SPD Fleet Maintenance Request for Proposals

Department of Police SOUTHINGTON, CONNECTICUT 06489

Lieutenant Edward S. Pocock III Support Services Division/Administrative Lieutenant HEADQUARTERS: TEL. 01-860-378-1710 FAX 01-860-378-1699 E-MAIL [email protected]

05.20.2011 SPD Fleet Maintenance Request for Proposals

SPECIAL NOTE: By submitting this bid for SPD Fleet Maintenance, the bidding contractor AGREES to apply these same prices to other Town of Southington owned vehicles needing like services.

Bid prices: Bidders shall quote as follows: (PARTS) Discounts provided for parts shall be indicated on the proposal and the vendor shall be required to furnish a price list. (LABOR) An hourly rate is requested for labor required to make necessary repairs, a minimum of one (1) hour labor charge will be allowed. Certain maintenance services shall be charged as a single unit (parts and labor) as indicated in the proposal schedule herein. Where additional parts and labor are required for service beyond those normally included in the flat rate, the PARTS and LABOR sections in this paragraph shall apply. ALL discounts, labor rates, and flat charges shall remain firm for the duration of the contract. No price increases will be allowed. Price decreases will become effective immediately, with the contractor billing the Town for the reduced price on all deliveries made on or after the date of the price reduction. The contractor shall notify the SPD Traffic Division promptly with a letter of notice concerning the decrease in pricing.

Authorization: No work shall be performed without prior written authorization from a department representative. Work performed without such authorization shall be done at no cost to the Town. LOF & Tire Services Item 4 as listed in this proposal schedule, require a verbal authorization from a department representative.

Priority and Time Frame Required to Complete Jobs: Contractors are cautioned to place a reasonable time estimate on the written estimate to complete repairs. In the event the time estimate will be exceeded based upon parts availability or circumstances beyond the contractors control, it is the contractor’s responsibility to inform the agency requesting the work of the delay. In the event that the contractor delays making repairs to Town vehicles because more lucrative work is received, the Town reserves the right to have the repairs made by another contractor and assess the original contractor the difference in cost incurred by utilizing another contractor.

Basis of Award: The Town reserves the right to award this Contract in a manner deemed to be in the best interest of the Town and may include: a) By item, group of items, or in its entirety. b) As a multiple award.

MATERIALS: All parts and materials, unless specifically noted, shall otherwise meet or exceed manufacturer specifications and/or recommendations for the specific vehicle on which they will be used.

GUARANTEE: All parts furnished under this contract will be guaranteed against any defects due to faulty materials and/or workmanship. The warranty shall provide the full cost of the part or parts and performance of additional labor.

WARRANTY: The town reserves the right to use original manufacturer garages for items that are currently under new car warranty provisions.

BID OPENING. BIDS will be opened on June 28, 2011, at 10:00 a.m., in the Town Manager’s office, 75 Main Street, Southington, CT 06489. Request for Proposals (RFP) on the following services: (A) Lube, Oil, & Filter (LOF) Services

Special garage requirements for items listed in this section: Must be located within the Town of Southington.

Agreement terms: Upon adoption to June 30, 2013.

ITEM 1

Oil and filter changes to be completed in Ford brand vehicles will require up to (as specified) six (6) quarts of API certified, Motorcraft SAE 5W-20 (or an equivalent 5W-20 oil meeting or exceeding Ford Specification WSS-M2C930) and a Motorcraft oil filter or another with equivalent performance. Chassis lubrication to be completed in accordance with manufacturer guidelines using manufacture specification lubricants. Top off all fluid levels (brake fluid DOT 3 spec).

The above will be considered 1 unit of service.

Bid price for 1 unit of service: ______

ITEM 2

Oil and filter changes to be completed in Chrysler/Dodge brand vehicles will require up to (as specified) seven (7) quarts API certified SAE 5W-20 meeting Chrysler Material Standard MS-6395 and a Mopar engine oil filter or another with equivalent performance. Chassis lubrication to be completed in accordance with manufacturer guidelines using manufacture specification lubricants. Top off all fluid levels (brake fluid DOT 3 spec).

(B) Brake Services

Special garage requirements for items listed in this section: Must be a Department of Motor Vehicles registered repair facility, must be located within the Town of Southington.

Additional mandatory requirement: Either be registered with the SPD as a Wrecker Service provider (completing a tow to the service garage for a flat fee of $50, if requested) or must meet SPD Wrecker Regulation requirements, to include towing service to the service garage for a flat fee of $50, if requested.

Agreement terms: Upon adoption to June 30, 2013.

ITEM 1a

Front, rear OR complete brake service on a Ford brand Crown Victoria brand or other Ford brand car (not trucks/SUVs) to include new OEM (Ford) brake pads and new OEM rotors. Top off brake fluid with DOT 3 spec, inspect all brake systems & inspect master cylinder.

Bid price for front brake service: ______

Bid price for rear brake service: ______

Bid price for complete brake service: ______ITEM 1b

Front, rear OR complete brake service on a Ford brand Crown Victoria model or other Ford model car (not trucks/SUVs) to include new OEM (Ford) brake pads and resurfaced rotors. Top off brake fluid with DOT 3 spec, inspect all brake systems & inspect master cylinder.

Bid price for complete brake service: ______

ITEM 2a

Front, rear OR complete brake service on a Chrysler/Dodge brand Charger model or other Chrysler/Dodge brand car (not trucks/SUVs) to include OEM brake pads and new rotors. Top off brake fluid with DOT 3 spec, inspect all brake systems & inspect master cylinder.

ITEM 2b

Front, rear OR complete brake service on a Chrysler/Dodge brand Charger model or other Chrysler/Dodge brand car (not trucks/SUVs) to include OEM brake pads and resurfaced rotors. Top off brake fluid with DOT 3 spec, inspect all brake systems & inspect master cylinder.

ITEM 3a

Front, rear OR complete brake service on a Ford brand F-150 or Expedition model to include OEM (Ford) brake pads and new OEM rotors. Top off brake fluid with DOT 3 spec, inspect all brake systems & inspect master cylinder.

ITEM 3b

Front, rear OR complete brake service on a Ford brand F-150 or Expedition model to include OEM (Ford) brake pads and resurfaced OEM rotors. Top off brake fluid with DOT 3 spec, inspect all brake systems & inspect master cylinder.

Bid price for front brake service: ______Bid price for rear brake service: ______

ITEM 4a

Front, rear OR complete brake service on a Ford brand Explorer model to include OEM (Ford) brake pads and new OEM rotors. Top off brake fluid with DOT 3 spec, inspect all brake systems & inspect master cylinder.

ITEM 4b

Front, rear OR complete brake service on a Ford brand Explorer model to include OEM (Ford) brake pads and resurfaced OEM rotors. Top off brake fluid w/ DOT 3 spec, inspect all brake systems & inspect master cylinder.

(C) Tire Services

Special garage requirements for items listed in this section: Must be a Department of Motor Vehicles registered repair facility or commercial tire facility capable of performing the services listed in this heading (to be determined at the discretion of the Town) & must also be located within the Town of Southington.

Additional mandatory requirement for ITEM 4, listed in this section: Either be registered with the SPD as a Wrecker Service provider (completing a tow to the service garage for a flat fee of $50, if requested) or must meet SPD Wrecker Regulation requirements, to include towing service to the service garage for a flat fee of $50, if requested.

Contract terms: Upon adoption to June 30, 2013.

ITEM 1

Complete mounting and balancing of new tires provided by the Town on fleet vehicles. This service will also include the removal of the old tire and all fees concerning the tire’s disposal.

Bid price for the mounting and balancing of 1 tire: ______

Bid price for the mounting and balancing of 4 tires: ______

ITEM 2

Complete plugging of a flat tire on wheel rim OR complete patching of a flat tire (dismounted tire).

Bid price for plugging a tire: ______Bid price for patching a tire: ______ITEM 3

Complete front end alignment and all standard services included therein.

ITEM 4

Safe tire changes and the subsequent storage of the flat (back into/onto the fleet vehicle, if applicable) on a fleet vehicle in a location in Southington or a contiguous city/town. This Item applies to fleet vehicles having no more than one (1) flat tire in a single incident. Response as dictated by SPD Wrecker Regulations.

*Police Department specific: Spare police cruiser tires are not stored in the police cruisers, which will require the service provider to either pick up a spare at SPD HQ facility at 69 Lazy Lane or store the appropriate spare on their premises (as determined by the Chief of Police or his designee). This mileage will be considered as part of the above service.

**All other Town fleet vehicles: Must have a spare on board the town fleet vehicle. Failure to do this will result in a reasonable mileage surcharge.

(D) Engine Tune Up

Special garage requirements for the item listed in this section: Must be a Department of Motor Vehicles registered repair facility and be located within the Town of Southington.

ITEM 1

Shall include all standard adjustments and the following parts: spark plugs, air filter, fuel filter, PCV valve, inspect all belts and replace if necessary, check condition of cooling system and proper protection against freezing (-25 degrees F) replacing hoses and coolant as necessary.

Labor Charge: ______Percentage off list price for parts:______(E) Drivetrain/Engine Repairs & Parts

Special garage requirements for items listed in this section: Must be a Department of Motor Vehicles registered repair facility and located within the Town of Southington or contiguous Town/City.

Contract terms: Upon adoption to June 30, 2013. *Special Note: This does not apply to items still covered under manufacturer warranty, as noted on Page 1. ITEM 1

Drivetrain/Engine Repairs.

Labor Charge: ______

ITEM 2

Drivetrain/Engine Parts.

Percentage off list price for parts:______

ITEM 3

Transmission service: flushing of fluids, pan cleaned, new pan gasket installed, inspection, filter replacement, new transmission fluid added & any other service associated with the proper servicing of an operational transmission.

The above shall be considered 1 unit of service.

(F) Miscellaneous Automotive Repairs & Parts

Special garage requirements for items listed in this section: Must be a Department of Motor Vehicles registered repair facility and located within the Town of Southington or contiguous Town/City.

Services Requested: Any services not specified elsewhere in this document.

ITEM 1

Miscellaneous Automotive Repairs.

Labor Charge: ______

ITEM 2

Miscellaneous Automotive Parts.

Percentage off list price for parts:______