A. General - The Contractor shall: 1. Provide a single point of contact and relevant contact information (name, phone number, fax, email, etc.) for receiving orders from the City within five (5) working days of request by the City, or at a time mutually agreed to between the Contractor and the Contract Manager. a. An authorized City representative will contact the Contractor by e-mail, fax, or telephone to place an order for parts or requesting repair services. 2. Be responsible for all damage to City vehicles, equipment, or property by the Contractor’s representative actions. a. If damage occurs, Contractor shall notify the Contract Manager immediately. b. The Contractor shall repair any damage to the satisfaction of the City, at no cost to the City. The City may however, at its sole discretion, elect to make repairs or replacements of damaged property and deduct the cost from any payments owed to Contractor or to recover costs if no payments are owed. 3. Notify the Contract Manager of recall notices, warranty replacements, safety notices, or any applicable notice regarding all City purchased parts within two (2) weeks of publication. 4. Provide a report for a City department of all parts or repair services performed for a specified timeframe (monthly, yearly, etc.) within five (5) working days upon request by an authorized City representative of the department, or at a time mutually agreed to between the Contractor and the authorized City representative. The report shall be in a sortable electronic or other City-approved format.\a. For repair services, the report shall itemize the repair date, requesting Service Center, type of repair, cost for labor (including hours and rates), description and cost for parts, total cost of repair, and the repaired vehicle or equipment identification number (license plate, VIN or unit number). b. For parts, the report shall itemize parts by date purchased, invoice number, part number, part description, price per part, requesting Service Center, and the total dollar amount for all parts purchased. 5. Be responsible for the safeguard of all city vehicles, equipment, and property on/within the Contractor premises. Ensure that only Contractors employees can access City property and no one else is able to approach and/or enter the vehicle at any time while in Contractor’s possession. B. Repair Services - The Contractor shall: 1. Provide all labor, parts, equipment, materials, tools, supervision, and transportation required to perform the specified repairs according to the manufacturer’s recommended repair techniques and standards. 2. Perform all repair services on the Contractor’s premises. 3. The City will provide transportation for the vehicles/equipment to the Contractor’s premises. Upon completion of repair, the City shall pick up vehicle after completion of the repair, or at a time mutually agreed to between the Contractor and authorized City representative. 4. Diagnose the vehicle/equipment for repair and provide a written estimate to the requesting authorized City representative within two (2) working days after taking possession of the vehicle/equipment, or at a time mutually agreed to between the Contractor and authorized City representative. The written cost estimate shall include: a. The vehicle or equipment identification number (license plate, VIN or unit number) b. Description of the cause of failure c. Description of the correction or repair needed to fix the failure
