Specifications include, but are not limited to: A. The vendor shall have access to and control over sufficient inventory provided either by the vendor's on-site or off-site stock, its own warehouse, original equipment manufacturer, and/or by negotiation with one or several local parts operations to furnish 85% of the non-consumable parts requirements on demand and 90% of the parts requirements within four (4) hours of demand. Preventive maintenance items, such as oil, filter, etc., shall have their own identification code in the in-house software and be available in stock 100% on demand. The vendor shall evaluate the usage history of the current inventory of vehicle parts (and thereafter on a monthly basis) to identify those that should be removed from stock, added to stock, and to determine the stocking levels of those that should remain in stock. A parts usage report shall be provided to the City on a monthly basis. Prompt response time to parts requests is crucial to establish and maintain a high level of maintenance shop productivity. Any decision to add or remove parts from inventory must be mutually agreed upon by the City and the vendor. B. The vendor shall provide stock and non-stock original equipment parts, automotive supplies, brass plumbing assortment, hydraulic hoses and hose building equipment of equal or higher quality to the OEM. A minimum of Grade 5 is required on all stocked fasteners; Grade 8 fasteners shall be made readily available. All hydraulic equipment, components, and parts must meet JIC and SAE specifications. The City reserves the right to inspect the quality of parts, materials, supplies, and equipment proposed to be furnished and to reject any item deemed unable to meet original equipment standards and performance. All such items provided by the vendor for resale to the City will remain the property of the vendor until used by the City. At its discretion, the City may elect to purchase and maintain ownership of certain specialized items. The City reserves the right to purchase parts and/or services from other sources, if it is in the best interest of the City. If the vendor cannot obtain the desired part by start of business the day following a request, in an emergency situation, or if, for any reason, the vendor cannot supply the part in an acceptable time frame, the City may procure parts immediately by any means necessary. C. The vendor must have access to a variety of parts sources to include a distribution center for larger or minimal use items, vendor’s local store inventory, and competitor’s parts supply inventory. In addition, the vendor shall attempt to secure lowest price agreements, negotiate favorable pricing and/or request OK State Contract pricing from other parts suppliers for OEM and/or sole source parts to help lower the overall cost of the parts to the City. The City will allow vendor to use approximately 600 sq. ft. of upstairs warehouse space for bulk purchase storage to receive any “large quantity purchase” discounts available. D. The vendor shall not issue parts or supplies to City personnel without properly entering all part information into the Computerized Fleet Analysis (CFA) application first. The vendor must then have the technician sign the ticket (receipt). The vendor shall provide a receipt containing specific information with items delivered, quantity, and City employee signature to the Fleet records clerk for each work order requisition. E. Vendor shall provide a detailed monthly reporting of parts issued and returned at a monthly meeting for City management to review. This report shall include, but not be limited to, date part(s) issued or returned, part number, price (cost), and work order number. The vendor shall maintain warranty records of items sold to the Fleet Services Department and issue any credits, including labor and parts, due the City that are covered under these warranties. This information shall be reported to the City on a monthly basis.
