A. Preventive Maintenance The City’s vehicles are routinely driven short distances; frequent start/stop; and long idle periods. The attached Exhibit A outlines preventative maintenance requirements due to the use conditions. B. Repairs and Maintenance Provide service/repairs to all common mechanical and electrical systems as needed. C. Transport of Vehicles for Service Provide occasional pick-up and delivery of vehicle from City facilities and other locations within City limits when City personnel are unavailable to transport vehicles. For vehicles not drivable, an additional towing charge may be billed upon approval of authorized City staff. D. Conditions regarding Required Services • Priority 8-hour turn-around on all vehicles and routine repairs including brakes and routine maintenance. • When a prior appointment has been made forroutine maintenance,the turnaround time should be no more than 6 hours. • Provide an adequate inventory of special parts to ensure minimum turn-around on non- routine repairs. E. Repair Order Content and Procedure • The Bidder shall provide Repair Orders for all services provided containing the following information: • Repair estimates with anticipated work to be performed, estimated completion time, and estimated cost signed by the City staff upon pick-up/drop-off. A confirming copy of the final costshall be mailed to the City upon completion, and a billing copy shall be sent to the City with the monthly statement. • Any actual work/cost above prior written estimate requires City approval prior to work start. • Date work performed • Vehicle and/or license #, make/model • Vehicle mileage at time of service/repair • Date in / date out / time completed • Detail type of service, hours, material used, and cost associated with each. • Subcontracted repair orders containing the same information shall be attached to the repair order. • Authorization of all work above $500.00 must be pre-authorized by Department Head or their pre-designated City employee prior to commencement of repairs. Time waiting for authorization by pre-designated City employees shall not count towards any limitation on turnaround time. A list of designated city employees shall be provided to successful bidder. Note: The City reserves the right to hold payment on any repairs in excess of $500.00 which were not pre-authorized. In the event of unauthorized service billing above $500.00, the City may refuse payment and demand significant discount of the repair cost or may elect to only pay up to $500.00 of said repair cost at its discretion without further liability. • Individual vehicle charges shall be submitted on separate repair orders for each service visit. • The Bidder guarantees and warrants that all material furnished, and all services performed will be free from defectsin material and workmanship and will be warranted by Bidder for a minimum of 150 days, 5,000 miles, or the length of time of any warranty given by the manufacturer or rebuilder/remanufacturer, whichever is greater, after acceptance. The Bidder shall remedy all such defects at the Bidder’s own expense within one (1) working day after notification by City. • Warranty on subcontracted repair orders shall be provided by the Bidder. The Bidder shall be the prime contractor; however, subcontractors may be used by the Bidder. The Bidder assumes responsibility for the work of its subcontractors. The charges for such services to the City shall be the amount of the subcontractor’s invoice for services performed, or the contract price, whichever is less.
