipment used in delivering goods and

services under the terms of this RFP are also overhead costs. The City will not reimburse

any indirect costs in connection with the following: bad debts, donations, entertainment,

fines and penalties, lobbying, defense of criminal charges, and alcoholic beverages.

Corporate and Management Fee – Costs for central corporate services, management fees,

and profit will be included in this cost line.

Cost proposals should be well documented and explained to add in evaluating the rationale and

reasonableness of proposed costs. The City reserves the right to reject poorly documented cost

proposals and/or follow-up with proposers to obtain required documentation.

II. Non-Target Cost Proposal

As previously noted, proponents should assume Non-Target service costs equal to 20-percent of

Target service costs. The City will work with the selected Contractor to develop a schedule of

fully-burdened rates to bill all services to work orders and to invoice the City for Non-Target

services. Accordingly, a Non-Target Cost Proposal is not required. However, proponents should

address their plans for providing theses important services in their Technical Proposals including

methods to control costs and to meet customer service expectations.

III. Transition Cost Proposal

The City recognizes that resources in addition to those needed to provide on-going Target services

might be required during the transition period. The Contractor will document these costs in its

proposal. A detailed breakdown of the proposed transition costs is required.

(20) Interviews, Discussions, and Negotiations:


a) Interviews: The committee will determine whether acceptance of the most favorable initial

proposal without discussion is appropriate, or whether interviews and/or discussions should be

conducted with all Proposers within the competitive range.

b) Negotiations. The committee or designated members of the committee will negotiate separately

with each Proposer whose proposal falls within the overall competitive range. Each Proposer

remaining within the overall competitive range at the close of negotiations may be allowed to submit

a final supplement called a "best and final offer." The City reserves the right to negotiate all

elements that comprise the successful Contractor’s response to ensure that the best possible

consideration be afforded to all concerned.

(21) Best and Final Offer: The best and final offer will contain all information and documents necessary to

state the Proposer's entire proposal without reference to the original proposal or to any supplements that may

have been submitted during negotiations. All Proposers that submit best and final offers will be evaluated by

the committee, or designated committee members, based upon those best and final offers.

(22) Amended Proposal: Proposals cannot be altered or amended after opening time. Alterations made

before opening time must be initialed by Proposer guaranteeing authenticity. No Proposal may be withdrawn

after opening time without acceptable reason in writing and only after approval by the City of Mission.

(23) STATE SALES TAX MUST NOT BE INCLUDED IN PROPOSAL. Contractors are not tax exempt.

(24) Acceptable Standards

a) Any parts not specifically mentioned which are necessary for the work to be complete and for use or

which are normally furnished as standard equipment shall be furnished by the successful Proposer and

shall confirm in strength, quality, and workmanship to the accepted standard of the industry.

b) Unless otherwise specified, any catalog or manufacturer’s reference or brand name used in describing

an item is merely descriptive, and not restrictive, and is used only to indicate type, style or quality of

material desired. If a Proposer quotes on an article other than the one specified, which he/she

considers comparable, the name and grade of said article must be specified in the Proposal and

sufficient specifications and descriptive date must accompany same to permit thorough evaluation.

In the absence of these qualifications, he/she will be expected to furnish the article called for.

(25) Indemnity: The Proposer agrees to indemnify and save harmless the City, the Purchasing Director and

any assistants from all suits and actions of every nature and descriptive brought against them or any of them,

for or on account of the use of patented appliances, products or processes, and he/she shall pay all royalties and

charges which are legal and equitable. Evidence of such payment or satisfaction shall be submitted upon

request of the Purchasing Director, as a necessary requirement in connection with the final estimate for

payment in which such patented appliance, products or processes are used.

(26) Right to Audit

a) Contractor agrees that the City shall, until the expiration of three (3) years after final payment under

this contract, have access to and the right to examine at reasonable times any directly pertinent

books, documents, papers and records of the Contractor involving transactions relating to this

Contract at no additional cost to the City. Contractor agrees that the City shall have access during

normal working hours to all necessary Contractor facilities and shall be provided adequate and

appropriate work space in order to conduct audits in compliance with the provisions of this section.

The City shall give Contractor reasonable advance notice of intended audits.

b) Contractor further agrees to include in all its subcontractor agreements hereunder a provision to the

effect that the subcontractor agrees that the City shall, until expiration of three (3) years after final

payment of the subcontract, have access to and the right to examine at reasonable times any directly

pertinent books, documents, papers and records of such subcontractor involving transactions related

to the subcontract, and further that City shall have access during normal working hours to all

subcontractor facilities and shall be provided adequate and appropriate work space in order to


conduct audits in compliance with the provisions of this paragraph. City shall give subcontractor

reasonable notice of intended audits.

(27) Independent Contractor: It is expressly understood and agreed that Contractor shall operate as an

independent contractor as to all rights and privileges granted herein, and not as agent, representative or

employee of the City. Subject to and in accordance with the conditions and provisions of this Agreement,

Contractor shall have the exclusive right to control the details of its operations and activities and be solely

responsible for the acts and omissions of its officers, agents, servants, employees, contractors and

subcontractors. Contractor acknowledges that the doctrine of respondeat superior shall not apply as between

the City, its officers, agents, servants and employees, and Contractor, its officers, agents, employees, servants,

contractors and subcontractors. Contractor further agrees that nothing herein shall be construed as the creation

of a partnership or joint enterprise between City and Contractor.

(28) Discrepancies: Proposer shall carefully examine the Proposal forms, general terms and conditions,

and specifications. Should the Proposer find discrepancies in, or omissions from Proposal forms, general

terms and conditions, specifications, or other documents, or should he/she be in doubt as to their meaning,

he/she should at once notify the Purchasing Director (Mission City Hall, [email protected] (956)

580-8667) and obtain clarification by addendum prior to submitting any Proposal.

(29) BILLING AND PAYMENT INSTRUCTIONS:

Invoices must include:

a. Name and address of successful vendor

b. Name and address of receiving department or official

c. Purchase Order Number (if any)

d. Notation - “Fleet Repair, Maintenance, and Preventive Services”

e. Descriptive information as to the items or services delivered, including product code, item number,

quantity etc.

f. Refer to the Scope of Service for billing and payment instructions

(30) Funding

a) Funds for this procurement have been provided through Local Funding for this fiscal year only. The

award of a Proposal or contract hereunder will not be construed to create a debt for the City which is

payable out of local funds beyond the current fiscal year.

b) No oral statement of any person shall modify or otherwise change or affect the terms, conditions or

specifications stated in the resulting contract. All change orders to the contract will be made in

writing by the City of Mission Public Works Director or his/her designee and approved by City

Council.

(31) The City of Mission reserves the right to waive or take exception to any part of the scope of service when

in the best interest of the City of Mission.

(32) Proposer must comply with all applicable federal, state and local laws, rules, regulations and ordinances

and statutes relating to purchasing in the State of Texas in addition to the requirements of this form.

(33) Proposer are advised that they must be in compliance with the below mentioned law:

CHAPTER 176 OF THE TEXAS LOCAL GOVERNMENT CODE

Effective January 1, 2006, Chapter 176 of the Texas Local Government Code requires that any vendor or

person considering doing business with a local government entity disclose in the Questionnaire Form CIQ,

the vendor or person’s affiliation or business relationship that might cause a conflict of interest with a local

government entity. By law, this questionnaire must be filed with the records administrator of the City of

Mission not later than the 7th business day after the date the person becomes aware of facts that require the

statement be filed. See Section 176.006, Local Government Code. A person commits an offense if the

person violates Section 176.006, Local Government Code. An offense under this section is a Class C

misdemeanor.



For more information or to obtain Questionnaire CIQ go to the Texas Ethics Commission web page at

www.ethics.state.tx.us/forms/CIQ.pdf.

IF YOU HAVE ANY QUESTIONS ABOUT COMPLIANCE, PLEASE CONSULT YOUR OWN

LEGAL COUNSEL. COMPLIANCE IS THE INDIVIDUAL RESPONSIBILITY OF EACH PERSON OR

AGENT OF A PERSON WHO IS SUBJECT TO THE FILING REQUIREMENT. AN OFFENSE UNDER

CHAPTER 176 IS A CLASS “C” MISDEMEANOR.

(34) Termination for Convenience:

a) City of Mission may terminate this contract, in whole or in part, at any time without cause and solely

for the convenience of City of Mission by giving 30 days written notice to the Contractor. The

Contractor shall be paid fees and expenses for work performed up to the time of termination. The

Contractor shall promptly submit its termination claim. If the Contractor has any property in its

possession belonging to City of Mission, the Contractor will account for the same and dispose of it in

the manner City of Mission directs.

b) Non-appropriation of Funds: In the event no funds or insufficient funds are appropriated by the City

in any fiscal period for any payments due hereunder, City will notify Contractor of such occurrence

and this Agreement shall terminate on the last day of the fiscal period for which appropriations were

received without penalty or expense to the City of any kind whatsoever, except as to the portions of

the payments herein agreed upon for which funds shall have been appropriated.

(35) Termination For Default:

Default: In the event that the Contractor breaches the terms or violates the conditions of the

Contract, and does not within ten (10) days of written notice from City of Mission cure such

breach or violation. City of Mission may immediately terminate the Contract, and shall pay the

Contractor only its allowable cost to date of termination.

Notice: Termination shall be effected by serving a notice of termination on the Contractor setting

forth the manner in which the Contractor is in default.

City of Mission Options: In case of default on the part of the Contractor, the Contract may be

terminated and in such event:

a. City of Mission may complete such contract without further liability to the

Contractor for compensation for any labor, supplies or materials furnished by the

Contractor under the contract, or

b. City of Mission may direct the Contractor to remove any equipment delivered

and/or installed by the Contractor and to refund to City of Mission any amounts

paid by City of Mission to the Contractor, and City of Mission shall have no further

liability to the Contractor.

c. City of Mission may contract to acquire supplies or services similar to those

terminated.

(36) Insurance Requirements for Supply/Services and/or Construction

(a) Required Coverage. The Contractor shall, at all times during the term of this contract and extended terms

thereof, provide and maintain the following types of insurance protecting the interests of the City of Mission and

the Contractor with limits of liability not less than those specified below.

Commercial General Liability insurance or its equivalent, listing City of Mission as an additional insured,

providing limits of not less than $500,000 for bodily injury and property damage per occurrence, consistent with

potential exposure to City under the Texas Tort Claims Act. Coverage should include injury to or death of

persons and property damage claims arising out of the services, construction, etc. provided with a general

http://www.ethics.state.tx.us/forms/CIQ.pdf


aggregate of $1,000,000, and a products and completed operations aggregate of $1,000,000. Coverage should

include: Damaged to rented premises at a minimum of $100,000 per occurrence. There shall not be any policy

exclusions or limitations for the following as well:

Contractual Liability covering Contractor's obligations herein

Personal Injury Advertising Liability

Medical Payments

Fire Damage Legal Liability

Broad Form Property Damage

Liability for Independent Contractors

(b) Automobile liability insurance policy with combined single limit of at least Five Hundred Thousand Dollars

($500,000.00) per occurrence, consistent with potential exposure to City under the Texas Tort Claims Act.

(c) Uninsured/Underinsured motorist coverage in an amount equal to the bodily injury limits set forth

immediately above;

(d) A Five Hundred Thousand Dollar ($500,000.00) Comprehensive General Liability insurance policy providing

additional coverage to all underlying liabilities of City consistent with potential exposure of City under the Texas

Tort Claims Act;

(e) Workers’ Compensation and Employers’ Liability- insurance is equivalent to State of Texas Workers’

Compensation Statutory Limits, providing limits of not less than $1,000,000 for each accident, each disease per

employee $1,000,000, and policy limit of no less than $1,000,000. There shall not be any policy exclusions or

limitations.

(f) Certificates of Insurance. Before commencing execution of this contract, and within 7 calendar days from

date of award of contract, the Contractor shall furnish Original proof of insurance via Certificates of Insurance

satisfactory to the City of Mission at the following addresses,

City of Mission

Eduardo Belmarez, Purchasing Director

1201 E. 8th Street

Mission, TX 78572

Proposal # 12-248-08-10

evidencing that insurance as required by paragraph (a) above is in force, stating policy number dates of

expiration and limits of liability thereunder. All copies of policies and Certificates of Insurance submitted to the

City shall be in a form and content acceptable to the City.

(g) Approval of Forms and Companies. All coverage described in this contract shall be in a form and content

satisfactory to the Purchasing Director. No party subject to the provisions of this contract shall violate or

knowingly permit to be violated any of the provisions of the policies of insurance described herein. All

insurance should be provided by insurance companies with a Best’s rating of A- or better. Please include proof

of such rating with your coverage documents.

(h) Additional Insured Endorsement. The policy or policies providing Commercial General Liability, and as

otherwise required above, shall be endorsed to name City of Mission, their directors, officers, representatives,

agents, and employees as Additional Insurers with respects to operations performed by or on behalf of the

Contractor in the performance of this contract via ISO endorsements CG 2037 or its equivalent. The policy shall

also be endorsed to name other interests as directed by City of Mission.

(i) Notice of Cancellation or Material Changes. Policies and/or Certificates shall specifically provide that a

thirty (30) day notice of cancellation, non-renewal, or material change be sent to the City.


(j) Multiple Policies. The limits of liability as required above may be provided by a single policy of insurance

or a combination of primary, excess, or umbrella liability policies. But in no event shall the total limit of liability

of any one occurrence or accident be less that the amount shown above.

(k) Deductibles. Companies issuing the insurance policies and the Contractor shall have no recourse against

the City for payment of any premiums or assessments for any deductibles, as all such premiums and deductibles

are the sole responsibility and risk of the Contractor.

(l) Subcontractors. If any part of the work is sublet, the Contractor shall require any and all subcontractors

performing work under this contract to carry General Liability and Products, and Construction Liability

Insurance, with limits of liability that Contractor shall deem appropriate and adequate to protect the interests of

the City. In the event a subcontractor is unable to furnish insurance in accordance to section (a) above, the

Contractor shall endorse the subcontractor as an Additional Insured. Insurance certificates for subcontractors

shall be furnished to the City of Mission upon request.

(m) No Release. The carrying of the above-described coverage shall in no way be interpreted as relieving the

Contractor of any other responsibility or liability under this agreement, or any applicable law, statute, regulation,

or order.


CITY OF MISSION

Scope of Service Solicitation Name: “FLEET REPAIR, MAINTENANCE, AND PREVENTIVE SERVICES”

Submission of a proposal constitutes an offer to perform the work specified and to be bound by the terms contained

or referenced herein. Upon acceptance of the offer, and upon award of the Contract to the successful offeror (if any),

this procurement solicitation document (entitled "Request for Proposal") together with the completed and executed

forms required herein, and all attachments hereto, together with the documents listed below (incorporated into this

Contract by reference) shall collectively constitute the Contract.

1.0 Scope: Objective of This Request For Proposals

The City is seeking competitive proposals from commercial fleet service providers to provide fleet

maintenance services at existing City facility or contractor off-site facility. The City's ongoing objective is

to improve the performance of its fleet – reduce cost and fleet downtime while improving fleet reliability

and functionality – through enhanced fleet maintenance practices. The City desires to enter into an

agreement that will provide the best value to the City, and that will form the basis of a partnership between

the successful service provider, hereinafter “Contractor,” and the City for the achievement of the City's

long term objectives.

2.0 Overview Of Fleet Operations In The City

2.1 The City currently operates an extremely diverse fleet of approximately 445 primary units, ranging

from administrative sedans, heavy equipment, specialized equipment, fire-fighting and police

apparatus. Appendix B lists the auto and mobile units. The City of Mission maintains these units

at City-owned facilities under the oversight of the Department Director. Individual departments

own and operate all units under this contract. The Fire Department and Police Department prepare

their own new vehicles for service (up-fitting) and will continue to do so in the future.

2.2 Summary of Fleet Services Contractor Responsibilities-The Contractor will be responsible for

providing all the services described in the subsequent sections of this RFP, and in accordance with

the standards of performance outlined therein. In summary, the successful Proposer will be

responsible to:

2.2.1 Provide all fleet maintenance and repair services to the City's fleet. It is expected that the

successful Proposer will use either City-owned or its own facility and staff to provide

these services in a manner that (1) reduces overall fleet costs, (2) lowers overall fleet

downtime, and (3) does not adversely affect the City’s ability to provide a high level and

quality of services to residents.

2.2.2 Provide technical assistance and guidance to support the City's fleet management

decisions regarding fleet size and composition, fleet policy formulation and capital

investments in the fleet and fleet facilities; and

2.2.3 Provide these services during all City-declared emergencies, as designated by the Public

Works Director or his/her designee, such as inclement weather emergencies.

2.3 Terms of the Agreement

Definitions

2.3.1 Target and Non-Target Services

The successful Proposer will provide each of the services outlined under the terms of this

RFP, and such other allied services may be required to assure the continuity of effective

and economical operation of the City's fleet, regardless of their definition as "Target" or

"Non-Target" services. The successful Proposer will provide all supervision, labor, tools,

parts, materials, supplies, office equipment, and sub-Contractor services required, unless


specifically exempted under the terms of this RFP, necessary to provide fleet services in

accordance with generally accepted fleet practice, and in accordance with the

performance standards specified in this RFP.

2.3.2 Each service in this RFP is either a "Target" of a "Non-Target" service. These

designations have important procedural and financial implications, as described

throughout the remainder of this RFP.

2.4 Target Services

The Contractor will provide all services designated Target services within a single annual fixed

("Target") amount as specified in its proposal. The Contractor will bear all risk associated with

exceeding the annual cost Target, but will share in any savings.

2.5 Non-Target Services

The successful Proposer will provide all services designated as non-Target services on a time and

materials basis at rates specified in its proposal. The City and the successful Proposer will

cooperate in establishing and managing an annual budget for non-Target services.

2.6 Vehicle Equivalent Units

Each class of vehicle and equipment in the fleet has an appropriate number of Vehicle Equivalent

Units (VEU) to define the relative level of maintenance and repair effort the City expects the

Contractor to expend on vehicles and equipment of that class. The City recognizes VEU, rather

than actual count of units, for several purposes such as pricing changes to fleet size and fleet age

as described in later sections of this RFP below. For any classification not identified by VEU, the

City will negotiate pricing changes with the Contractor based on historical repair records.

3.0 AGREEMENT TERM

3.1 Commencement of Operations

The successful Proposer shall commence performance of services under the terms of this RFP

within thirty (30) calendar days of contract execution, but no later than October 1, 2012. The City

reserves the right to adjust date for commencement of services.

3.2 Term of the Initial Agreement

The term of the initial contract shall be a period of three (3) years from the start work date

specified in the contract.

3.3 Options to Extend the Initial Agreement

3.3.1 The City reserves the right to extend the term of the contract, at its sole discretion but

with the concurrence of the successful Proposer, for a maximum of two (2) one-year

periods, or fractions thereof. The City will forward written notice to the successful

Proposer at least thirty days (30) prior to the expiration of the initial contract or any

extension then in force.

3.3.2 The total duration of the contract, including the exercise of any options under this

provision, shall not exceed five (5) years.

4.0 TOTAL CONTRACT COST

4.1 Any contract resulting from this RFP will have three cost components: Target Cost, Non-Target

Cost, and Transition Cost. The Contractor’s proposal will contain an itemized cost proposal in the

tabular format described in Appendix A. Described below are the major cost components.


4.2 Target Cost

Target costs are those costs incurred by the Contractor to provide Target Services, as defined

throughout this RFP. The Contractor will develop an annual fixed price cost proposal for the

provision of all Target services that is inclusive of all Target costs and Contractor fees. The City

will pay up to the agreed Target amount, but any cost incurred for the provision of Target services

exceeding the agreed amount on an annual basis will be borne entirely by the successful Proposer.

4.3 Non-Target Costs

4.3.1 Non-Target costs are those costs incurred by the Contractor to provide Non-Target

services as defined throughout this RFP. Non-Target service costs are estimated to be

20-percent of Target service costs. For purposes of evaluating responses to this RFP,

the Evaluation Committee will add 20-percent to the Target cost proposal of all

organizations responding to this RFP to arrive at a total estimated contract cost.

Accordingly, proposers are not to submit a Non-Target cost proposal at this time.

4.3.2 Before commencement of services the City will work with the Contractor to develop a

fully-burdened labor rate for the various employee classifications in its staffing plan as

well as appropriate markups on parts, materials, and sublet services. These markups will

be based on the Contractor’s Target Services cost proposal (inclusive of an apportioned

share of corporate overhead, general and administrative costs, management fees, labor

costs, parts costs, anticipated sublet service costs, etc.).

4.4 Transition Costs

4.4.1 The transition period is that time between the execution of a contract and completion of

the first four months of contract services.

4.4.2 A successful transition to contract service is essential. This transition is one that provides

for the provision of service throughout the transition period that is at least equal to the

current level of service provided by the City's existing service provider, and that puts the

Contractor in a position to meet all contract specifications after the transition period. The

City appreciates the fact that resources in addition to the resources needed to provide

Target services may be required to accomplish a successful transition. Consequently, the

City requires Contractors to present in their proposals a Transition Plan, which includes

the enumeration of resources needed to implement this plan.

4.4.3 The City will establish a Transition Budget that provides funding for implementation of

the Contractor’s Transition Plan to the extent that such implementation requires the

Contractor to incur costs beyond those proposed for the provision of agreement services

in the first year of the agreement. The Contractor’s proposed Transition Plan cost

proposal will reflect the transition budget, and the City will pay for transition costs up to

this budgeted amount.

5.0 CONTRACT COST ADJUSTMENTS

5.1 Unusual Costs

The Contractor may petition the City for an adjustment to the Target Budget at reasonable times

based on unusual changes in the Contractors’ cost of doing business. For purposes of this section,

unusual changes are items not covered by the agreement that occur because of external events and

through no fault of the successful Proposer. Examples of such are changes in local, state, or

federal laws, regulations, natural catastrophes, civil disturbances, or similar extraordinary events.

Unusual costs will not include price increases occurring in the ordinary course of doing business.

5.2 Cost Adjustment for Contract Renewal


5.2.1 The Contractor’s cost proposal will set the Target Budget for the first three (3) years of

the contract. Adjustments to the annual Target Budget in following years are pursuant to

the conduct of the annual meeting between the City and the Contractor. The City will

consider an adjustment of the Target Budget in each renewal year in light of the

following limitation:

5.2.2 The change in all costs (non-Target labor rates and Target services) will not exceed the

Consumer Price Index – Urban (CPI-U) for urban consumers for all items in the Rio

Grande Valley Area for the prior year.

5.3 Cost Adjustment for Changes in Fleet Size

5.3.1 The Target Budget will be adjusted to correspond to increases or decreases in fleet size

(on a vehicle equivalent basis as specified by the City or the Contractor). The City will

calculate these adjustments quarterly and adjust the monthly Target Budget. Adjustments

will take place only for the forthcoming and subsequent months. If the fleet increases in

size, it is up to the contractor to apply for any increase in its Target Budget. It will be up

to the City to notify the contractor of any decreases in the contractor’s Target Budget due

to decreases in fleet size.

5.3.2 For example, if the total of all vehicle equivalents defined by the contractor in Appendix

A is 1,500 and its Target Bid is $1,500,000, then the cost of one vehicle equivalent would

be $1,000. If the size of the City’s fleet were then to increase by five (5) vehicles that

had a total vehicle equivalent numerical value of 15 during the third month of contract

operations, then the contractor could apply for an increase to its Target Budget of $1,500

per month beginning in month four (4) of contract operations.

6.0 CONTINUITY OF SERVICE

6.1 Notice of Intent Not to Renew

The Contractor must recognize that providing the services are vital to the City and required

without interruption and that, upon expiration or termination of the contract, a successor will

continue these services. Therefore, if the Contractor chooses not to renew the contract upon

contract expiration, the Contractor is required to provide the City a written notice of such intent at

least six (6) months before the expiration of the contract.

6.2 Phase In – Phase Out

If upon expiration or termination of the contract, the Contractor is not chosen to continue or elects

not to renew the agreement, the Contractor will, upon written notification from the City, provide

phase-in phase out services for up to sixty (60) days after terminated contract have been finalized

with a successor Contractor. After notification, the Contractor will cooperate in good faith with a

successor in determining the nature and extent of the services, including the development of a

mutually accepted transition plan, subject to approval by the City. The Contractor will provide

sufficient, experienced personnel during the transition period to ensure that the services, called for

by the contract, continue at the specified level of contract performance. The Contractor will

receive reimbursement for all reasonable transition costs pre-authorized by the City, which

incurred within the agreed period after agreement expiration or termination. The Contractor will

cooperate with the successor in allowing as many personnel as practical to remain on the job in

order to enhance the continuity and consistency of the services called for by the agreement.

Toward this end, the Contractor will disclose necessary personnel records and allow its successor

to conduct on-site interviews with its employees.


TARGET SERVICES

7.0 VEHICLE MAINTENANCE AND REPAIR

7.1 Staffing Requirements

7.1.1 The successful Proposer will be on-site or off-site providing vehicle maintenance and

repair service at one Service Center, at a minimum, Monday through Friday between the

hours shown below:

Service Center Minimum Operating Hours

City Facility 609 Canal 8:00 AM to 5:00 PM

Off-Site 8:00 AM to 5:00 PM

7.1.2 Set hours of operation will be established with the successful proposer. The Contractor

must provide additional staffing as required to meet the performance standards of this

contract (at no additional cost to the City), to meet service needs during natural or

manmade emergencies (non-Target services if response is after normal business hours),

and to meet the special service needs of City departments (non-Target services).

7.1.3 The City observes eleven holidays as listed below:

New Year’s Day

Presidents Day

Good Friday

Memorial Day

Independence Day

Labor Day

Veteran’s Day

Thanksgiving Day

Thanksgiving Friday

Christmas Eve

Christmas Day

7.1.4 The contractor will provide the resources to assist promptly customers when the City

brings vehicles to a shop for service. The Contractor will greet customers at a designated

area within the shop. Contractor personnel will assist the customer in describing the

service issues that the customer is experiencing, will immediately open a work order in

the fleet management information system including all pertinent information as directed

by the Contract Administrator, and will provide the customer with a completion date/time

estimate.

7.1.5 The City historically has supported ASE certifications for mechanics. At a minimum

contractor is to have 75-percent of the mechanics ASE certified. 25-percent of mechanics

working on fire apparatus need to be EVT certified. 30-percent of mechanics need to

hold ASE Master Certifications. Proposers must address this level of commitment or

better in their proposals.

7.2 Preventive Maintenance

7.2.1 The Contractor will perform timely service on all fleet vehicles in accordance with each

unit's original equipment manufacturer (OEM) recommended preventive maintenance

(PM) services.


7.2.2 All customers will be given a completion time estimate for PM and statutory inspections.

Work will begin on PM and statutory inspections within fifteen minutes for those

vehicles less than 8600 Gross Vehicle Weight Rating when a customer has made a time

certain appointment and elects to wait at the shop for services to be completed. Work will

begin within two hours on all PM and statutory inspections when a customer elects to

drop off their vehicle at a shop. The Contractor will notify customers by phone and/or

email if they must extend the initial completion time estimates due to the inspection

uncovering additional repair work. The contractor must document all appointment, start,

and completion times for services in the fleet management information system.

7.2.3 The Contractor will maintain a PM schedule for every vehicle in the fleet, and will

describe, as an integral part of its proposal, how it will schedule preventive maintenance

and monitor for preventive maintenance program compliance. The contractor will

maintain a PM schedule for every vehicle in the fleet and will provide customers with a

monthly calendar that provides specific day and time appointment schedules for each

vehicle in the fleet. The contractor will cooperate with customers to set appointments that

minimize disruptions to City work activities. Appointments will be set with a minimum

of two weeks notice. The contractor will also be responsible for monitoring reports from

the fleet management information system to insure that vehicles that become due for

service and that may not appear on the monthly calendar are serviced on-time. The

contractor will schedule these units for service with customers at a mutually agreeable

time that occurs before the unit is overdue for service. Any statutory inspections (Any

inspection mandated by the State of Texas will be scheduled in a similar manner as

described above).

7.2.4 The City expects that the Contractor will assume an active role to ensure a high level of

PM Program compliance, and will consider favorably a proposal that includes specific

methods of achieving this goal. Examples of such methods may include user training and

education: customer service as a "Quick Fix" service (see below); and others. The City

will work with the Contractor to provide enforcement of the preventive maintenance

program.

7.3 Vehicle Safety, Emissions, and Other Inspections

7.3.1 The contractor will be responsible for completing all Federal and State required vehicle

inspections and certifications. These include the annual Texas State Safety and

Emissions Inspection, and crane and aerial device inspections.

7.3.2 The contractor will coordinate an annual fire pump test in accordance with the NFPA

standards on all engines and ladder trucks by a third party certified testing company. The

Contractor must notify the Fire Department at least ten (10) days prior to the month

scheduled for these tests so that this service can be coordinated and incorporated into the

monthly Fire Department activity schedule. Fire Department personnel may attend and

observe the testing procedure. The Contractor will maintain complete records of all tests

with copies of tests forwarded to the fire fleet liaison. Contractor will affect any repairs

for discrepancies uncovered by the third party inspector by a qualified EVT certified

mechanic. At a minimum once a year contractor is to send the front line pumpers and

front line aerial devices to a certified manufacturer EVT Center for complete inspection.

7.3.3 The contractor will coordinate the scheduling of inspections and certifications with each

Department Liaison not less than one month prior to the expiration of the current

inspection or certification. The contractor will affix the appropriate inspection stickers to

the vehicles and maintain the proper vehicle inspection/certification records in the fleet

management information system.

7.4 Repairs to Vehicles and Equipment


7.4.1 The Contractor will provide for all routine mechanical repairs to the fleet. By definition,

all repairs are routine except for those specifically described in the Vehicle Maintenance

and Repair — Non-Target Services section below.

7.4.2 Priorities can change on a daily basis depending on emergencies, work priorities, and the

availability of backup units. The Contractor will be responsible for following repair

priorities as set by the Contract Administrator in order to meet the City’s expectations for

vehicle availability.

7.4.3 The Contractor will provide all customers a completion time (ETR) estimate for repair

services and the ETR must be entered into the fleet management information system. The

Contractor will notify the Contract Administrator of any repair completion estimates that

exceed 24 hours. Work will begin on services within fifteen minutes when a customer has

made a time certain appointment and elects to wait at the shop for services to be

completed. Work should normally begin within four hours when a customer elects to

drop off their vehicle at a shop. The contractor must report to the Contract Administrator

all repair services not begun within 24 hours of vehicle delivery to a shop. The City

reserves the right to direct the contractor to send vehicles to an outside commercial

vendor at contractor’s expense when repair-waiting time has exceeded 24 hours. The

Contractor will notify customers by phone and/or email if initial completion time

estimates require more time if additional repair work becomes apparent during the

inspection. The contractor must document all appointment, start, and completion times

for services in the City’s fleet management information system.

7.4.4 For expected repairs on emergency units taking four hours (4) or less, the Police and Fire

Departments require the mechanic(s) to remain with the apparatus until repairs are

complete. The Contractor will notify the Police and Fire Departments for repairs taking

four hours (4) hours or more.

7.4.5 The contractor will provide completed work orders to all customers. Completed work

orders should be available at the time that the customer picks their vehicle up from a shop

and must include complete details regarding the services performed including labor,

parts, and sublet costs.

7.4.6 The Contractor must analyze in advance the cost effectiveness of any Target repair

exceeding $1,000 for light duty (less than 8,500 lbs. GVWR) vehicles, including Police

vehicles. The Contractor must analyze in advance the cost effectiveness of any Target

repair exceeding $3,000 for heavy-duty vehicles (greater than 8,500 lbs GVWR) and

other motorized equipment, or any repair where the cost estimate is more than the fair

market value of the unit. These repairs require approval in advance by the City. In such

cases, if the Contractor believes that replacement appears to be more cost-effective than

repair then such recommendation shall be presented to the City. The City, however, will

make the final repair versus replace decision. The City will place in a suspended status

any unit awaiting repair authorization relative to the performance standards and

requirements of the RFP.

7.5 "Quick Fix" Repairs

7.5.1 The Contractor will provide a "Quick Fix" service for repairs that take less than one hour

when the vehicle operator delivers the vehicle to the garage and chooses to wait for

service. Examples of quick fix services include, but are not limited to, replacing wiper

blades, fuses, and light bulbs; topping-off fluids; and fixing flat tires. This service will be

continuously available during normal hours of operation.

7.5.2 The City will consider favorably proposals that include specific methods of maximizing

the usefulness of quick fix services for improving user productivity and fleet availability.

Examples may include user training and education programs; advance scheduling of

quick fix services; and others.


7.6 Tire Services

7.6.1 The contractor will provide comprehensive tire services including tire replacement,

repair, balancing, field tire services, installation of tire chains, and maintenance of an

inventory of mounted spares. The contractor will replace tires when tires have reached

minimum tread depths (as indicated by tread-wear indicators or as specified by the Texas

Department of Public Safety) or have failed, or are otherwise unacceptable due to

weathering, irregular wear patterns, ply separations, bead separations or other

unacceptable conditions that affect the safety and performance of vehicles and

equipment.

7.6.2 The Contractor may not plug or patch police pursuit rated tires for use on police pursuit

vehicles. The Contractor must remove and replace police pursuit tires at 4/32” remaining

tread depth. Contractor is to replace tires with standard manufactured recommended or

approved equal for Police and Fire Department vehicles

7.6.3 Only tire patching from the inside is acceptable. Tire plugs are not acceptable for any tire

repair.

7.6.4 The Contract Administrator shall make all decisions regarding the makes and types of

tires that the contractor will purchase and provide to the City. The Contract

Administrator will also have the final decision regarding when contractor personnel or

subcontractor must replace tires. Tire services will be available at once shop location that

will include field service during normal business hours and considered as a Target cost.

Tire services provided after normal business hours on an emergency call out basis are a

Non-Target service.

7.7 Warranty and Recall Work

The Contractor will administer all warranties and recalls offered by the vehicle manufacturers and

on any subcontracted repairs. The Contractor shall seek and receive all applicable reimbursements

for such work. The Contractor is responsible for the transport to and from the selected warranty

repair facility. Payments or adjustments received by the Contractor for warranty or recall work

will be credited to the City. The Contractor is encouraged to obtain authorization from the various

vehicle manufacturers to perform in-house warranty work on City vehicles. The requirements of

this section do not relieve the Contractor from meeting the requirements of the Standards of

Performance section of this RFP.

7.8 Outside Repairs

The Contractor’s proposal will define the types of repairs will be conducted by subcontractor

outside of the facility. The Contractor is responsible for the transport to and from the selected

vendor. The Contractor will be responsible for arranging, managing, and paying for all outside

repairs, and will assume full responsibility and liability for the quality of these repairs. The

requirements of this section do not relieve the Contractor from the responsibility for meeting the

requirements of the Standards of Performance section of this RFP. The City recommends for

Contractor to utilize vendors from the City of Mission approved vendor list for all outside repairs.

The Contractor may petition the City to utilize vendors other than those on the City of Mission

approved vendor list but they must be approved by the City prior to performing any work. The

City reserves the right to amend the approved vendor list at any time.

7.9 Road Calls

7.9.1 The Contractor will provide road service for all City vehicles. Response time is the time

the call is received for arrival on the scene. During the Contractor’s normal business

hours, and within the City limits, response time will not exceed thirty minutes (30).

Within a twenty mile (20) radius of the City, response time will not exceed forty minutes


(40). During non-business hours, response times will not exceed sixty (60) minutes

respectively.

7.9.2 The Contractor will provide road service substantially similar to the type of service

provided under the Quick Fix requirements of this RFP (e.g., tire repair, dead battery

replacement, broken light replacement, etc.) plus certain non-repair types of service such

as empty fuel tanks or retrieving keys locked in the vehicle. The Contractor may

subcontract part or all of the services required under this section.

7.10 Towing/Transporting Vehicles

7.10.1 The Contractor will be responsible for providing appropriate towing and transporting

services as needed to meet the terms of this contract, including meeting all service

standards. The City will not accept flat towing on any City equipment only flat bed

towing.

7.10.2 The Contractor can elect to provide towing services directly or sub-contract these

services. If the Contractor opts to sub-contract towing services the city will provide a list

of authorized towing companies. The City will receive billing for all transportation

(shuttle) services involving employees included in the Contractor’s Target budget as

labor charges to a work order based on the employee's actual time. The City will accept

invoicing for towing services involving sub-contractors, as a commercial service to a

work order. The costs of towing and transportation services are a Target or non-Target

service depending on the circumstances of the tow:

7.10.2.1 Target Towing/Transporting Events:

1. Retrieving an out-of-service vehicle for a Target repair reason

2. Transporting vehicles to/from vendors for warranty service

3. Transporting vehicles to/from vendors for Target services outsourced

by the Contractor.

7.10.2.2 Non-Target Towing/Transporting Events:

1. Retrieving an out-of-service vehicle for a non-Target repair

reason.

2. Transporting vehicles to/from vendors for non-Target services

outsourced by the Contractor.

7.10.3 The Contractor may elect to provide towing services directly, but must exclude the cost

and operation of all towing equipment from their Target Proposal. The Contractor may

recover its investment and operating costs for towing equipment by charging the City a

service fee for each tow. The Contractor’s own towing fees must not include labor if the

Contractor utilizes employees included in the Contractor’s Target budget to provide the

service. The City will not entertain proposals whereby the City purchases any towing

equipment, or reimburses the Contractor directly for the full cost of the equipment. The

City will not be responsible for any Contractor loss if the Contractor fails to generate

enough towing revenue from the City to cover its costs. The repair of any damage caused

by a towing service is the responsibility of the Contractor.

7.11 Road Testing

The Contractor must conduct a road or appropriate operations test on all vehicles and equipment

that have had safety related repairs or adjustments (e.g., brakes, steering, aerial lift, etc.). The

Contractor must ensure the safety of these vehicles and equipment prior to returning to service.

The Contractor’s employee must have the appropriate license for the type of vehicle under test and

must visibly identify the vehicle out of service during all testing.


7.12 Welding and Fabrication

Welding and fabrication related to vehicle repairs will be an integral part of the service provided

by the Contractor. Examples of this work includes: replacing cutting blades, repairing

backhoe/loader buckets; and others. The Contractor must provide an American Welding Society

(AWS) certified welder to complete work on steel and aluminum. Additionally there may be

requirements for the Contractor to provide welding services in the non-target category.

7.13 Vehicle Safety and Emission Inspections

7.13.1 The state of Texas requires annual safety and emissions inspection on all City vehicles.

The Contractor is responsible for ensuring that the vehicles are prepared for inspection

prior to expiration and tested. The Contractor will provide Texas certified inspectors at

facility for inspection of all required vehicles in a timely manner. The vehicle operators

will be responsible for bringing each fleet vehicle to the facility testing location. The

Contractor will repair any vehicle that fails as a Target service and return for re-test by

the Contractor.

7.13.2 The Contractor in addition, will be responsible for all required testing and certification of

fire apparatus pumps and aerial equipment as required by federal, state, and local

regulations.

7.14 New Vehicle Acceptance

Contractor will receive all newly acquired vehicles and equipment for service and be responsible

for inspecting the vehicle in accordance with its purchase specification. The Contractor will clean

the vehicle, provide an in service inspection including checking fluids and tire pressure, install any

required decals or markings; and coordinate any-post delivery up-fitting of the vehicle, including

radios, light bars, telematic equipment, and other Non-Target accessories. Additionally, the

Contractor will coordinate the delivery of the vehicle to the department, provide a basic walk-

through of the vehicle with the operator, and coordinate any vendor-provided operator training. If

the vehicle is a replacement, the Contractor will coordinate the exchange of the replacement

vehicle. The Contractor will code this type of work in the fleet management information system as

“vehicle make-ready” or other appropriate code to distinguish the work and resulting costs from

normal maintenance and repairs. Police and Fire Departments provide ALL up fitting and in-

service work for their organizations.

7.15 Vehicle Disposal

The Contractor shall prepare replaced vehicles for disposal. Preparation will include removal of

tags, decals, markings, and cleaning of the vehicle to prepare for auction. The Contractor will code

this type of work in the City’s fleet management information system as “vehicle

decommissioning” or other appropriate code to distinguish the work and resulting costs from

normal maintenance and repairs.

7.16 Waste Management

The Contractor will provide for the gathering and disposal of all hazardous and nonhazardous

waste products produced through normal garage operations (including but not limited to waste oil,

ante-freeze, hydraulic oil, used batteries, and used tires. Disposal of all waste materials must

conform and comply with City policies, and local state and federal laws and regulations. The

Contractor will provide training for its employees. The Contractor will obtain and maintain all

required permits and records, including Material Safety Data Sheets (MSDS) and contingency

plans for handling a spill or other mishaps on all hazardous materials and waste products. The

Contractor will provide annually a copy of all MSDS sheets to the Contract Administrator for all

materials in inventory or on shop floor. The Contractor will report all incidents to the Contract

Administrator.


8.0 PARTS AND INVENTORY MANAGEMENT

8.1 Procuring, Stocking and Disbursing Parts

8.1.1 The Contractor will procure and furnish all parts, materials, and supplies, required for the

maintenance of all City vehicles in accordance with generally accepted parts management

practice, and that will ensure meeting all relevant standards of performance as outlined

elsewhere in this RFP. The Contractor will own and maintain an inventory of parts,

materials, supplies, and fluids (in quarts or sufficient quantities) of an appropriate size

and composition for the City's fleet.

8.1.2 The Contractor will provide parts procurement, stocking, and disbursement services

during all hours for which the Contractor is providing vehicle maintenance and repair

services.

8.2 Start-Up Inventory

The incoming Contractor is obligated to procure, inventory, and issue automotive parts, supplies,

materials, and fluids for use by the City to insure that an adequate inventory is on-hand for the

Contract start-up.

8.3 Quality of Parts

8.3.1 Parts used to maintain and repair the fleet will, at a minimum, meet or exceed the quality

of parts furnished originally for the equipment (OEM or equivalent).

Rebuilt/remanufactured parts must conform to the manufacturer's reconditioning

tolerances, however the city reserves the right to approve the used of rebuilt-

remanufactured parts. If during the term of any agreement resulting from this RFP the

City determines that the product supplied does not meet its needs, the City reserves the

right to require the use of a specific substitute. The City will specifically approve all

product lines or changes to product lines before introduced for use.

8.3.2 The City requires the use of specific parts for some emergency response vehicles. The

Contractor must meet with the Public Works, Police, and Fire Departments to discuss

part types and inventory quantities periodically during the contract term.

8.4 Warranty Parts

Notwithstanding inspection and acceptance by the City, the Contractor will warrant products

supplied under any agreement resulting from this RFP for sixty days (60), or the length of time of

any warranty given by the manufacturer or rebuilder/remanufacturer, whichever is greater, after

acceptance by the City.

9.0 FUELING SERVICES

The Contractor will have NO responsibility to provide fuel or maintain fueling locations under this

Agreement.

10.0 FLEET MANAGEMENT SERVICES

10.1 Vehicle Acquisition

The City intends to have staff continue to coordinate vehicle purchases including the development

of specifications for new vehicles. However, the City may request the Contractor provide some

assistance in this area from time to time and will assist the City, when requested, in reviewing

specifications for additional or replacement vehicles to identify potential impacts for maintenance

operations. The Contractor, in addition, will, assist the City with the demonstration and evaluation


of new vehicle and maintenance technologies, including the coordination of demonstrations, the

establishment of test protocols, and the collection of test data.

10.2 New Vehicle Technology

The Contractor will, assist the City with the demonstration and evaluation of new vehicle and

maintenance technologies, including the coordination of demonstrations, the establishment of test

protocol and the collection of test data.

10.3 Replacement Planning

The City intends to have staff continue to have responsibility for replacement planning for new

vehicles. However, the City may request the Contractor provide some assistance in this area from

time to time. The Contractor may assist the City, upon request, by preparing a list of all vehicles

that it recommends for replacement in the next fiscal year. The Contractor will rank each unit

within its class based on its maintenance history and condition. The Contractor in addition, will

conduct repair versus replacement analyses on any unit requested by the City.

10.4 Titles and Registration

The City intends to have staff continue to perform title and registration work for new vehicles.

The Contractor, under this heading, will have no responsibility except to install license tags,

perform, and complete the in-service inspection.

10.5 Investigations and Audits

The Contractor will support the City, when requested, by providing technical advice or support to

the City in investigations related to the fleet in general. Such investigations may involve

accidents, fire, search of confiscated vehicles or other issues of a technical nature.

11.0 QUALITY ASSURANCE PROGRAM

11.1 The Contractor will implement a Quality Assurance Program for the management of the service

delivery requirements of the RFP. The program will include provisions for meeting specified

performance standards, for maintaining quality workmanship, for providing a high level of

customer service, and for reducing fleet costs incurred by the City. The Contractor will include a

detailed description of its proposed Quality Assurance Program in its proposal. This part of the

Contractor’s proposal will address, at a minimum, the following items:

11.1.1 Fleet Availability

11.1.2 PM Program Compliance

11.1.3 Maintenance and Repair Performance

11.1.4 Parts Availability

11.1.5 Vehicle Safety and Reliability

11.1.6 Customer Service

11.1.7 Cost Reduction Initiatives

11.2 A mandatory component of the quality assurance program will be periodic user surveying. Two

types will be required: (1) a survey of individual vehicle operator satisfaction after the Contractor

has serviced a vehicle, and (2) an annual user satisfaction survey of designated representatives of

each user department.

11.3 The Contractor’s proposal will define a recommended role for the City in the quality assurance

program.


NON-TARGET SERVICES

12.0 NON-TARGET SERVICE DEFINITIONS

12.1 The following defines what constitutes repairs considered as non-Target services and indicated as

such on work orders. The Contractor must have the ability to assign a reason code to each work

order that corresponds to one of the definitions listed below. The City will accept only work

orders with repair reasons matching the City's list of non-Target services.

12.1.1 Accidents — refer to physical damage to vehicles caused by operator error or by another

vehicle that results in a completed accident report.

12.1.2 Capital Improvement — refers to any requested modification to a vehicle or piece of

equipment already in service that result in a change in the capital cost of the vehicle,

including major refurbishment of chassis and/or bodies and attached equipment.

12.1.3 Damage — Operating — refers to any physical damage to a City vehicle during its

operation resulting from operator error, misuse, or unreported accidents. Contractors

should be aware that certain types of City equipment including trash trucks, backhoes,

and street sweepers operate in severe use conditions. The City will not accept normal

damage in operation of this equipment as non-Target services.

12.1.4 Damage — Physical — refers to any physical damage to a City vehicle resulting from

vandalism, theft, natural disaster, weather, or unreported accidents when a vehicle is

parked or unattended.

12.1.5 Excluded Equipment — refers to repairs to equipment not specifically included in the

fleet inventory covered by this agreement (i.e. stationary generators, boats, and temporary

units).

12.1.6 Modifications — refers to changes to the equipment, configuration, and/or appearance of

a vehicles requested specifically by the City, including changes required by statute, that

are not capitalized into the cost of the vehicle.

12.1.7 Prep For Service — refers to any modification, up-fitting or other task done to ready a

vehicle for service as defined in this RFP as a non-Target service. This reason is not

valid for Target services to ready a vehicle and or utilized once a unit is placed in service.

12.1.8 Other Services — refers to services provided by the Contractor at the request of the City

not specifically defined in this agreement.

12.2 All Non-Target repairs estimated to cost in excess of $500 for vehicles less than 10,000 GVWR

and $1,000 for those over 10,000 GVWR, or any repair where the cost estimated is more than the

fair market value of the unit, requires authorization by the City before proceeding. The City

reserves the right to have all Non-Target repairs approved in advance by the City Contract

Administrator. Units awaiting repair authorization are in a suspended status relative to the

performance standards and requirements of this RFP.

12.3 Non-Target services are generally not subject to performance standards under this contract,

because of their unpredictable nature and not because these activities are not highly valued by the

City. In fact, the City considers non-Target services essential. The selected Contractor must give

them appropriate priority and not relegate them to fill-in work.

12.4 Stand-By Labor


The Contractor will provide standby fleet maintenance and repair support during hours not

normally worked by the Contractor. The City will notify the Contractor when a requirement exists

and the nature and anticipated duration of the response needed from the Contractor. The

Contractor will be on-site or off-site and providing service with an appropriate complement of

personnel within one (1) hour of notification that such services are required. In addition, the

Contractor will have one mechanic on-call on a 24 hour, 7-day per week basis to provide support

to the Public Works, Police and Fire Departments during emergency call-out situations (City

Declared Emergencies). The Contractor will have one qualified mechanic for two alarm (2) fires

and two mechanics for three (3) and above alarms at the fire ground.

12.5 Non-Target Labor Hours

12.5.1 The City will work with the Contractor to develop a full-burdened labor rate for all non-

Target straight time and overtime hours worked for both standby hour and Non-Target

repairs. The Contractor will document monthly the hours worked by each employee and

the actual hours that each employee charged to a Non-Target work order or to standby

hours.

12.6 Non-Target Parts

The Contractor will provide parts procurement, stocking and disbursement services during all

emergencies and for all Non-Target repairs as defined in this RFP. The cost of Non-Target parts

will include appropriate markups for Contractor’s overhead costs and handling expenses.

12.7 Non-Target Subcontracted Services

The Contractor may use sub-contractors during all emergencies and for all Non-Target repairs as

defined in this RFP. The Contractor will be responsible for arranging, managing, and paying for

all subcontracted outside repairs, and will assume full responsibility and liability for the quality of

these repairs. The cost of subcontracted services will be at the Contractor’s cost (including fee,

taxes, and any discounts) and will include any appropriate markups for Contractor’s overhead

costs and handling expenses. The Contractor is required to utilize vendors from the City of

Mission approved vendor list for all subcontracted repairs. The Contractor may petition the City

to utilize vendors other than those on the City of Mission approved vendor list but they must be

approved by the City prior to performing any work. The City reserves the right to amend the

approved vendor list at any time.

12.8 Vehicle Damage

12.8.1 It is the responsibility of the Contractor to notify the City whenever a vehicle shows

physical damage not associated with a reported accident. The City classifies damage in

one of two ways: damage incurred while the vehicle was operating or damage that

occurred when the vehicle was not in use. It will be the responsibility of the Contractor

to identify the base cause for the damage and classify the repair appropriately.

12.8.2 The Contractor has the responsibility to identify any evidence of abuse, misuse, or

obvious error by the operator resulting in physical damage to the vehicle. In such cases,

the Contractor will proceed to communicate the damage to the Contract Administrator

and will provide the City with documentation of the suspected abuse as part of the next

day daily report to the City. The City will review the documentation, speak with the

Contractor where necessary, and determine whether to charge the operator with the error.

12.8.3 Damage from normal operation to specific groups of vehicles defined as Severe Use

under the Target Services section of this RFP will not be considered a non-Target repair,

unless the Contractor can definitively prove that the damage was caused by obvious

operator error, misuse, or abuse, or by a third party.


12.9 Vehicle Prep-For-Service

The Contractor will be required to coordinate the up fitting of newly acquired vehicles to ready

them for service. Typical non-Target new vehicle preparation is the installation of any uninstalled,

dealer provided optional equipment and accessories; and the installation of separately purchased

bodies, attachments, and accessories, such as radios, light bars, police equipment, ladder racks,

and tool boxes. Depending on the circumstances the successful Proposer maybe responsible for

arranging and paying for the equipment installation or the City may request that the Contractor

both purchase and install the equipment. Police and Fire Departments provide ALL up fitting and

in-service work.

12.10 Vehicle Refurbishment

The City may decide to refurbish an existing unit to extend its life or alter its intended use in the

fleet. Refurbishment may include replacement of bodies, the rebuilding of major components

such as the engine or transmission, or the addition of new equipment or accessories. The

Contractor is required to assist the City with evaluating equipment under consideration, obtaining

quotes to complete the services in accordance with the City's requirements and manage the

completion of the project. The Contractor will classify refurbishment work orders as a Capital

Improvement non-Target service.

12.11 Extended Life Repairs

12.11.1 Vehicles that have exceeded their useful life, will be subject to shared liability for

maintenance and repair services. During the course of the contract year, all repairs and

preventive maintenance services that would occur during the normal course of a vehicle’s

operational life will continue coverage under the definition of Target repairs. However,

the Contractor will only be ultimately responsible for the cost of labor, parts and

subcontracted services up to a per-unit deductible equal to the unit's assigned VEU's

times the Contractor’s Target budget for parts and vendor services per VEU.

12.11.2 Eligible units will be those units that have surpassed their expected replacement

parameters prior to, or during, the contract year; including units disposed of in the

contract year. The actual parts and services cost for each eligible unit will be compared

to each unit's individual deductible amount and any amount in excess of the unit's

deductible will be billed to the City as part of a non-Target invoice for all life extension

costs at the end of each month. The Contractor will receive credit against the Target

budget for the year and any Target savings resulting from the credit will be subject to the

shared savings terms of this agreement. If after the deduction for the life extension

expenses, the Contractor is still over their Target budget for the year, the excess amount

will be the responsibility of the Contractor.

Sample Unit Life Extension Calculation

Target Budget $1, 000,000

/ Total VEU's in Fleet / 1,000

= Budget per VEU = $1, 000

Unit's Assigned VEU 2

Budget per VEU * $1,000

= Unit's Life Extension Deductible = $2,000

Unit's Actual Contract Year Target Cost $3,000

- Unit's Life Extension Deductible - $2,000

= Non-Target Life Extension Expenses = $1,000

12.12 Confiscated Vehicles


The City regularly uses vehicles seized during arrests as part of its policing operations. While the

number and type of vehicles in service fluctuates each month, over the past year there has been

approximate 30 confiscated vehicles in service each month. All services and repairs for confiscated

vehicles provided by the Contractor will Non-Target services.

12.13 Directed Work & Technical Advice

The City may direct the Contractor to perform additional tasks related to the proper management and

upkeep of the fleet. If additional tasks are required, the Contractor will receive a written task order

detailing the tasks to perform. The Contractor will submit a proposal to perform the specified tasks

on a fixed price basis that itemizes the direct labor, parts, sub-contracted services, and materials.

The City will accept or reject the proposal. If accepted, the Contractor will perform such

assignments in accordance with an agreed schedule.

13.0 PERFORMANCE STANDARDS

13.1 Proposers need to be fully aware that the City relies on vehicles and equipment to provide

municipal services and availability and reliability of the fleet is of the essence. With this in mind,

the Contractor will meet the performance standards outlined below during the term of the

agreement. The City expects the Contractor to maintain these performance standards at all times.

Labor disputes, strikes and other events except those beyond the Contractor’s control will not

relieve the Contractor of meeting these standards.

13.2 Excluded are Non-Target Repairs from calculation of Daily Fleet Availability and Monthly

Turnaround and as described below:

13.2.1 Vehicles Awaiting Repair Authorization from the City – In cases where the Contractor is

awaiting repair authorization from the City to proceed with a given repair, the period

from which turnaround time is measured will begin with the City authorization to

proceed with the repair. Excluded also are vehicles awaiting authorization from the

calculation of Daily Fleet Availability, as described below. The Contractor must make

all requests for authorization to the designated City Contract Administrator within

twenty-four (24) hours of opening the work order.

13.2.2 Vehicles Exempted by the City –The City may determine whether or not it would be in

it’s best interest to temporarily waive vehicle turnaround time and daily fleet availability

performance standards for all or selected vehicles. The City will provide the Contractor

written notification of this decision including specification of the time for which these

standards will be relaxed.

13.3 Monthly Vehicle Turnaround Time Standards

The Contractor will complete the minimum percentages of all maintenance and repair work orders

from the time the vehicle becomes available for service until the user has been notified that the

vehicle is ready. Weekends and holidays do not count in the calculation of turnaround time. For

example, a vehicle made available for service at noon on Friday, and with notification of completion

to the user at noon on the following Monday has a turnaround time of 24 hours. Regardless of these

standards, the Contractor will notify user departments when any vehicle will be out of service for

forty-eight (48) hours or more.

13.4 Daily Fleet Availability

Time out of service begins when the vehicle is available to the Contractor. It ends when

maintenance or repair work is completed and the Contractor notifies the City that the vehicle is

available for service.

13.5 Preventive Maintenance Program Compliance Standards


The Contractor will ensure that the preventive maintenance program achieves compliance. Any

service performed within ten (10) days before the date the service is first scheduled is in

compliance.

13.6 Rework

13.6.1 All Materials, parts, and workmanship furnished by the Contractor will be of high quality

and free from defects and imperfection. Contractor will also meet all OEM standards and

specifications. Notwithstanding these requirements, the Contractor will track and

identify multiple repairs for the same deficiency in the same vehicle (rework) and shall

not bill the City for any rework that occurs within the following periods:

13.6.1.1 Engine and Transmission Overhauls – 12 months or 12,000 miles

13.6.1.2 All Other Work – 90 days or 4,500 miles

13.6.2 The Contractor must not exceed one percent (1%) incidents of rework in any single

month.

13.7 Cost Savings Incentive

13.7.1 Contractor will receive 30 percent of any aggregate annual cost savings achieved relative

to the contract's Target Budget. The difference between the total substantiated Target

costs charged to the City for a contract year and Target Budget for the contract year is the

aggregate annual savings. If cost savings for a given contract year exceed 5 percent of

the contract budget, the City can request that the subsequent contract year Target budget

be reduced by at least 5 percent.

13.7.2 Irrespective of cost savings, the maximum amount of incentive bonus available cannot

exceed 5 percent of the Contractor’s Target services for any given year.

CONTRACT MANAGEMENT AND OPERATIONS

14.0 CONTRACT ADMINISTRATION

The Public Works Director has the authority to act on behalf of the City in all matters relating to

or resulting from this RFP. The City shall appoint a representative who will act as the Contract

Administrator, and has the authority to act on behalf of the City. The Contract Administrator will

resolve all questions that may arise as to the quality, quantity, character, and classification of

service performed by the Contractor. The City expects this person will work closely with the

Contractor’s Project Manager.

14.1 Dispute Resolution

In the event of any dispute between the Contract Administrator and the Contractor as to the

Contractor’s performance, or the Contract Administrators decisions relative to the agreement,

either party may submit the dispute to the City Manager, who shall render a decision within

twenty (20) days. The decision of the City Manager shall be final.

15.0 CONTRACTOR PERSONNEL

15.1 Contractor Project Manager

The City considers the Contractor’s Project Manager to be one of the cornerstones on establishing

a successful contract. It is expected that the successful Proposers Project Manager will need to

work closely and cooperatively with the City's Contract Administrator on a daily basis and will

become the primary point of contact for all matters relating to the maintenance and upkeep of the


City's fleet. As such, the Contractor’s Project Manager will have proven technical and managerial

experience in the field of fleet management, maintenance, and repair. The successful Proposer

must present its nominee for Project Manager during interviews with the City. The City reserves

the right to reject any nominee that the successful Proposer puts forward for the position of Project

Manager.

15.2 Selection of Personnel

15.2.1 The Contractor will have the responsibility for selecting personnel to perform the services

outlined in this RFP and for determining and providing wages, salaries, and benefits for

its employees.

15.2.2 The Proposer will include, and will describe in detail in its proposal an employee

training, improvement, and certification program.

15.2.3 The Contractor must include in its proposal a complete staffing plan. The plan must

include an organization chart identifying specific job classifications and the number of

employees in each job classification.

15.3 Changes in Personnel

15.3.1 The Contractor will agree not to change the Project Manager without prior consultations

with the City, except that the Contractor’s Project Manager is subject to dismissal without

prior City approval for criminal activity or documented violation of company policies.

Otherwise, the City must approve the timing of the change, and the specific individual

who will replace the incumbent Project Manager. The Contractor’s proposal to change

its Project Manager must include a transition plan.

15.3.2 The City reserves the right to require the dismissal of any Contractor employee by the

City whose performance or actions are detrimental to achieving the objectives set forth in

this RFP.

15.4 Uniforms & Appearance

All Contractor employees will maintain a professional appearance and will wear uniforms that

include the Contractor and employee's names in a visible location and a legible color and style.

16.0 RECORD KEEPING AND REPORTING

16.1 Information Systems Requirements

16.1.1 The Contractor must propose a secure and effective fleet management information

system. The contractor will operate the system in real time mode with work orders

opened immediately upon receipt of a City vehicle and timely input of all labor, parts,

and sublet data. The City reserves the right to observe the contractor’s use of the system

at any time during normal working hours in order to ensure compliance with established

policies and procedures. The Contractor shall allow the Contracts Administrator or his or

her designee access at all the times to the system through a user and password

application, for review and monitoring of work orders and performance.

16.1.2 The contractor will insure that all supervisors, managers, parts technicians, and

administrative staff have the proper knowledge as demonstrated by one year of

experience with the system and/or having attended one week of training within the last

twelve months. The City will allow the contractor a three-month grace period to provide

this training to staff (which will be at the Contractor’s expense). The Contractor will

provide ongoing training as new versions of the system become available (if provided for

in budget appropriations) and as operational problems surface.


16.1.3 Contractor will pay all costs associated with the implementation and use of such a

system. The Contractor will provide a detailed description of its proposed information

system including a full list of functional capabilities; hardware requirements' version and

upgrade management plans; and sample management reports. In addition, the system

must be capable of downloading all data to a delimited text file or directly converted to

Microsoft Excel or Access files. The Contractor will provide at least two (2) read only

access accounts to the entire system and training in report generation for City designated

personnel.

16.2 Internet Access

The City will provide the Contractor with access to the City's WAN at no cost. The Contractor

will comply with all City policies and procedures relative to network, intranet, and computer

security.

16.3 Email

The Contractor will be required to have separate email addresses for all primary positions,

including: Operations Managers, Office Managers, Part Clerks, Service Writers, Shop

Supervisors, and PM Coordinators. The Contractor will publish these email addresses and use

email as primary means of communicating with City personnel. Additionally the City will provide

the Contractor with an address book of City email addresses.

16.4 Daily and Monthly Reports

16.4.1 The Contractor will generate a report summarizing the previous day's contractual

activities for delivery to the City before noon each working day. The content of the

report will be determined during negotiations for any contract resulting from this RFP.

16.4.2 The Contractor will provide a monthly report delivered to the City on or before the fifth

calendar day of the month following the reporting period. The report will summarize the

month's work within the parameters defined by the daily report, and will also include a

summary of all vehicles more than thirty (30) days overdue for preventive maintenance at

the end of the preceding month.

16.4.3 Monthly, the Contractor will provide the City with an electronic file detailing all work

orders completed in the prior period, including detailed labor, parts, and commercial

transactions that make up the work order. The City and Contractor will negotiate the

layout of the file.

16.4.4 Additionally, the Contractor will provide monthly a detailed electronic unit inventory,

including all relevant fields describing the unit, its classifications, assignments, and costs

maintained by the Contractor.

16.5 Annual Meetings and Reports

16.5.1 The City and Contractor will conduct a meeting no less than sixty-days (60) prior to the

end of each contract year to determine the changes and adjustments necessary to the

contract for the following year. A contract amendment will result if there are any

changes to the contract resulting from the annual meeting.

16.5.2 The Contractor and the City will hold a second meeting no more than sixty-days (60)

following the end of each contract year at which the Contractor will present a written

annual report that summarizes the prior year’s activity in a format agreed. During this

meeting, the Contractor will also present a summary of work accomplished relative to

service performance standards, Target and Non-Target budget, etc. The presentation will

also include recommendations for changes to improve performance during the upcoming

year. A copy of the presentation materials and the written report must be available to the


City two weeks before the meeting. The City will review the Contractor’s performance

during the second annual meeting.

16.5.3 Irrespective of the above meeting timetables, the City will meet with the Contractor

frequently and the Contractor will honor all reasonable requests for meetings.

16.6 Reference Files and Procedures

The Contractor will maintain a complete file of service manuals, service bulletins, lubrication

charts and other information needed to properly service and repair the fleet. These files and

manuals become property of the City.

16.7 Access To and Ownership of Records

Upon prior notice by the City, the Contractor will provide authorized City representatives access

at all reasonable times to all electronic and hard data, books, records, correspondence, instructions,

plans, drawings, receipts, vouchers and memoranda, and shall provide to the City cost verification

for work performed in accordance with any agreement resulting from this RFP. All reference files

and procedures, and all electronic data and hard copy records are the property of the City.

16.8 Internal Billing Information

The City will use the information contained in the management information system to develop

charge-back rates as part of its billing methodology. Consequently, it is imperative that the

contractor maintain complete and accurate transaction data in the system such as vehicle number,

customer organization, labor hours, labor rate, parts used, parts costs, vendors used, vendor costs,

etc. The contractor and the City will also cooperate in developing fully burdened rates for

contractor services for entry into the system. Such rates will include a fully burdened hourly labor

rate, a markup on repair parts, and a markup on sublet repair services and include all Contractor

fees and costs. These rates will also be used by the Contractor to bill Non-Target service costs to

the City.

17.0 INVOICING POLICIES AND PROCEDURES

17.1 Frequency

The City will accept one itemized invoice by department per month in payment for Target

Services. In addition, the City will accept one invoice a month for costs incurred for Non-Target

Services provided during the preceding month or not previously invoiced.

17.2 Format

17.2.1 The Contractor will bill the City 1/12 of the Target contract amount at the beginning of

each month. The Contractor will provide the City with monthly Target cost summary at

the end of each month detailing the month's year-to-date Target costs (e.g. salaries, parts,

sub-contracted services, overhead, etc.) and a unit-by-unit summary of maintenance and

repair activity for the prior month. At the conclusion of the contract year, the Contractor

will provide an annual summary of all Target costs. If the total annual Target cost is less

than the amount billed, the Contractor will return to the City the amount of the

differences less the Contractor's share of the cost savings. Payments are due to the

Contractor within forty-five (45) days at the end on the contract year. The Contractor is

responsible for all target costs above the Target contract amount for the contract year and

cannot carry the excess amount forward from one contract year to another.

17.2.2 All invoices for transition cost require pre-approval by the City. Such costs will be actual

net costs as paid by the Contractor and supported by detailed time and expense reports.


17.2.3 Invoices for Non-Target Services must include line item documentation of cost incurred

(e.g.; wages, parts, sub-contracted services, etc.) as well as documentation of City

authorization to incur Non-Target Costs. The Contractor within each Non-Target

category will delineate, individual repair order numbers with associated labor charges,

parts costs, and subcontracted services.

17.3 Certification and Payment

17.3.1 The monthly invoices will each include a statement certifying that the charges billed to

the City are true and accurate and incurred in the performance of the terms of the

contract. The Contractor’s authorized representative will sign each statement.

17.3.2 The City will pay the Contractor within thirty-days (30) of the City's receipt of an

acceptable invoice. The City will pay the Contractor for all items invoiced over which

there is no dispute so that payment for undisputed items is prompt. The City will

promptly pay for approved disputed items once resolved.

17.4 City's Right to Review Billing Documentation

The City reserves the right to request additional documentation from the Contractor prior to

paying any disputed portion of the invoice. Such documentation may include, but is not limited

to, invoices to the Contractor for parts or subcontracted services and payroll registers. The City

reserves the right to audit the Contractor’s records and books pertaining to this contract.

18.0 VEHICLE MAINTENANCE FACILITIES AND EQUIPMENT

18.1 Use of On-Site Garage and Installed Equipment

18.1.1 The City will permit the Contractor to use the existing City vehicle maintenance facility

to include maintenance and repair equipment, tools, service vehicles, and furniture that

are City property for a lease charge of $1.00 (one Dollar) per year. It is at the discretion

of the proposer if so chooses to propose using the City Facility. For purposes of this

RFP, the City requires that the Contractor utilize the following City owned facility:

City of Mission Maintenance Facility – 609 Canal Street Mission, TX 78574

18.1.2 The City does not warrant or guarantee against the possibility that safety or

environmental hazards or potential hazards may exist at this facility. The Contractor will

be responsible for identifying any hazardous conditions and notifying the City of these

conditions in writing within thirty-days (30) of agreement award and prior to occupation

of the property. The Contractor will conduct an occupational, health, and safety

inspection of the garage acceptable to the City. The Contractor will arrange to conduct

the inspection and will pay for the cost of these services.

18.1.3 The Contractor will not use the facility or other property furnished by the City for work

on vehicles or equipment not owned or leased by the City unless otherwise authorized by

the City. The Contractor will not utilize the property of the City in any manner for any

personal advantage, business gain, or other personal endeavor by the Contractor’s

employees other than in the performance of the work described in this RFP unless

otherwise authorized in writing by the City.

18.1.4 Within ten (10) days of agreement award, the Contractor will schedule with the City a

joint garage inspection for identifying pre-existing deficiencies pertaining to the

buildings, utility systems, equipment and other assets. The Contractor and the City will

together make a complete and systematic inspection and inventory of all structural,

mechanical, electrical and utility systems and equipment, tools, service vehicles, and

furniture to which the Contractor will have access during the course of the agreement

period. The Contractor will then prepare and submit to the City a pre-existing deficiency


report describing all observe deficiencies pertaining to the building structure, systems,

equipment, or other assets noted during the joint inspection. The City and the Contractor

will negotiate tool purchases on an annual basis. The Contractor is to provide all tools

valued less than $1,000.

18.1.5 The City and Contractor will conduct a joint inspection annually, and a report noting any

new deficiencies delivered to the City each year. The City will determine the appropriate

action to take in response to any deficiencies identified.

18.1.6 The Contractor will be required to acknowledge receipt by signature of assets provided

by the City for the Contractor’s use. The assets accepted by the Contractor for the term

of the contract will then become the responsibility of the Contractor. The Contractor will

return these assets upon completion of the contract in the same condition as provided to

the Contractor, less normal wear and tear. The Contractor will be responsible for

replacing any stolen, missing, or destroyed asset with a comparable asset at the

Contractor’s expense.

18.1.7 The City will be responsible for supplying all utilities to the vehicle maintenance facility

during its occupancy by the Contractor. The Contractor may use City phone systems, but

must pay for local service and equipment charges and long distance calls. In using the

facility, the Contractor will develop and adhere to an energy conservation plan that is

consistent with City policies, including minimum temperature settings in summer months

and maximum temperature settings in winter months.

18.2 Garage and Equipment Maintenance and Repair

18.2.1 The City will be responsible for preventive maintenance and repair of the facility

structures utilized by the Contractor and that are the property of the City unless such

repair is due to the negligence of the Contractor. The Contractor must inform the City

immediately upon determining that any element of the facility or its contents is in need of

repair. Failure to do so may constitute Contractor negligence. The City will give notice

to the Contractor prior to performing repairs.

18.2.2 The Contractor will be responsible for preventive maintenance and normal maintenance

and repair of all the garage equipment owned by the City, such as compressors, lifts, etc.

The Contractor must inform the City immediately upon determining that any element of

the garage or its contents is in need of repair. Failure to do so may constitute Contractor

negligence.

18.2.3 Service vehicles are part of the City fleet and all preventive maintenance and repair of

these vehicles will be the Contractor's responsibility. The Contractor will also pay the

costs to repair these vehicles resulting from accidents of misuse by its employees.

18.2.4 Facility features, utility systems, equipment, furnishings, and other assets damaged by the

Contractor or by a subcontractor under any agreement resulting from this RFP, will be

restored to their pre-damage condition by the Contractor at his sole expense and at no

additional cost to the City.

18.2.5 The Contractor will be responsible for interior housekeeping and supplies, which includes

janitorial services.

18.3 Garage Equipment Changes and Replacement

18.3.1 The City will entertain Contractor recommendations for adding shop equipment to the

vehicle maintenance facilities. Such recommendations require approval by the City as

part of the agreement. The City will add these items to the inventory of items that are the

Contractor’s responsibility as placed into service. The Contractor will make every effort


to work with the equipment available at the City facility and will not demand additions to

the facility equipment to fulfill the requirements of this request for proposals.

18.3.2 The City will periodically replace equipment; tools valued more than $5,000, service

vehicles, or furniture as needed. The City will amend the inventory of items for which

the Contractor is responsible to reflect these changes.

18.3.3 The Contractor will be responsible for security of all vehicles, properties and assets

designated for repairs, use or management.

18.4 Off-Site Garage and Equipment

18.4.1 Off-Site Maintenance Facility should have the means to meet or exceed the scope of

service described in this RFP.

18.4.2 Contractors off-site facility shall comply with all the requirements as stipulated in this

RFP. City of Mission reserves the right to inspect and approve of off-site facility.

Contractor shall describe within their proposal their proposed off-site facility to be

utilized for performing services under this contract. This should include, but not be

limited to, location, number of service bays and services available. Vendor must also

provide detailed information of their plan to transport City vehicles including insurance

information, hours of work, dedicated staff, security, etc…

*************End of Scope of Service*************


City Of Mission

Vendor Acknowledgment Form - Non-Collusive Proposal Certification

Proposal Name/No.: “Fleet Repair, Maintenance, and Preventive Services”/ 12-248-08-10

I/We have read instructions to Proposer and specifications. My/Our Proposal conforms to all Proposal

specifications, conditions, and instructions as outlined by CITY OF MISSION.

Signing the Acknowledgment Form confirms that our company will enter into a binding contract with CITY OF

MISSION for item(s) awarded to our company. I/We have read instructions to Proposer and specifications.

The undersigned Proposer, by signing and executing this Proposal, certifies and represents to the CITY OF

MISSION that Proposer has not been offered, conferred or agreed to confer any pecuniary benefit, as defined by

§1.07(a)(6) of the Texas Penal Code, or any other thing of value as consideration for the receipt of information or

any special treatment or advantage relating to this Proposal; the Proposer also certifies and represents that Proposer

has not offered, conferred or agreed to confer any pecuniary benefit or other things of value as consideration for the

recipient's decision, opinion, recommendation, vote or other exercise of discretion concerning this Proposal; the

Proposer certifies and represents that Proposer has neither coerced nor attempted to influence the exercise of

discretion by any officer, trustee, agent of employee of the CITY OF MISSION concerning this Proposal on the

basis of any consideration not authorized by law; the Proposer also certifies and represents that Proposer has not

received any information not available to other Proposer so as to give the undersigned a preferential advantage with

respect to this Proposal; the Proposer further certifies and represents that Proposer has not violated any state, federal

or local law, regulation or ordinance relating to bribery, improper influence, collusion or the like and that Proposer

will not in the future offer, confer, or agree to confer any pecuniary benefit or other thing of value to any officer,

trustee, agent or member of the CITY OF MISSION in return for the person having exercised the person's official

discretion, power or duty with respect to this Proposal; the Proposer certifies and represents that it has not now and

will not in the future offer, confer, or agree to confer a pecuniary benefit or other thing of value to any officer,

trustee, agent or member of CITY OF MISSION in connection with information regarding this Proposal, the

submission of this Proposal, the award of this Proposal or the performance, delivery or sale pursuant to this

Proposal.

Date: _________________________________

Company Name: _________________________________

Signature: _________________________________

Title: _________________________________

Note: This form, along with the Execution of Offer, must be filled in and submitted with the sealed Proposal.


CITY OF MISSION

ADDENDA CHECKLIST

PROPOSAL NAME/NO: Fleet Repair, Maintenance, and Preventive Services / 12-248-08-10

Proposal of: ___________________________________

(Proposer Company Name)

To: City of Mission

Ref.: “Fleet Repair, Maintenance, and Preventive Services”:12-248-08-10

Ladies and Gentlemen:

The undersigned Proposer hereby acknowledges receipt of the following Addenda to the captioned RFP (initial if

applicable).

No. 1 _____ No. 2 _____ No. 3 _____ No. 4 _____ No. 5 _____

Respectfully submitted,

Proposer: ________________________

By: ___________________________

(Authorized Signature for Proposer)

Name: _________________________

Title: __________________________

Date: __________________________

Page 1 of 3

City of Mission

GENERAL BUSINESS QUESTIONNAIRE (SUPPLIES, SERVICES AND CONSTRUCTION)

This questionnaire, the requested list of references and the authorization to release financial information are used in part to assist in determining a potential contractor’s responsibility. Offerors shall submit the General Business Questionnaire information within two (2) work days from the date of notification by the City, or with the offer, if so indicated in the Table of Contents page 2 of the Solicitation, Offer and Award Form. All information must be current and traceable. Each venturer of a joint venture must submit a separate signed form. City of Mission reserves the right to make additional inquiries based on information submitted, or the lack thereof. Questions concerning this questionnaire or the authorization form should be directed to the contact person identified on the Solicitation, Offer and Award Form. In cases where a question does not apply or if unable to respond, offeror should refer to the item number, repeat the question, and indicate N/A (Not Applicable) or N/R (No Response), as appropriate. Offeror will explain the reason when responding N/A or N/R. 1. Name of Offeror ("Business"): ___________________________________________________

2. List name(s) and business address of officers and directors for corporations, partners for

partnerships, and venturers for joint ventures (attach additional pages as necessary). ___________________________________________________________________________

___________________________________________________________________________ ___________________________________________________________________________

3. Number of years in business under present business name: _________ 4. If applicable, list all other names under which the Business identified above operated in the last

5 years. ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________

5. Annual Gross Revenue (Past year): (M represents millions, K represents thousands)

$100K or less $100K-$500K $500K-$1M $1M-$5M $5M-$10M $10M-$16M $16M or Over

6. Will bidder/proposer provide a copy of its financial statements for the past two (2) years, if

requested by City of Mission? Yes No 7. Number of current employees: __________ 8. Has the Business, or any officer or partner thereof, failed to complete a contract? Yes No 9. Is any litigation pending against the Business? Yes No 10. Is offeror currently for sale or involved in any transaction to expand or to become acquired by

another business entity? If yes, offeror needs to explain the expected impact, both in organizational and directional terms. Yes No

___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________

Page 2 of 3

11. Has the Business ever been declared "not responsible" for the purpose of any governmental agency contract award? Yes No

12. Has the Business been debarred, suspended, proposed for debarment, declared ineligible,

voluntarily excluded, or otherwise disqualified from bidding, proposing, or contracting? Yes No 13. Are there any proceedings pending relating to the Business' responsibility, debarment,

suspension, voluntary exclusion, or qualification to receive a public contract? Yes No 14. Has the government or other public entity requested or required enforcement of any of its rights

under a surety agreement on the basis of a default or in lieu of declaring the Business in default? Yes No

15. Is the Business in arrears on any contract or debt? Yes No 16. Has the Business been a defaulter, as a principal, surety, or otherwise? Yes No 17. Have liquidated damages or penalty provisions been assessed against the Business for failure to

complete work on time or for any other reason? Yes No 18. Does offeror have a contingency plan or disaster recovery plan in the event of a disaster? If so,

then Bidder will provide a copy of the plan. Yes No 19. Does offeror have quality assurance program? If yes, offeror will describe its quality assurance

program, its quality requirements, and how they are measured. Yes No 20. If a "yes" response is given under questions 9 through 19, please provide a detailed explanation

including dates, reference to contract information, contacts, etc. (attach additional pages as necessary).

___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________

I, individually and on behalf of the business named in this Business Questionnaire, do by my signature below, certify that the information provided in this questionnaire is true and correct. I understand that any false statements or misrepresentations regarding the Business named above may result in: 1) termination of any or all contracts which City of Mission has or may have with the Business; 2) disqualification of the Business from consideration for contracts; 3) removal of the Business from City of Mission’s vendors’ list; or/and 4) legal action(s) applicable under federal, state, or local law. Name: ________________________________________ Title: ____________________________ Signature: _____________________________________ Date: ________________________ (Owner, CEO, President, Majority Stockholder or Designated Representative)

Page 3 of 3

LIST OF REFERENCES FOR SIMILAR PROJECTS

Use additional pages as necessary. 1. Project: Date of Completion (if applicable): Contact Person: Company Name: Address: Telephone Number: Fax Number: E-mail Address:

2. Project: Date of Completion (if applicable): Contact Person: Company Name: Address: Telephone Number: Fax Number: E-mail Address:



Adopted 06/29/2007

FORM CIQ

OFFICE USE ONLYThis questionnaire reflects changes made to the law by H.B. 1491, 80th Leg., Regular Session.

This questionnaire is being filed in accordance with Chapter 176, Local Government Code

by a person who has a business relationship as defined by Section 176.001(1-a) with a local

governmental entity and the person meets requirements under Section 176.006(a).

By law this questionnaire must be filed with the records administrator of the local governmental

entity not later than the 7th business day after the date the person becomes aware of facts

that require the statement to be filed. See Section 176.006, Local Government Code.

A person commits an offense if the person knowingly violates Section 176.006, Local

Government Code. An offense under this section is a Class C misdemeanor.

CONFLICT OF INTEREST QUESTIONNAIREFor vendor or other person doing business with local governmental entity

Check this box if you are filing an update to a previously filed questionnaire.

(The law requires that you file an updated completed questionnaire with the appropriate filing authority not

later than the 7th business day after the date the originally filed questionnaire becomes incomplete or inaccurate.)

Name of person who has a business relationship with local governmental entity.1

2

3

Date Received

Name of local government officer with whom filer has employment or business relationship.

Name of Officer

This section (item 3 including subparts A, B, C & D) must be completed for each officer with whom the filer has an

employment or other business relationship as defined by Section 176.001(1-a), Local Government Code. Attach additional

pages to this Form CIQ as necessary.

A. Is the local government officer named in this section receiving or likely to receive taxable income, other than investment

income, from the filer of the questionnaire?

Yes No

B. Is the filer of the questionnaire receiving or likely to receive taxable income, other than investment income, from or at the

direction of the local government officer named in this section AND the taxable income is not received from the local

governmental entity?

Yes No

C. Is the filer of this questionnaire employed by a corporation or other business entity with respect to which the local

government officer serves as an officer or director, or holds an ownership of 10 percent or more?

Yes No

D. Describe each employment or business relationship with the local government officer named in this section.

Signature of person doing business with the governmental entity Date

4

Documents

Fleet Repair, Maintenance and Preventive Services