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Item 4B Memo
CITY OF SOUTHLAKE MEMORANDUM October 18, 2011 To: Shana Yelverton, City Manager From: Sharen Jackson, Director of Finance Timothy Slifka, Purchasing Manager Subject: Item 4B Approve Contract for Preventative Maintenance and Repair Services for Fire Apparatus to First Vehicle Services Action Requested: Approve Contract for Preventative Maintenance and Repair Services for Fire Apparatus to First Vehicle Services. Background Information: In May 2011 the City in cooperation with the City of Keller and the City of Colleyville met to discuss mutual services which could be combined to allow for increased purchasing volume to reduce costs. During these discussions the combining of Fire Apparatus maintenance was discussed. Our current fire apparatus maintenance contract was set to expire in September and Southlake offered to take the lead and release a combined services bid. In June of 2011 with Southlake as the lead agency, a request for bid for Fire Apparatus maintenance and repair services was released. The bid document was sent to 11 vendors, was listed in the Star Telegram and posted on our website. We received three qualified responses. Final scoring and pricing information was then evaluated per the published evaluation factors and First Vehicle Services was recommended as "Best Value". This vendor also provided the lowest cost. This contract will provide for an estimated 95% cost reduction in yearly preventative maintenance services. The hourly labor rate for general repairs is 33% lower and parts and miscellaneous charges are also reduced with this contract. Financial Considerations: These services will be funded through department vehicle maintenance budget for FY 2012. Strategic Link: C1 — Achieve the highest standards of safety and security. B2 — Collaborate with select partners to implement service solutions. F2 — Invest to provide and maintain high quality public assets. Citizen Input/ Board Review: None Legal Review: None Alternatives: Reject award recommendation and re -bid service. Supporting Documents: Bid document, and award recommendation form. Staff Recommendation: Approve the award to First Vehicle Services for Southlake Fire Apparatus Maintenance and Repair Services. EVALUATION MATRIX Fill in solicitation number here RFB1106B300CA110017 EVALUATION SCORES: This portion of the matrix is used to determine evaluation points based on the the evaluation ofthe responses received. Highest evaluation score receives maximum number of points. Fields in red are variable. All others are computed. Points to be awarded: 70 ("$EVALPOINT ) Raw Points FIRST VEHICLE 54.00 59.285 SIDDONS/MARTIN APPARATUS 63.76 70.000 STEWART & STEVENSON 55.42 60.844 Lowest Raw Evaluation 54.00 ("$LOWEVAL ) PRICES: This portion of the matrix is used to determine evaluation points based on the lowest and best responsive price submitted. Lowest and best price receives maximum points. Points to be awarded: 30 Offeror Offer Points FIRST VEHICLE $185,196.02 30.000 SIDDONS/MARTIN APPARATUS $460,878.95 12.055 STEWART & STEVENSON $372,626.74 17.800 Hinh—t Prima AdRO R7R " .9zN1r NAFFFR FINAL SCORE: This portion of the worksheet is used to determine the award based on evaluation points and price points. Offeror POINTS Evaluation Price Total RECOMMENDATION FIRST VEHICLE SIDDONS/MARTIN APPARATUS STEWART & STEVENSON 59.285 70.000 60.844 30.000 12.055 17.800 89.285 82.055 78.643 Recommend Award Page 1 Appendix B — Bid Document Submittal Checklist: (To determine validity of bid) X Appendix B (pages _11_ through _25J must be included in the bid submittal. X Appendix C (page _25J Conflict of Interest Form must be included in the bid submittal. submittedAll bids to the City of Southlake shall include this page with the submittedBid and affix a copy of i,envelope. RFB1106B300CA110017 RFB Number: Provide Preventative Maintenance and Repair Services Project Title: for City of Southlake, City of Keller and City of Colle ville Fire Vehicles and Apparatus Submittal 3:00 P.M. (CST), FRIDAY AUGUST 19, 2011 Deadline: City Secretary's Office 1400 Main Street, Suite 270 Submit to: Southlake, TX 76092 817) 748-8016 Bidder Information: Bidder's Legal Name: First Vehicle Services, Inc. Address: 600 Vine Street, Suite 1400 City, State & Zip Cincinnati, Ohio 45202 Federal Employers Identification Number # 20-0441528 Phone Number: 513.241.2200 ..Fax Number, 513.684.8852 E-Mail Address: Brad.Thomas@firstgroup.com Bidder Authorization 1, the undersigned, have the authority to execute this Bid in its entirety as submitted and enter into a contract on behalf of the Bidder. Printed Name and Position of Authoriz sentative: Bradley A. Thomas, President Signature of Authorized Representative: Signed this 16th (day) of August (month), 2011 (year) Y learned of this Request for Bids by the following means: ❑ Newspaper Advertisement ❑ Southlake Website ❑ Mailed Me a Copy ❑ City E-mail Notification ❑ Cold Call to City X❑ Other City of Southlake - RFB110613300CA1I0017 - Page 11 of 26 First ro Vehicle Services 1. Qualifications and Experience Overview First Vehicles Services (FVS), a division of FirstGroup America, understands that the City of Southlake (TX) is seeking a qualified Fleet Maintenance Contractor to maintain and repair the fire vehicles and apparatus for the City of Southlake, City of Keller, and City of Coileyville. Founded in 1981, FVS is uniquely positioned as the leader in public -sector fleet maintenance in North America. From sedans, SUVs, vans, fire apparatus, and ambulances to light, medium and heavy duty units, construction equipment, and specialized and miscellaneous equipment, we provide expert maintenance services to keep your entire fleet up and running. Unlike our competition dedicated fleet maintenance is our specialty. In 1999, First Vehicle Services joined the FirstGroup plc. family and is now centralized as a division of the North American -based company called FirstGroup America. In addition to FVS, the FirstGroup America family includes: First Student — is a leading U.S. provider of student transportation services with 57,000 vehicles under contract and 600 locations across North America • First Transit — is a leading U.S. provider of passenger transportation contract and management services for more than 55 years, with 11,600 buses in operation and 231 locations across North America Greyhound — is the only North American provider of scheduled intercity coach transportation services. Provides scheduled passenger services to 3,800 destinations throughout North America, operating 1775 buses to carry some 20 million passengers annually. First:i America First ri Student I I I I First ri Transit First rvVehicle Services FVS is proud to be a part of FirstGroup plc, a $10.6 billion global transportation company with a mission to transform travel through the provision of safe, reliable, and high quality services. From high-speed passenger trains and public transit to fleet maintenance and mobile technology, our company employs more than 130,000 people worldwide, including 95,100 employees across our North America operations. As the Nations largest transportation services provider, we can access additional locations across the United States and provide equipment and available personnel for immediate support, whenever necessary. With over 860 employees, FVS manages more than 43,000 vehicles every day in more than 130 customer service centers in the United States and Puerto Rico. Our experience base and target markets span from public sector markets including municipalities, state governments, law enforcement agencies, and transit authorities to private sector markets of utility/telecommunications, transportation, and petrochemical. FIRST in Maintaining Fire and Rescue Fleets Having a fully functional and reliable fleet of emergency response equipment is of critical importance to governments during a time of a crisis. FVS maintains emergency response units at 90 percent of our service centers across the United States, which includes more than 780 fire apparatus units at 41 % of our locations. All information contained in this Bid is proprietary to First vehicle Services, Inc. Page 1.1 First ri Vehicle Services Examples include fire apparatus and pumpers, crash trucks, brush trucks, ambulances, and command support SUVs. No other Contractor is uniquely qualified as FVS to maintain the City's fire apparatus and emergency support vehicles. The diversity of fire apparatus and emergency response vehicles that we maintain includes, but not limited to the following manufacturers: • Pierce • HME • Luverne • Crimson • Spartan • Quality • Toyne • Freightliner • Grumman • Boardman . Hahn • Salisbury • Brockman Hendrickson Smeal Ford • E-One Spartan Seagrave Chevrolet • Oshkosh KME Hale Dodge • Hallmark Farrar American France FVS understands the critical nature of maintaining fire apparatus/ EMS units to ensure it is fully serviceable during a time of crisis. We are committed to having EVT certified technicians on staff to perform proper maintenance on emergency response units. Currently, FVS employs more than 70 EVT's who hold 120 certifications in the maintenance and repair of fire apparatus, ambulances, and other emergency response vehicles. FVS gives you the confidence you need with a team of fleet professionals you can count on. 4 "Willie Rischow and the guys in the shop have been doing an outstanding job in servicing the City's equipment. Just recently, one of your EVT's, John Fickers, was extremely helpful in finalizing layout in- formation for Fire Rescue equipment after its put into service. Willie has continued to develop new ideas on improving vehicle repair times and keeping the City customers happy. Keep up the good work!!" Donald J. Mordas Cihj of Fort btaderdale Emergency Vehicle Technician Training FVS encourages, sponsors, and requires its Emergency Vehicle Technicians (EVTs) to attend EVT training sessions to advance their level of certifications. EVT training is provided by the Emergency Vehicle Certification Commission, Inc., which offers three (3) certification programs —fire apparatus maintenance, law enforcement vehicle installation and ambulance maintenance. Our technicians have the option of becoming EVT Certified in a specific test area(s) by taking certain EVT exams. Moreover, our technicians can attain the highest EVT Certification by combining EVT and ASE exams to reach Level I, II or Master EVT Certification. City of Bedford Testimonial Our experience in maintaining emergency response units for 30 years is essential to our success at City of Bedford, Texas. FVS has consistently met and exceeded the performance obligations of our public -private partnership agreement. Our core business has been and continues to be the maintenance and repair of fleets operating under application, environment, and mission similar to the Cities of Southlake, Keller, and All information contained in this Bid is proprietary to First Vehicle Services, Inc. Page 1.2 First ri Vehicle Services Colleyville's emergency response fleet. From our maintenance experience with fire apparatus/ EMS units, FVS is the only Contractor with a thorough understanding of the unique Fire Department operator demands imposed on these vehicles daily. We will ensure optimum availability and safety of the City's fire apparatus/ EMS vehicles through ASE and EVT's who know the critical importance of emergency vehicle response to the citizens of the Southlake, Keller, and Colleyville. We have developed training that focuses our attention on specific maintenance and repair areas of emergency response fleets. Out training is continually updated by our maintenance support staff and is communicated expeditiously to the field via Tech Tips newsletters, email memorandums, and FVS' intranet site. We understand the extreme application of emergency vehicles and the maintenance impact on those units. The Letter of Appreciation from the City of Bedford Fire Department (below) is an example of FVS' ability to exceed our client's expectations through world -class service delivery. BEDFORD FIRE DEPARTMENT COMMITTED TO _FXCELLENCE First Vehicle Services 6671 W. Indiantown Rd, Suite 56433 Jupiter, FL 33458 Dear Mr. Felton: I would like to take this opportunity to express my appreciation for your excellent workmanship and above average customer service. The City of Bedford has a vehicle maintenance facility that provides limited maintenance only. our facility has no Emergency Vehicle Technicians which requires us to utilize outside vendors for repairs, our experiences throughout the years have been satisfactory at best. We are constantly at the mercy of their schedule and knowledge of our fleet. First Vehicle Services has provided to us a level of comfort that we are receiving quality repairs that meet or exceed NFPA and for manufacturers recommendations. These repairs have been completed when promised, and often sooner. You have proven to us, that the safety of our fleet is number one. More than once while servicing our vehicles, you have found other items that could have been a costly repair in the future, or was an existing safety concern. I always receive daily updates and status reports from technicians. Invoices have never exceeded quotes and necessary repairs have always been preceded by site visits or pictures. I also want to let you know what a wonderful experience it has been working with Mr. Steve Pena, who has proven that customer service is not a thing of the past. Along with all the items mentioned above, Mr. Pena has been a pleasure to work with, and represents First Vehicle Services in a positive manner. Sincerely, James Richardson Deputy Chief/Operations 1816 BEprORn ROAD • RFOFOtih, TX 76621 • 817-952-2500 • FAx 817-952-2540 All information contained in this Bid is proprietary to First Vehicle Services, Inc. Page 1.3 First roVehicle Services Client References City of Bedford, TX Services Provided Fleet management and maintenance of fire apparatus, ambulances, and light trucks Client Address City of Bedford Fire Department 1816 Bedford Rd Bedford, TX 76021 Client Reference Mr. James Richardson Deputy (817) 952-2500 jrichardson@ci.bedford.tx.us Service Delivery August 2009 to Present Fleet Size 21 vehicles and equipment Broward County Sheriff's Department, FL Services Provided Fleet management and maintenanc apparatus, fire rescue, HazMat units, (2) ASE Blue Seal recognized facilities Client Address Broward County Sheriff's Department 2601 West Broward Boulevard Lauderdale Lakes, FL 33312 Client Reference Mr. Scott Barnett Fleet Director (954) 765-4430 Scott—Barnett@sheriff.org Service Delivery May 1994 to Present Fleet Size 3,356 vehicles and equipment City of Fort Lauderdale, FL e of administrative sedans and light vehicles, patrol vehicles, fire heavy trucks, buses, trailers, and heavy specialized equipment. Two Services Provided Fleet management and maintenance of administrative sedans and light trucks, marked and unmarked law - enforcement vehicles, heavy vehicles and equipment, specialized and construction equipment, fire equipment and apparatus, and sanitation vehicles and equipment. Perform fuel monitoring and ordering. All information contained in this Bid is proprietary to First Vehicle Services, Inc. Page 1.4 Client Address City of Fort Lauderdale 100 N. Andrews Fort Lauderdale, FL 33312 Client Reference Mr. John Rencher Fleet Director (954) 828-5765 (Direct) jrencher@fortlauderdale.gov Service Delivery October 1981 to Present Fleet Size 1,551 vehicles and equipment First ri Vehicle Services All information contained in this Bid is proprietary to First Vehicle Services, Inc. Page 1.5 First ro Ve h i c I e Services 2. Management Approach FirstroVehicle Services PROPOSED STAFFING PLAN ................................................................................................................... Through our 30 years experience in the maintenance of public -sector fleets including fire apparatus, First Vehicle Services (FVS) has developed a thorough understanding of the unique operating requirements of emergency response fleets and vehicle user demands. For this project, FVS proposes to provide the following staff who will be responsible for the delivery of quality preventive maintenance (PM) and services for the City of Southlake, City of Keller, and City of Colleyville. `Will be supervised and directed by FVS' General Manager at our Dallas (TX) Service Center, with support of existing onsite office staff. FVS' General Manager will report directly to FVS' Region Manager in regard to the performance of this Contract. Ensuring maximum vehicle availability and safety for the City's fleet will be a top concern of our Emergency Vehicle Technician (EVT). FVS' EVT will have technical and safety training including, but not limited to, manufacturer training, ASE and EVT certifications, and licenses including CDL and DOT, and any other required certificates. FVS offers training of a minimum of 40 hours per year to its employees to expand their skill sets and keep them abreast of the latest changes in the industry. We are committed to our employees and encourage ASE and EVT certifications advancement through financial incentives. Industry certifications for FVS' EVT who we propose to provide PM and repair services for the City's emergency response fleet are provided in Section "3. Resumes and Certifications" of this proposal. We will ensure that the service work of our technicians consistently conforms to the highest standards of quality and efficiency, in addition to best fleet practices. Corporate and Region Management Customer Support FVS' technical customer support staff will provide assistance to the local management team on an ongoing basis. Our customer support staff is made up of FVS employees who are trained in every aspect of diverse fleet management operations. FVS supports each of its operations with both regional and corporate oversight to ensure that our management team receives expert operational support and audit of activities by off -site staff. REGION VICE PRESIDENT Our Region Vice President (RVP), Aubrey Felton, will be responsible for overseeing the overall performance of this agreement, performance standards, and cost savings initiatives, and will report directly All information contained in this Bid is proprietary to First Vehicle Services, Inc. Page 2.1 First ri Vehicle Services to the City's Contracting Officer and FirstGroup America's corporate management. In addition, Mr. Felton will monitor the performance of the City's maintenance operation to ensure contract requirements are met and exceeded. Mr. Felton will be responsible for identifying and implementing tailored solutions to streamline and improve the fleet service delivery processes at the City -provided maintenance facility. Mr. Felton receives weekly and monthly statements from the project management team for review, and advises and will direct the onsite FVS General Manager in any corrective actions necessary to ensure the delivery of world class customer service to the City. Mr. Felton will meet regularly with the City's Contracting Officer to discuss contract matters and areas where we can be more responsive to City's needs. SENIOR VICE PRESIDENT Our Senior Vice President (SVP), Dale Domish, works closely with our Region Vice President to ensure 100 percent customer satisfaction with the services we deliver daily to the City. Mr. Domish ensures that our operations are focused on service delivery excellence through continuous process improvements, quality excellence through compliance with ISO and Six Sigma standards and FVS' First Quality Management" program, safety excellence through the OSHA VPP and FVS' safety program, and employee excellence through comprehensive training and testing for ASE and EVT certifications. Other forms of direct support for City's operations come from key corporate management listed below: • Our Director of Finance, Bruce Roy, will be responsible for the overall management of the financial operations of this Contract and is mainly involved in planning, organizing and controlling of financial resources. He will analyze financial results and will directly communicate with FVS' Senior Vice President, Region Vice President, and location General Manager on financial reporting and interpretation of financial reports. He will monitor the preparation of the financial budget and will submit the report to other FVS' senior management for review and purposes of strategic planning. • Our Director of Maintenance, Ray Roland, assists FVS' Senior Vice President in providing oversight and direction to all FVS service centers to ensure that resources of the company are managed and coordinated in an efficient and professional manner to meet company objectives. He coordinates and directs FVS' operations and quality programs to ensure process standardization and service quality consistent with FVS and industry standards. • Our Quality Manager, Brian Freeman, works closely with FVS' Director of Maintenance to maintain IS09001:2000 standardization and monitor operational performance at FVS' service centers to ensure that we are providing quality services on an ongoing basis and KPI objectives are met. He provides additional training for FVS' personnel and implements cost savings programs and customer satisfaction initiatives. • Our Director of Safety and Environmental Services, Eugene Fritz, develops and implements safety policies and procedures in compliance with local, State, and Federal Occupational Safety and Health Administration (OSHA) rules and regulations. He upholds FVS' zero tolerance on safety to ensure an accident -free work place for all FVS employees. In addition, he is responsible for service center compliance with all local, State, and Federal environmental regulations through company environmental programs and policies. • Our Director of Human Resources, Susan Trimble -Schubert, is responsible for functions related to employment, including the administration of FVS' employee benefits program and ensuring the appropriate level of personnel at the City's maintenance facility. She manages the recruiting and hiring of personnel, as well as performs duties relating to employment provisions mandated by law. In addition, she ensures we are in compliance with the City's and FVS' hiring practices and all FVS' employees have required certifications and licenses. She documents and maintains technician certifications on file. All information contained in this Bid is proprietary to First Vehicle Services, Inc. Page 2.2 . First roVehicle Services QUALITY CONTROL PROGRAM ................................................................................................................... FVS will provide a Quality Control program for the repair, management, and maintenance of the City's emergency response fleet and equipment. FVS is the industry leader. Why? It is because of our ongoing focus on quality service delivery. At FVS, quality service means being dependable, efficient, and effective, while delivering what we promise on time and on budget. It also means doing whatever it takes to meet the requirements of the City. An integral part of our operations at every level. FVS guarantees the quality of its work to ensure that the City and its customers receive world -class customer service each and every day. FVS understands that fleet efficiency is paramount to the delivery of public emergency response services. FVS will enforce all elements of FVS' Quality Control program. FIRST QUALITY MANAGEMENTTm PROGRAM INITIATIVES FVS will utilize its First Quality ManagementTm (FQM) program in the maintenance and repair of the City's emergency response units. No other fleet maintenance provider offers this systematic managerial approach to ensuring the highest, most consistent quality of maintenance services. The major elements of FQM are: • Customer Relationship: FVS focuses on the unique needs of its customer and will foster a positive partnership relationship. • Customer Communication: FVS maintains a customer satisfaction measurement and management system to continuously obtain feedback from direct users of our service, as well as our contractual customers. Similarly, FVS' supervisory personnel will provide their customer with frequent and timely indications on corrective action being taken for any negative feedback. • Personnel Development: FVS encourages training for all operating and supervisory personnel to improve their effectiveness, productivity and capabilities, and to prepare them for greater levels of responsibility and reward. • Recognition: FVS encourages and provides opportunity for operating personnel to earn and receive industry recognition for their accomplishments of ASE, ANSI, and EVT certifications for example. • Vendor Partnership: FVS fosters a positive partnership with vendors and, through corporate alliances with key vendors, provide added customer value and/or services. Safety: FVS maintains an ongoing safety improvement program. • Environmental: FVS focuses on clean, safe and environmental -friendly facility in order to increase employee productivity, pride and morale, as well as being good citizens. • Continuous Improvement: FVS focuses on continuous improvement, taking advantage of benchmarking and best practices of other service centers across the country, and the full range of available corporate resources. • Quality Assurance: FVS maintains a strict quality assurance process in order to reduce or eliminate repeat work, and to improve overall fleet availability, reliability and cost effectiveness. • Predictable Fleet Operations: FVS provides quality and predictability to the customers' fleet maintenance operation through consistent application of the company's proven fleet management and maintenance policies, practices and methodologies • Experienced Lead Personnel/Management Team: FVS selects only experienced, highly trained All information contained in this Bid is proprietary to First Vehicle Services, Inc. Page 2.3 First roVehicle Services maintenance personnel/managers to lead its local operations. FVS provides them with ongoing management training to ensure that their knowledge of business processes, tools, and maintenance remains leading -edge. Local/Regional/National Operations Support: Supporting our experienced local management team are the managerial resources of the largest, most experienced public fleet maintenance provider in North America. Regional management ensures ongoing customer satisfaction and meets regularly with customers to better understand their needs. Senior corporate management supports regional management with company -wide expertise and initiatives, such as our FQM program, to continually improve our operational processes, and thus deliver better customer service. Specialized/ Technical Su ort: FVS' size and national reach enable us to provide a range of advanced technical services to our service centers, including safety training/ audits/ performance programs, environmental services program, best fleet practices, and vehicle, equipment specification assistance. These services ensure that FVS' customers are receiving services based on the best available processes and technical knowledge. FVS focuses on providing strong channels of communication with you in order to ensure a relationship that goes beyond merely providing a service. FVS also supplies service above and beyond normal expectations, adding value to the maintenance and management services that FVS provides. We are committed to the partnership with the City. CUSTOMER SERVICE User feedback is the most important indicator of the quality of our services and it enables us to better understand your needs. As such, FVS will actively solicit feedback from the City and its Department personnel in five (5) primary ways: Reaular Meetings with the City Officials: FVS local management will report regularly to the City's relevant personal. These meetings will include a review of fleet status. FVS and the City's Contracting Officer will meet to discuss the reports we submit to identify issues of interest to the City and to highlight areas where we can be more responsive to your needs. • Semi -Annual Meetings with the City's Contracting Officer: FVS' Region Vice President and the City's Contracting Officer will meet semi-annually to review the City's expectations and adjust procedures as necessary to ensure total customer satisfaction. • Critique Cards: We will furnish a Critique Card to each vehicle user upon completion of a maintenance activity. The Critique Card affords each City vehicle user the opportunity to provide feedback to FVS on the quality of our service delivery. FVS responds to each unsatisfactory critique card. • Bi-Annual On -Line Customer Survey: A bi-annual e-mail is sent to the City on behalf of FVS' Region Vice President, inviting the City to participate in an online customer survey. This survey affords the City an opportunity to provide positive/ negative feedback and/or suggestions about our service performance. Questions are both qualified and open-ended to ensure you have maximum flexibility in providing your feedback. FVS' Region Vice President examines each response closely and takes appropriate corrective action to resolve any open issue with the City. SAFETY APPROACH .................................................................................................................. FVS makes safety an utmost priority among its employees and is an inherent part of our company's culture and a way of life for our employees. Our safety approach promotes a zero tolerance philosophy for All information contained in this Bid is proprietary to First Vehicle Services, Inc. Page 2.4 First roVehicle Services accidents and is reinforced through participation and ownership at all levels of our organization. The key aspects of FVS' Safety Program will follow. FIRST GROUP SAFETY AWARD The National Safety Council (NSC) has selected FirstGroup as the recipient of the 2009 Green Cross for Safety Medal, the NSC's annual recognition of an organization that demonstrates a steadfast commitment to e improving safety and health in the workplace, its community, and through safety leadership demonstrated by its CEO. First Group is among some of the most progressive, leading companies including Delta Airlines and Intel to receive this prestigious award. The Green Cross for Safety Medal is presented annually by the National Safety Council (NSC) to the Chief Executive Officer, President or other top-level operating official of an organization that has distinguished itself over a period of years for outstanding achievement in workplace and off -the -job safety and health programs, community service and corporate citizenship. To be considered for the Green Cross for Safety Medal, the leader and the organization should have a superior record in advancing safety and health practices within their organization and industry consistent with the stated purposes, objectives and mission of the National Safety Council. The medal was formally presented to Sir Moir Lockhead, Chief Executive Officer of FirstGroup on April 29, 2009. The decision to present FirstGroup with the Green Cross for Safety Medal reflects NSC's recognition of the organization's strong safety culture, led by its chief executive Sir Moir Lockhead. "We believe that FirstGroup is both a trend setter and an industry leader in safety and health," said Janet Froetscher, NSC president and CEO. "Never in the history of the Green Cross Medal has a potential recipient invited our team to spend two full days examining its records and witnessing its promotion of safety at every level. The company's two core values, safety and customer service with safety, exemplify the priority with which safety is embraced." Other factors in the awarding of the Green Cross Medal include FirstGroup's outstanding safety record and commitment to improving the quality of life in communities where its employees work and live. Currently, FirstGroup America retains the best safety record within its industry. Safety and customer service underpin everything at FirstGroup America, from its Injury Prevention program, safety policies and training to its focus on vehicle maintenance, community support and environmental initiatives. Our safety motto, "If you can't do it safely, don't do it" is more than words — it is illustrated by all our employees on a daily basis. All information contained in this Bid is proprietary to First Vehicle Services, Inc. Page 2.5 First ro Vehicle Services Corporate Safety Mission Ensuring the safety of each of our employees is FVS' top priority and moral obligation. As such, we invest a considerable amount of resources in safety training, incentives, programs, materials, tools, and personnel. However, we firmly believe that no amount of training and investment can build a totally committed, safety -conscious organization without the dedication of each and every employee. Therefore, from the CEO of our company to the onsite maintenance team, we begin our efforts with a commitment to living a safe lifestyle and the obligation to ensure that the all of our workplace activities are performed in a safe manner. FVS' Safety Policy and Principles are prominently displayed at all FVS locations. Safety Policies and Principals FVS does not perform service work unless it can be done in a safe manner. FVS requires that all employees perform their duties safely and with the utmost concern for the safety of fellow employees and themselves. Management is committed to providing a safe place to work, a well -maintained and safe fleet for its customer, protective equipment for shop maintenance personnel, and all the necessary tools and training for employees to perform their jobs safely and effectively. Management believes that working safely promotes quality, productivity, and customer satisfaction. Furthermore, management is committed to maintaining on -going comprehensive and prevention -oriented safety processes. The safety of our employees is our first priority. FVS' Safety Principles are: • Safety is a condition of employment and each FVS employee assumes responsibility for working safely • Management is directly responsible for implementing programs to prevent accidents, injuries and illnesses, with each level accountable to the one above and responsible for the level below • Ongoing training is essential for safe work places • On -site safety audits are conducted continuously • AEI FVS employees are expected to report unsafe acts and conditions • All deficiencies are corrected promptly through, changing procedures, improving employee training, or constructive and consistent discipline • All unsafe practices and incidents with injury potential, as well as all injuries, are investigated thoroughly • Safety off the job is just as important as safety on the job Safety Organization FVS has team members who are dedicated to assisting operating management with the execution of FVS' safety process. They will be directly involved in the implementation of the safety processes at the City's Maintenance Facility. These employees include the following roles and responsibilities: All information contained in this Bid is proprietary to First Vehicle Services, Inc. Page 2.6 First ri Veh i cle Services Vice President Safety Responsible for planning and directing FVS' overall safety process; assessing the need for and development of safety training programs, tools and materials; working with operating management, government officials and industry leaders to ensure proper direction of the company's safety process. Director of Safety and Environmental Responsible for direction, coordination, resource support and auditing of FVS' Safety Program at all national operating locations. General Manager Responsible for working with the Director of Safety and Environmental to implement FVS' Safety Process including conducting regular safety meetings and classroom training, and auditing and maintaining safety practices at the City's Maintenance Facility. Corporate Safety SuI2Qort FVS' Vice President of Safety at Corporate provides additional expertise to operating and safety management in the following areas: OSHA standards and compliance, DOT and EPA standards and compliance, drug and alcohol testing and claims administration and management. In addition to corporate safety, staff and experts in areas such as law, insurance, and risk management, company -wide program management are in place in many areas with the assistance of outside consultants to ensure comprehensive and cost-effective compliance with such programs as drug and alcohol testing and environmental assessment and compliance. Workplace Safety and Accident Prevention Programs FVS is firmly committed to the safety and well-being of its employees, and has numerous ongoing programs to maintain and continually improve workplace safety. These include: "Zero Accident Attitude/Safety Is My Responsibility" ongoing safety awareness and accident prevention campaigns. Program materials include employee newsletters, buttons, bumper stickers, posters, two-way radio messages, contests, and prizes • Corporate assistance to local operating management in the implementation of workplace rules, practices, and systems that meet OSHA and environmental compliance guidelines Humanitarian concerns for our employees, contract fulfillment, and the financial implications of accidents drive FVS' efforts in accident prevention. FVS does everything that is reasonably possible to prevent accidents and to safeguard the lives and health of all our employees. The main elements of an effective Accident Prevention Program are the following: Implementation and Review of FVS' Safety Awareness Program. Our General Manager, with the assistance of our Director of Safety and Environmental Services, will confer with the City for the purpose of eliciting the views and requirements in regard to the implementation and periodic review of our Safety Program. Personal Protection E ui ment (PPE). Job -related PPE includes safety shoes, bump hats, gloves as well as prescription and safety glasses for technicians. FVS equips our personnel with the full complement of PPE required for safety on every job and will enforce the same practice at all the City's Facilities . Furthermore, our Health and Safety Program specifies first -aid supplies, along with an active first -aid program and calls for the installation of the most effective types of fire extinguishers for fires in specific environments. FVS will apply Health and Safety Program directives to the provision of PPE. All information contained in this Bid is proprietary to First Vehicle Services, Inc. Page 2.7 First roVehicle Services Voluntary Protection Program (VPP). FVS is currently working to have all our service centers Voluntary Protection Program (VPP) certified by OSHA. Established in 1982, the VPP promotes a cooperative effort between management, employees and OSHA to ensure a safe and healthy work environment. Of the 6 million manufacturing facilities regulated by OSHA in the United States, only approximately 1,200 facilities Vd�nOery Pm c mPmgmm. have been awarded VPP Star status. VPP is designed to recognize and promote effective safety and health management. Together, FVS' management and labor and OSHA have a cooperative relationship. FVS' management agrees to operate an effective program that meets an established set of criteria. FVS' employees agree to participate in the program and work with management to ensure a safe and healthy workplace. OSHA initially verifies that the FVS' program meets VPP criteria, then publicly recognizes FVS' exemplary program for its sites and removes the site from routine scheduled inspection lists. The City's fleet maintenance operation will receive the following benefits from FVS' participation in the VPP program: • Improved employee motivation to work safely, leading to better service quality and productivity • Reduced workers' compensation costs • Recognition in the community • Improvement of programs that are already good, through the internal and external review that's part of the VPP application process • Fewer lost workday injuries (VPP participant sites generally experience from 60% to 80% fewer lost workday injuries than would be expected of an "average" site of the same size in their industries) Safety Orientation and Training Programs FVS provides a complete course of orientation and training for our employees. The elements of the course are New Employee Orientation, Initial Job Instruction, and ongoing Cross -training, Position Safety Orientation, and Pre -Job Safety Instructions which includes: • Bloodborne Pathogens • Slips, trips and falls • Back injury prevention • Hazard Communication • Environmental Awareness • Spill Response • Lock Out Tag Out and Confined Space Entry • Basic Recycling and Storm Water Monitoring • Energy Conservation • Review New Employee Orientation • Personal Protective Equipment (PPE) Proper Vehicle Backing Procedures FVS' safety publications and training materials include: • Safety Awareness Program • Safety Management Manual • OSHA VPP • Audiovisual Training Programs • Promotional Materials All information contained in this Bid is proprietary to First Vehicle Services, Inc. Page 2.8 FirstroVehicle Services Safety Incentive Program With safety as our first priority in the workplace, each FVS employee can earn incentives for working injury free. In addition, each employee's annual review will include safety as an important criterion for pay increases and promotional opportunities. These individual and group -level financial incentives reflect the value we place on safety. Vehicle Security FVS is uniquely aware of the real -world security issues involving the fleet maintenance of Public Safety law - enforcement vehicles. We maintain law -enforcement fleets of 10,700 units at the most of our contract locations, including some of the largest fleets at our DC Metropolitan Police Department and Broward Sheriff's Office (FL) locations. In addition, we maintain specialty law -enforcement vehicles such as SWAT, armored personnel carriers, and evidence -collection vehicles that carry an extraordinary amount of special equipment. We restrict access to our shop when these units are being repaired. FVS will provide for strict security of the City's vehicles and equipment while in FVS' possession for maintenance and repair. Such orientation will include: • Controlling idle conversation about these vehicles • Adhering to proper usage procedures for tools and specialized equipment associated with these vehicles • Prohibiting the altering or tampering with specialized equipment • Maintaining the integrity of FVS' technicians and staff FVS' General Manager will be charged with monitoring the behavior of our employees to ensure adherence to these prohibitions. FVS employees will be informed that violation of the integrity of the security of these vehicles will be a disciplinable offense, including possible termination of employee. These procedures are in addition to pre -employment background checks conducted on all employee candidates. The background investigation includes: • Drug Screening • Criminal Search • Employment Verification • Motor Vehicle Report • Education Verification • ASE Certification Verification Damage to any vehicle at the City maintenance facility while awaiting FVS-provided services will be covered by required insurance policies as set forth in the RFP. FVS will be responsible for the loss, theft, or embezzlement of any City purchased parts, equipment, or property. All information contained in this Bid is proprietary to First Vehicle Services, Inc. Page 2.9 FirstroVehicle Services ENVIRONMENTAL APPROACH ................................................................................................................... FVS believes that effective environmental management goes hand -in -hand with operations management. As the City's partner, we consider ourselves to be part of your community and we feel that we have a corporate social responsibility to protect your community. That is why we are fully committed to meeting, and often exceeding, all federal, state, and local requirements in North American environmental regulations and procedures. Environmental Compliance/Facility Maintenance FVS will comply with all Federal, State, and local environmental regulations. FVS works with our environmental partners on a retainer arrangement to ensure environmental compliance at all of our national service centers. Environmental Management Support Program Our environmental partners provide a broad range of environmental compliance and management support services to FVS. Under our retainer agreement, they provide consulting in all major areas of environmental compliance including waste reduction and management, Clean Water Act compliance, spill and release response and reporting, chemical inventory management and reporting, compliance auditing, environmental due diligence for all locations, and Material Safety Data Sheet (MSDS) management. Environmental Information Management TM Our environmental partners provide FVS with its proprietary environmental information management software, BOS. This software provides secure, easy -to - access environmental tools to all FVS locations. Included in the BOS database are bos chemical inventories for each location, emergency contact information, details on environmental projects for a given location, waste generation data from waste vendors, a list of vendors serving each location, spill and release incidences and electronic copies of all environmental documents prepared for each facility. Waste Minimization and Management Our environmental partners maintain data on the current rate of waste generation at each location. As part of this task, they assist FVS in a new program initiative to minimize the volume of hazardous waste being generated at our facilities. In addition, with the assistance of our environmental partners, we use company - developed procedures to eliminate the use of all chlorinated solvents, minimizing the exposure of our employees to these chemicals and eliminating the potential for cross contamination of other non -hazardous waste streams by chlorinated chemicals. Clean Water Act Compliance Our environmental partners are responsible for evaluating each shop location for potential issues respecting compliance with the Clean Water Act. If a SPCC plan is required, our environmental partners prepare that plan and forwards it to the facility for training and use. An electronic copy of the plan is available to FVS management at all times via the BOS system. All information contained in this Bid is proprietary to First Vehicle Services, Inc. Page 2.10 First 0iVehicle Services Spill and Release Response and Reporting FVS has developed a set of standard operating procedures (SOPs) for maintaining environmental compliance at its vehicle maintenance shops. One of these SOPs is for spill and release response and reporting. This procedure is designed to define the rolls and responsibilities of FVS staff in the event of a release or spill of petroleum or a hazardous substance and it defines the notification procedures and response actions to be completed by FVS personnel onsite. As part of this process, our environmental partners maintain a database listing of emergency response contractors that are able to respond to releases of petroleum or hazardous substances by FVS operations in the states in which the company operates. The database is part of the DOS environmental information system and is available at all time to FVS staff and management. Compliance Auditing Our environmental partners perform compliance audits for FVS in the area of waste management, Clean Water Act compliance, chemical inventory management, and in some cases, safety. The audits may be performed as a result of a request from one of our clients or suggestion from an employee. All information contained in this Bid is proprietary to First Vehicle Services, Inc. Page 2.11 First riVehicle Services 3. Resumes and Certifications First O,iVehicle Services EXPERIENCE: First Vehicle Services Senior Vice President, Pompano Beach, FL, 2006 to Present ■ Responsible for the overall administration of the company's fleet maintenance and management contracts ■ Ensure that customers are satisfied with First Vehicle Services' local management and staff performance and ensures that all contract requirements are met ■ Provide management support to the eight Region Managers ■ Prepares and reviews operations plans and reports, and operating budgets —ensuring services are provided within budget ■ Serve on management team that reviews all new business opportunities Division Vice President, Pompano Beach, FL, 2001 to 2006 ■ Responsible for the overall administration of 39 fleet maintenance and management contracts in the Southeast U.S. division, which includes Puerto Rico ■ Ensures that customers are satisfied with First Vehicle Services' local management and staff performance and ensures that all contract requirements are met ■ Responsible for implementation of quality control and safety programs ■ Provides guidance with work plan scheduling ■ Assesses resource needs, problems, and trends ■ Prepares and reviews operations plans and reports, and operating budgets —ensuring services are provided within budget Domish Enterprises Travel Director, 1999 to 2001 ■ Manage and direct corporate meetings and events for several Fortune 500 companies Melody Farms, LLC Vice President of Operations, 1998 to 1999 ■ Managed all distribution functions including four warehouses and nine distribution centers for manufacturer, distributor and wholesaler of dairy products with revenues of $140 million annually ■ Responsible for the budgeting and performance of all supply chain assets and employees ■ Successfully managed two acquisitions including the consolidation of warehouses, equipment and staff ■ Developed and implemented a results based employee training program in the areas of hand held computers, productivity and safety ■ Reduced transportation equipment costs by 8% through the reallocation of transportation equipment between distribution centers, improved maintenance procedures and by firmly negotiating with vendors ■ Managed the consolidation of call centers, which reduced cost and improved efficiency and customer service EDUCATION: ■ MBA, Business Management, Michigan State University ■ BBA, Management & Marketing, Detroit College of Business Filrstr'i Vehicle Services EXPERIENCE First Vehicle Services Region Vice President, Ft. Lauderdale, FL, 2008 to Present ■ Responsible for all operational, customer service, and safety activities for 64 locations including 19,255 vehicles and pieces of equipment ■ Direct all region contract General Managers to ensure the attainment of all goals and objectives ■ Analyze all activities, costs, operations, and forecast data to determine the region's progress toward stated goals and objectives ■ Ensure that customer service excellence is provided within budget and action plans developed and implemented to improve operational efficiencies ■ Participate in developing and implementing a regional sales strategy for company product offerings, including pricing and customer service policies ■ Direct and coordinate compliance to all corporate safety directives ■ Participate in formulating and developing annual region budgets, and long range goals and objectives • Confer with President and other administrative personnel to review achievements and discuss required changes in goals or objectives resulting from current status and condition ■ Responsible for the compliance of all company policies and procedures ■ Assist other Region Vice Presidents as required with existing contracts and new business start-ups TBC Corporation Senior Vice President - Operations, Palm Beach Gardens, FL, 2001 to 2006 ■ Responsible for the overall management of 655 locations providing automotive repair service for 7 million vehicles annually • Supervision of 39 direct reports • Track Key Performance Indicators to ensure customers expectations are met or exceeded • Oversight of technician training for vehicle maintenance and safety ■ Manage the start-up operations for new locations ■ Coordinate all vendor negotiations for parts and equipment • Oversight of MIS department ■ Responsible for location audits and ensure corrective action procedures are completed Morgan Automotive Region Vice President, Clearwater, FL, 1994 to 2001 ■ Responsible far the overall management of 1200 associates and 110 locations • Coordinate Greenfield growth strategy for all company new locations • Developed trainer program for POS system ■ Work directly with OSHA on location compliance standards ■ Ensure that technician training meets or exceeds location requirements ■ Oversight of acquisition planning team ■ Enforce a proactive safety program EDUCATION AND • C.A.F.M. AFFILIATIONS ■ Pursuing Degree in Business Administration, University of Maryland ■ Membership with National Association of Fleet Administrators, Florida Fire Chiefs Association, National Fire Prevention Association, Association of Equipment Management Professionals and American Public Works Association First iVehicle Services EXPERIENCE: First Vehicle Services Director of Finance, Cincinnati, OH, 2008 to Present • Analyzes results and directly communicates with Senior Vice President, Region Vice Presidents, and GMs on financial reporting and interpreting of financial reports • Assists in training and selecting location staff who participate in financial information gathering, processing, and dissemination • Reviews Region's Profit and Loss statements and develop synopses for the VPs and executive management team ■ Implements profitability strategies for the assigned locations who are failing to meet company set standards ■ Participates in the development of competitive bids ■ Provides guidance to GMs in the development of annual budgets and the review of monthly financial statements • Manages the monthly close process • Reviews weekly accounts receivable to ensure accounts are maintained in current status ■ Responsible for financial forecasting within the FVS Regions Cincinnati Bell Inc. (1984 to 2008) Finance Director, Core Local Services & Consumer Long Distance, 2006 to 2008 ■ Compiled and consolidated revenue budgets by market/region for Core Local (landline) services (over $500M in revenue) • Prepared and updated monthly financiallmetrics reports • Produced and distributed Key Performance Indicator (KPI) metrics ■ Provided financial inputs and analysis for various business cases ■ Prepared and contributed in delivering monthly Operations Review presentations to senior management ■ Served as a financial contact and contributor to Six Sigma initiatives Director -Finance and Systems for Network & Operations, 2001 to 2005 • Coordinated and consolidated Expense ($180M annual) and Capital ($143M annual) budgets for total Network and Operations (N&O) organization ■ Instrumental in establishing disciplined capital approval process for the entire corporation • Updated key monthly financial/metrics report binder ■ Published monthly metrics reports throughout the company ■ Provided financial inputs and analysis for various business cases ■ Prepared and contributed in delivery of monthly Operations Review presentations to senior management ■ Served as financial contact and contributor to N&O-related Six Sigma initiatives ■ Earned Six Sigma Green Belt by leading project to optimize utilization of Central Office transport capacity Director -Management Report and Analysis, 1999 to 2001 ■ Responsible for overall coordination and compilation of total telephone company budgets ■ Provided total financial support for all resource units, including budgeting, financial analysis, management/financial reporting ■ Managed all corporate Payroll operations ■ Contributed financial support for various business cases EDUCATION: ■ Masters of Business Administration, Finance, 1983, Xavier University • Bachelor of Science, Economics,1980, Hamilton College CERTIFICATIONS: • Six Sigma Green Belt First Ci Vehicle Services EXPERIENCE First Vehicle Services, Inc. Director of Human Resources, Cincinnati, OH, 2009 to Present ■ Plan, develop, organize, implement, direct, and evaluate organization's human resources function and performance ■ Participate in the development of company's plans and programs ■ Establish credibility throughout the organization with management and the employees in order to be an effective source for listening and problem solving ■ Develop appropriate policies and programs for effective management of the people resources of the company including, but not limited to, programs for employee relations, affirmative action, sexual harassment, employee complaints, external education, and career development ■ Develop, implement, improve, and enforce company human resources policies and procedures ■ Perform budget planning, manage expenditures, and report on budget variances • Maintain current knowledge and understanding of regulations, industry trends, current practices, new developments, and applicable laws in regard to human resources • Create vision for training programs to help continually improve productivity across company departments and consulting groups ■ Oversee development and management of company's diversity and affirmative action programs ■ Manage defense of company in all government related inquiries and legal proceedings CB Richard Ellis Senior Administrative Assistant, Schaumburg, IL, 2008 to 2009 ■ Business partner with Vice President of Industrial Services, the Americas ■ Responsible for data analysis and creating reports • Planned and executed large-scale conferences for Industrial Services group while responsible for client fundraising as well as developing and maintaining event budget ■ Directly involved in the management and updating of several group websites ■ Created conference presentation materials ADP Human Resources Business Partner, Elk Grove Village, IL, 2007 to 2008 ■ Consulted to and managed service delivery of 44 ASO model clients ■ Conducted initial needs assessments and developed customized service plans to meet HR needs of client in areas of recruitment/ selection, training/ development, payroll and tax administration, employee benefits programs, risk management/ safety, regulatory compliance, employee development, compensation audits, and employee relations ■ Provided guidance to supervisors and managers handling employee relations matters to ensure fairness and legal compliance ■ Counseled with employees, supervisors, and managers on performance management and provided guidance in regard to correct documentation for progressive disciplinary actions including terminations ■ Collaborated with clients and company resources to resolve service delivery issues KB Home Human Resources/Administrative Manager, Schaumberg, IL, 2006 to 2007 ■ Responsible for Human Resources and office operations of a top 10 national builder firm • Directed and supervised activities of the front desk receptionist • Worked with corporate contract recruiting firm in the recruitment, testing, interviewing, and hiring of new employees FirstfwVehicle Services \ Worked with all departments on new hire Onboarding as well as monitoring new employees' completion of online training module certifications • Processed payroll and bonus compensation using ADP eTime software ■ Handled Workers' Compensation and short-term disability claims, and processed FMLA and leave of absence requests ■ Implemented new Close of Escrow Survey process for the Division ■ Developed various statistics for the Division President and members of the Executive Team to track departmental progress on the survey components • Served as first point -of -contact for managers and employees on employee relations issues • Worked with Regional Human Resources Director on various initiatives including mid- year and year-end reviews, compensation, performance counseling, succession planning, FIR strategic plan and RIFs, and severances • Implemented cost containment program to reduce direct and indirect costs by approximately $31,000 Comcast Cable Human Resources Generalist/ Recruiter, Pittsburgh, PA, 2000 to 2006 • Shared responsibility with Director of Human Resources for a company with more than 400 employees at six locations • Responsible for leading and coordinating all employee recruitment, screening, and selection activities for our market level through the proficient use of BrassRing recruiting software • Oversaw on -boarding process from new employee orientation through the first 90 days ■ Trained, educated, and disseminated information on State and Federal labor laws as well as Human Resources policies, programs, practices, and procedures ■ Provided advice and counsel to managers, satellite office Administrative Assistants and employees for sensitive and non -routine employee relations issues and concerns as well as routine inquiries ■ Assisted Director of Human Resources with employee relations issues, internal investigations, and disciplinary action ■ Oversight for payroll activities ■ Responsible for local level short-term disability claim management • Maintained current awareness and knowledge of State and Federal labor laws and compliance requirements, and ensured compliance with all FCC, EEO, and other government and corporate legal mandates • Supported annual merit review process ■ Participated with Region and Corporate Benefits, Employee Relations, and Payroll and Training departments in implementation of special projects and programs as needed EDUCATION AND • B.A., Spanish Language and Culture (Magna cum Laude), University of Pittsburgh, CERTIFICATIONS Pittsburgh, PA ■ B.S., Business Administration, Summa cum Laude, Christopher Newport College, Newport News, VA ■ Master of Public Policy and Management (MPPM) , Graduate School of Public and International Affairs, University of Pittsburgh, Pittsburgh, PA • Human Resource Generalist Certificate, Society for Human Resource Management (SHRM) • Currently enrolled in online graduate certificate program in Human Resources, University of Maryland University Campus First Ci Vehicle Services EXPERIENCE: First Vehicle Services Director of Safety and Environmental Services, Cincinnati, OH, 2004 to Present ■ Plans and implements safety policies and procedures in compliance with local, state, and federal Occupational Safety and Health Administration (OSHA) rules and regulations ■ Plans and coordinates programs to train managers and employees in work site safety practices ■ Reviews accident causes and hazards to health and initiates corrective action as necessary ■ Coordinates the inspection of locations to detect existing or potential accidents and health hazards, determines corrective or preventative measures where indicated, and follows up to ensure measures have been implemented ■ Provides resources to warn of potential and actual safety hazards and to prevent access to hazardous conditions. Prepares and arranges safety messages and material for display to locations ■ Monitors the investigation of accidents and injuries and participates in the process as needed, compiles and submits accident reports required by regulatory agencies, reviews accident causes and hazards to health and initiates corrective action as necessary ■ Compiles and submits accident reports required by regulatory agencies ■ Administers the workers' compensation program and drug/alcohol program for the company ■ Project leader for various safety initiatives throughout the company, including OSHA's VPP program, various reward and recognition programs, etc. ■ Actively participates in company CSR committee ■ Verifies that all facilities are meeting environmental standards and regulations ■ Work closely with third party environmental administrator MIS Systems Administrator / Office Manager, Ft. Lauderdale, FL, 1996 to 2004 ■ Responsible for regional support and training ■ Assisted in the preparation of the annual financial budget ■ Performed month -end close-out and prepared reports for the corporate office ■ Prepared weekly and monthly reports for the GM, regional and corporate offices ■ Provided support to client end -users, and wrote queries and reports ■ Set-up and secured local area networks ■ Facilitated computer -training workshops ■ Supervised two employees and provided backup in their absence ■ Trained office personnel as needed ■ Interacted with customers, vendors & internal departments including the corporate office ■ Responsible for maintaining and operating an efficient administrative office Office Manager, Lauderdale Lakes, FL, 1994 to 1996 ■ Maintained and operated an efficient administrative office ■ Provided all necessary reports to satisfy corporate and client obligations and needs ■ Assisted in the preparation of the annual financial budget ■ Responsible for generating the end -of -month reporting requirements ■ Trained and assisted MLS employees in writing and creating queries and ace reports ■ Facilitated computer -training workshops ■ Responsible for maintaining and operating an efficient administrative office EDUCATION: ■ Masters of Education, Florida Atlantic University ■ Bachelor of Business Administration, Concentration: Finance, CUNY Baruch College ■ Associate Degree in Liberal Arts, Nassau Community College ■ Certified Safety Manager, National Association of Safety Professionals, 2005 ■ Broward Community College, various computer classes, 2001 - 2003 First r Vehicle Services EXPERIENCE: First Vehicle Services Director of Maintenance, 2008 to Present ■ Responsible for monitoring Key Performance Indicators to ensure world -class customer service ■ Develop standardized processes for preventative maintenance, safety, IS09001:2000, quality, and inventory control. . . ■ Monitor all First Vehicle Services' sites for proper ASE and EVT certifications • Responsible for monitoring field audits and ensuring compliance with all procedures ■ Provide resources to field for technical issues related to fleet maintenance, safety, operations and training ■ Develop and monitor training programs and support for fleet management information system • Work with Purchasing department to ensure competitive parts procurement for all locations General Manager, Allegheny County, PA, 2002 to 2008 ■ Responsible for 670 vehicle fleet with a staff of 19 employees ■ Maintained budget and inventory controls ■ Developed outside work plan to assist Allegheny County in reducing costs ■ Set up fleet Preventative Maintenance program tailored to Allegheny County ■ Assisted Allegheny County with APWA certification process • Improved employee performance by implementing Best Fleet Practices • Successfully implemented ASE Blue Seal certification ■ Lean Six Sigma certified shop Rosedale Technical Institute Instructor, Pittsburgh, PA, 2001 to 2002 ■ Instructed post graduate ASE accredited program in Diesel Technology ■ Assisted development of ASE certification in engine overhaul procedures General Motors Corporation Test Fleet Manager, Monroeville, PA, 1989 to 2001 ■ Alternative refrigerants project manager for St. Louis and Pittsburgh ■ ABS brake project manager ■ Technical report expert ■ Managed multiple fleets Courier Express Service Manager, Pittsburgh, PA, 1985 to 1989 ■ Started fleet in-house service center ■ Implemented computer based fleet maintenance program • Implemented aggressive preventative maintenance program • Managed maintenance budget for 200+ vehicle fleet ■ Hired and trained technicians in safe and efficient fleet repairs AWARDS AND • Received recognition as one of the top 20 fleets in America by Fleet and Equipment magazine RECOGNITION: for 4 consecutive years, including three top five awards ■ FVS' Manager of the Year Award for two consecutive years • Lean Six Sigma Green Belt certified • Fleet received FVS' Service Center of the Year Award FirstroVehide Services EXPERIENCE: First Vehicle Services Maintenance Manager, Cincinnati, OH, 2008 to Present ■ Analyze key performance indicators (KPIs) for all service centers, company wide ■ Determine root cause for KPIs below acceptable levels ■ Institute process changes to improve and correct substandard performance areas ■ Analyze Service Center compliance with contract and institute corrective measures ■ Ensure Service Centers adhere to company processes, procedures and policies ■ Establish and build upon client relationships and confidence through process and performance improvements ■ Manage data in all company and client licensed FMIS applications General Manager, ExxonMobil Baytown, 7X/Motiva, LA 2006 to 2008 ■ Responsible for overall performance and operation of two service contracts ■ Managed all performance of 24 employees in two petro-chemical locations in two states ■ Managed all maintenance and repair of 1150 and 250 fleet units through comprehensive PM processes and full service repair of highly specialized industrial equipment ■ Managed Customer First management information system from equipment setup, PM setup and scheduling, parts purchasing and inventory control and maintenance history ■ Prepared MS Access queries and Excel reports for the clients and company ■ Maintained high availability levels and rapid repair response for mission critical equipment ■ Awarded ExxonMobil's "Safety Excellence Award", Houston Business Round Table Bronze Award and First Vehicle Safety Center of the Year for 2007 performance year ■ Additional duty as Region Operations Manager, responsible for new business start up General Manager, Arlington, TX, 2003 to 2006 ■ Responsible for the overall performance and operation of two service centers ■ Managed service and up fitting operation with 5 management employees and 15 technicians ■ Maintained and managed over 930 vehicles and equipment units from vehicle reception, through up fitting, preventive maintenance, repair and decommissioning for auction ■ Managed Fleet Focus management system which includes a master equipment setup, parts and purchasing modules, maintenance and work order records and scheduling ■ Prepared Crystal and Access queries and Excel reports for the City ■ Maintained Fleet availability averages 97% on a 95% performance retirement ■ Helped obtain ASE Blue Seal certification for City's shop within 11 months of contract startup ■ Assisted the company in the transition of new contract startups at other facilities Equipment Support Services (formerly Johnson Controls Inc.) Project Manager, Houston, 7X, 1995 to 2003 ■ Responsible for the overall operation of 3 Houston Airport System maintenance locations ■ Managed automated fleet management system and fuel management system ■ Prepared maintenance schedules based on mileage and time entries ■ Managed a 200k inventory of parts with reorder requirements produced by automated system ■ Prepared 37 different monthly reports and generated ad hoc reports for the customer ■ Responsible for 6 management/support employees and 16 technicians at 4 service centers EDUCATION, 60+ hours.of Business Administration, University of Maryland & Cerro Coso Community College. ,TRAINING & Working towards Bachelors degree. CERTIFICATIONS: Member, NAFA (National Association of Fleet Administrators) ■ Member, NFPA (National Fire Protection Association) ■ Lean Six Sigma Yellow Belt, 2004 ■ Safety Coordinator Training Program, NATLSCO, 1990 ■ Excellence in Customer Satisfaction, Johnson Controls, 1990 ■ Quality Assurance Training Course, U.S. Army Academy of Health Sciences, 1984 First roVehicfe Services EXPERIENCE: First Vehicle Services (FVS) Maintenance Manager, Cincinnati, OH, 2010 to Present ■ Assists FVS' Director of Maintenance in providing support to 4 FVS Region Vice Presidents and 150 FVS locations throughout the United States and Puerto Rico to ensure that 1,000+ company resources are managed efficiently in order to meet annual objectives in providing services for 43,000+ vehicles and pieces of equipment ■ Develop and monitor operational policies, procedures, and performance standards ■ Ensure standardization is maintained in FVS' Quality Management Practices including ISO 9001:2000 certification, Lean Six Sigma, and OSHA Voluntary Protection Program ■ Assist in the development and implementation of new quality initiatives to improve the overall effectiveness of FVS' organization • Monitor current FVS standards to ensure FVS quality objectives are met • Assist in the implementation and management of the Fleet Management Information System ■ Develop operational training programs for the improvement of all FVS field personnel • Assists in all new business start-ups to improve overall integration and efficiency ■ Perform pricing analysis for competitive, consulting, management -only, and full outsourcing opportunities • Determine Request For Proposal (RFP) requirements and perform fleet breakouts to determine proper FVS staffing requirements • Perform site visits in response to RFPs ■ Prepare pricing analysis and price documentation for bids Director of Pricing, Cincinnati, OH, 2008 to 2009 ■ Performed pricing analysis for competitive, consulting, management -only and full outsourcing considerations • Determined Request For Proposal (RFP) requirements and performed fleet type breakouts to determine proper FVS staffing requirements • Performed site visits in response to RFPs ■ Prepared pricing analysis and price documentation for bids Vice President of National Operations, Cincinnati, OH, 2005 to 2008 • Provided oversight, management, and direction to 8 FVS Region Managers and 150 service centers throughout the United States and Puerto Rico to ensure that 1,000+ company resources are managed efficiently in order to meet annual objectives in providing services for 43,000+ vehicles and pieces of equipment • Developed, implemented, and monitored operational policies, procedures, and performance. standards ■ Introduced standardization in FVS' Quality Management Practices including ISO 9001:2000 certification, Lean Six Sigma, and the OSHA Voluntary Protection Program ■ Developed and implemented new quality initiatives to improve FVS operations • Monitored current FVS standards to ensure FVS quality objectives are met ■ Monitored operational performance at the region and location level to ensure that company objectives are met • Managed the effectiveness, utilization, and implementation of the Fleet Management Information System ■ Responsible for overseeing FVS' Safety Program, implementing safety initiatives to improve compliance with company safety policies and government mandates ■ Assisted in the planning, organizing, and staffing of key FVS field positions to accommodate specific company objectives ■ Developed operational training programs for the improvement of all field personnel ■ Responsible for overseeing FVS employee training programs for Automotive Service Excellence (ASE) technician certification, ASE Slue Seal program, and Emergency Vehicle Technician (EVT) certification ■ Prepared recommendations for capital investments to maintain or improve the quality of FVS' operations ■ Responsible for overseeing FVS' field financial forecasting process ■ Monitored new business start-ups and implement changes to improve overall integration and efficiency of FVS' service functions Director of Maintenance, Cincinnati, OH, 2004 to 2005 • Provided oversight of maintenance processes to all FVS Region and field locations • Developed, implemented, and monitored maintenance policies and procedures • Monitored maintenance performance at FVS Region and location levels to ensure plan objectives are met • Managed implementation, utilization, and effectiveness of the Fleet Management Information System • Assisted in the planning, organizing and staffing of key field positions to accommodate specific company objectives • Provided direction to Start-up and Location Managers in implementation and monitoring of maintenance processes and procedures ■ Developed maintenance training programs for the improvement of all field personnel ■ Prepared recommendations for capital investments to maintain or improve the quality of the business • Assisted new business start-ups and implement changes to improve overall integration and efficiency of FVS' maintenance program Division General Manager, Pompano Beach, FL, 2002 to 2004 • Served as Division Liaison between corporate headquarters and government clients. Accountable for operations of locations in South Carolina, Georgia, Florida, and Puerto Rico ■ Responsible for profit and losses, inventory management, supervision of location General Managers, and client satisfaction and retention SKE Support Services Project Manager, Augusta -Richmond County, GA, 2001 to 2002 ■ Contract Manager with day-to-day operational responsibility. ■ Managed annual budget of $3.2 million ■ Responsible for overseeing 4 maintenance support units with staff of 54 maintaining diverse fleet of 2,400 units Augusta -Richmond County, GA Fleet Manager, 1998 to 2001 Fleet Manager, Ryder/MLS Contract, 1997 to 1998 ■ Provided day-to-day management of 2,400 unit fleet ■ Responsible for overseeing the performance of outside contractors including maintenance provider • Responsible for overseeing the procurement, capital expenditures, life -cycle analysis, and other company activities EDUCATION: ■ Associate in Applied Science Degree in Business, Vincennes University ■ Automotive/Diesel Maintenance and Repair, U.S. Army ■ Excellence in Customer Satisfaction, Johnson Controls ■ Extensive training in Fleet Maintenance Computer Systems First s#Vehicle Services EXPERIENCE: First Vehicle Services Quality Manager, 2006 to Present • Assist in developing, implementing and monitoring business models, operational policies, procedures, performance standards and standardization initiatives ■ Monitor operational performance at the service center level to ensure plan objectives are met • Develop and implement new quality and customer satisfaction initiatives to improve the overall effectiveness of the organization ■ Monitor current standards to ensure quality objectives are met ■ Develop, initiate and document standards and methods for inspection and evaluation ■ Plan and oversee the analysis, inspection and/or integration to assure the quality of service performed ■ Apply statistical process control (SPC) methods for analyzing data to evaluate the current process and process changes • Develop new approaches to solve problems identified during quality activities ■ Prepare detailed plans to track project performance and assure timely completion and achievement of quality and savings goals ■ Investigate and adjust customer complaints regarding quality ■ Assist in the effectiveness, utilization and implementation of the Fleet Management Information System ■ Assist in development of operational training programs for the improvement of all field personnel ■ Assist in the planning, organizing and staffing of new business integration ■ Assist in implementing safety initiatives that will improve adherence to company safety policies and OSHA VPP and ensure compliance Branch Operations Manager, 2001 to 2006 • Administer Fleet Maintenance and Management Services contract ■ Directly responsible for $3.7 million in revenue along with over 1,700 vehicles ■ Trained and supervised up to 45 employees ■ Reduced operating cost while improving fleet availability rate ■ Developed and implemented action plans as needed, ensuring Branch is consistently under budget, typically ahead of business plan and customer relations remain at the highest levels of satisfaction Maintenance Manager, First Transit -Cobb Community Transit, 1991 to 2001 ■ Supervised logistical support for 78 buses ■ Responsible for P&L of $1.5 million in revenue ■ Provided briefings and material to customer and company management, which facilitated decision -making • Tracked parts through supply channels using automated systems ■ Maintained parts inventory to company standard of 6% variance ■ Reduced downtime through improved training and streamlined operations ■ Coordinated with and acted as Liaison between manufacturer and item owner ■ Utilized electronic data tracking programs to ensure all available assets were on hand and in use ■ Analyzed budgets to ensure compliance ■ Maintained inventory through automated accountability of supplies and equipment EDUCATION: • Nashville Diesel College, Certified Diesel Technician • Lean Six Sigma, Yellow Belt ■ ASE Certified - Preventive Maintenance, Air Conditioning, MedlHeavy Brakes First ro Veh ide Services EXPERIENCE: First Vehicle Services General Manager, Dallas, TX, 2007 to Present ■ Responsible for the overall performance of the fleet maintenance and repair operation ■ Manage service centers located in petro-chemical production facilities for Rohm and Haas, Dow Chemical Company, Exxon -Mobil, and Shell-Motiva ■ Manage fleet of more than 1,200 vehicles and equipment units, including vehicle preparation and upfitting, preventive maintenance, and repair services ■ Responsible for emergency response vehicles ranging from Fire Apparatus and HAZMAT spill response units to DHS command units ■ Manage staff of 30 employees, including 25 technicians ■ Manage the Fleet MIS system which includes a minimum, master equipment setup, parts and purchasing modules, maintenance and work order records and scheduling ■ Prepare requested reports for our Customer ■ Maintain Fleet Availability rate of greater than 99% ■ Maintain critical KPIs at 100% ■ Member of Contactors Safety Council ■ Help design and implement best practices standards ■ Ensured that always passed OSHA VVP audits and regularly receive Industry Safety Recognition awards ■ Assist the company in the transition of new contract startups at other facilities Thirty Years Prior Successful Experience in the Automotive Industry ■ Business improvement consultant ■ Project lead for $30 million bio-fuel production facility ■ Managed mobile vehicle service operation ■ Managed as many as 85 employees and 8 locations ■ Managed inventories over one million dollars ■ Implemented JIT, Kanban, and work cell environments ■ Lead cross functional team for enterprise level software design ■ Developed and Manufactured first UL listed waste oil heater ■ Manufacture's representative for top tier global automotive parts company ■ Assistant Manager of world's largest retail auto parts store ■ Factory trained mechanic EDUCATION, ■ College of the Mainland, Instructional Design TRAINING, AND ■ University of Texas at Arlington, Economics CERTIFICATIONS: Schiller College, Geo-Politics, Bonnigheim, Germany Marshall American School, Ankara, Turkey ■ Associate Member, Texas Fire Chiefs Association ■ Member, Texas Chapter, Rocky Mountain Fleet Managers Association ■ Six Sigma Yellow Belt Certification Gia M N M 0 0 a o ca a f, a c 41 PCcn 0 Q.a� 0 a W d aw I, i 6 qb lq�� .r N .r-4 rl rl M m rq- p H d N N N N N N N a U i�l U r re .-i .-t o ri N W wa * Z U ~ ~ 0: x r; Ix W OC W W W = C9 w OG W w 0: W M( .H AO E m x 04 z-) m 0 z .'Pa a Aa E . m E > s U W w w w LJ W . w w )K a] WLa w LLI w w w. ri . 43 W We Q q-jri 3 . 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Scope of Services First ri Vehicle Services Overview The City of Southlake (TX) is seeking a vendor to perform Preventative Maintenance Services for Fire Apparatus and Fire Emergency vehicles. First Vehicle Services (FVS) understands that the City of Southlake is issuing this Request For Bids (RFB) as the Lead Agency in cooperation with the City of Keller and the City of Calleyville, whose requirements are incorporated herein. FVS will provide preventative maintenance (PM), and vehicle repairs in accordance with this RFB. These services will consist of, but not be limited to, annual preventative maintenance, quarterly preventative maintenance, general repairs, onsite and shop repairs and services, emergency repair services, and any other related services requested by the Cities. FVS will also provide other closely allied services as may be required to provide continuity in the operation of the City's emergency response fleet as described. At all times, services provided by FVS will be in accordance with Original Equipment Manufacturer (OEM) recommended practices and best fleet practices. FVS will furnish all necessary supervision, labor, tools, parts and supplies necessary to maintain the fleet in a state of repair and service consistent with fleet practices of the City and as defined in this RFB Scope of Services (Appendix A). FVS will utilize our Fleet Management Information System (FMIS), to provide repair tracking and detailed reporting for the City's fire apparatus and emergency support vehicles. FirstGroup FMIS provides a basis for optimum fleet management, and detailed maintenance and operating information for the City. Our service delivery to the City will include: • Fully staffed toll -free phone number for handling driver service calls on a 24 hours a day, 365 days a year basis • Emergency roadside service and towing • Uniform national account pricing on all services including parts and labor national account discounts through our Corporate Purchasing Agreements • Tailored Preventive Maintenance (PM) program offering PM schedules covering maintenance services to be performed at regular mileage intervals. Our comprehensive PM program will be customized for both mileage/ hourly intervals and recommended services • Exception reporting capability for non -compliant vehicles • Ability and mechanical expertise to screen repair requests from shops and spot warranty work, as well as prevent overselling FVS will maintain the City's Fire Apparatus, Emergency Response, and Public Safety vehicles in accordance with all standards as follows: All information contained in this Bid is proprietary to First Vehicle Services, Inc. Page 4.1 First ri Vehicle Services • Manufacturer's recommended service intervals • Manufacturer approved parts/ lubricants/ filters/ fluids • National Fire Protection Association 1911 standards, latest version • Department of Transportation requirements Preventative Maintenance and Repairs Program FVS will minimize vehicle downtime and ensure a safe emergency response fleet for the City with our customized PM program based on 30 years experience performing similar work for other municipal fire fighting fleets. Designed in accordance with best fleet practices, FVS' tailored PM program meets the terms and conditions necessary to comply with OEM and NFPA specifications, warranties, and recommendations. We are constantly monitoring and adjusting our PM program for maximum effect. The benefits of our tailored preventive maintenance program for the City are significant and will include: ✓ Improving fleet safety and availability and reducing the incidents of equipment breakdowns ✓ Reducing overall maintenance and repair costs, with the minimum use of parts and materials ✓ Reducing the need for spare, reserve, or backup equipment ✓ Ensuring State mandated safety and emissions requirements are met ✓ Providing services in a manner that reduces vehicle user inconvenience and promotes a high rate of compliance with service schedules ✓ Reducing downtime with proper types and quantities of parts readily available at strategic locations, while maintaining the inventory at the most economical level ✓ Minimizing waste stream due to maintenance and repair activities ✓ Improving the quality of data and availability of information to support better management decisions in regard to the size of City's emergency response fleet, the types of vehicles purchased in the future, replacement cycles, and other important fleet management considerations ✓ Lowering overall repair costs by aggressively identifying repairs covered by manufacturer or supplier warranties ✓ Maintaining accurate historical maintenance and repair data on all equipment ✓ Providing services in a manner which promotes world class customer service delivery ✓ Ensuring reduced or nonexistent human and environmental impact with use of environmentally friendly products and practices ✓ Enhancing the City's image All information contained in this Bid is proprietary to First Vehicle Services, lnc. Page 4.2 First ri Vehicle Services FVS will have one (1) Emergency Vehicle Technician (EVT) perform the required service during normal hours. FVS' Lead Technician will be Master Level III EVT certified. Other FVS EVT and ASE certified technicians will be available as needed. FVS will routinely perform all repairs as required to correct any noted deficiencies in all City Emergency Vehicles as listed in the RFB, unless replacement vehicle or equipment is already in the possession of the City. MOBILE SERVICE REPAIRS FVS will provide a Mobile Service Unit (MSU) for certain services and repairs to the City's Fire Apparatus and Fire Emergency vehicles. These repairs will be performed at the respective Fire Stations to minimize downtime. The MSU vehicle provided by FVS for mobile service repairs is equipped with all the tools and equipment necessary to handle routine and emergency repairs and maintenance service at the respective Fire Stations. Annual Vehicle Maintenance FVS will conduct annual inspections and PM inspections on all City emergency vehicles, which meets NFPA 1911 (Inspection, Maintenance, Testing, and Retirement of In - Service Automotive Fire Apparatus), latest edition, Chapters 7 through 15 with the following amendments where applicable to the vehicle: Documentation of the inspection, maintenance and vehicle condition will be provided by means of an inspection report delivered to the department upon the return of the vehicle. Inspection reports may be provided by means of paper copy or electronic file. City unit identification numbers will clearly identify the report to the effected vehicle. Vendor will submit sample of vendor's inspection report with bid. Complete chassis and driveline lubrication All oils, fluids and coolants will be changed and applicable systems flushed as required. Analysis will be conducted on all used coolant, oil and fluids changed. Systems included, but not limited to: ■ Radiator • Engine • Transmission • Transfer case • Hydraulic systems - to include PTO generators ■ Brake fluid system flush • Axle, spindle, and differential ■ Power steering system flush All information contained in this Bid is proprietary to First Vehicle Services, Inc. Page 4.3 First ri Vehicle Services All filters will be replaced, and screens will be cleaned or replaced as required including, but not limited to: ■ Air ■ Oil ■ Fuel • Steering ■ Hydraulic systems • Transmission • All brakes pads and shoes will be replaced at 60% wear. Documentation of brake pad/shoe measurements will be provided along with new pad/shoe measurements on the annual service inspection report. • Tires will be inspected for unusual wear patterns and physical damage. Tread depth will be measured and recorded. Results of the inspection will be provided on the annual service inspection report. • Engine belts, radiator and heater hoses will be replaced bi-annually or as requested by department. • All batteries will be replaced bi-annually. + Used oil/fluid analysis reports will be provided by means of paper copy or electronic file. These reports will be provided as soon as possible following completion of analysis. City identification numbers will clearly identify the report to the effected vehicle. • Any requested repairs or deficiencies found during PM inspections and service will be corrected prior to returning the vehicle to the department for service. Minor deficiencies which would cause extended down -time due to parts availability and are not subject to NFPA 1911, latest edition, Chapter 6 Out -of -Service criteria and further do not constitute a safety or vehicle reliability concern may be returned by FVS to the City Department and scheduled for past -PM repair with the consent of the City Department's Maintenance Officer. Sample PM Inspection check sheets are included in Attachment 4.1 of this proposal section. Annual Apparatus Testing Each in-service apparatus will receive annual testing and completion of NFPA performance Test forms in accordance with NFPA 1911 (Inspection, Maintenance, Testing, and Retirement of In -Service Automotive Fire Apparatus), latest edition, in the following areas where applicable to the vehicle: • Road Tests and Annual Weight Verification (NFPA 1911, Chapter 16) • Performance Testing of Low Voltage Electrical Systems (NFPA 1911, Chapter 17) • Performance Testing of Fire Pumps (NFPA 1911, Chapter 18) • Performance Testing of Aerial Devices (NFPA 1911, Chapter 19) ■ An independent testing company will conduct aerial ladder tests using personnel meeting NFPA 1911, latest ed., Chapter 19.2.1 - 19.2.3 • Performance Testing of Foam Proportioning Systems (NFPA 1911, Chapter 20) All information contained in this Bid is proprietary to First Vehicle Services, Inc. Page 4.4 Performance Testing of Compressed Air Foam Systems (NFPA 1911, Chapter 21) Performance Testing of Line Voltage Electrical Systems (NFPA 1911, Chapter 22) FVS will provide written results of the testing utilizing NFPA 1911 test forms upon return of the apparatus to City. Ground Ladder Testing Ground ladders on City Fire Apparatus will be tested in accordance with NFPA 1932 Standard on Use, Maintenance, and Service Testing of In-service Fire Department Ground Ladders, latest edition, Chapter 7 Service Testing of Ground Ladders. Written results of the testing will be provided to the City as soon as results are available. FVS will use an independent testing company to conduct ground ladder tests. Quarterly Vehicle Maintenance FVS will be responsible for performing the following: City Fire apparatus/ vehicles will receive maintenance and inspection at manufacturer recommended severe service intervals or as determined by City. This will include: ■ Engine oil and oil filter change with oil analysis ■ Full Chassis lubrication ■ Air filters checked/replaced as needed ■ Suspension inspection compliant with NFPA 1911, latest ed., Chapters 7.1 through 7.3 ■ Steering inspection compliant with NFPA 1911, latest ed., Chapter 7.11 ■ Brake inspection compliant with NFPA 1911, latest ed., Chapter 7.12 ■ Tires are inspected for unusual wear patterns and physical damage. Tread depth will be measured and recorded. Results of the inspection will be provided on the quarterly service inspection report. ■ Requested additional repairs Documentation of the inspection, maintenance and vehicle condition will be provided by means of an inspection report (hard copy or electronic) delivered to the department upon the return of the vehicle. City unit identification numbers will be used identify the serviced vehicle. Vendor will submit sample of inspection report with bid. Fluid analysis samples will be conducted on coolant and engine oil. Oil/fluid analysis reports will be provided by means of paper copy or electronic file. These reports will be provided as soon as possible following completion of analysis. City unit identification numbers will be used identify the serviced vehicle. All information contained in this Bid is proprietary to First Vehicle Services, Inc. Page 4.5 FLUID SAMPLING ANALYSIS PROGRAM FVS will implement its Fluid Sampling Analysis program in accordance with the requirements of this RFB Analysis shall be conducted on all used coolant, oil and fluids changed. Systems included, but not limited to: • Radiator • Engine • Transmission • Transfer case • Hydraulic systems — to include PTO generators • Brake fluid • Axle, spindle and differential • Power steering Fluid samples will be collected at the time of each scheduled maintenance. The City will receive copies of all sampling results. Current Vehicle List Idw MOTORCHEW" ON -SITE ANALYZE A mfoud Ten'jf r aufth*.% T.amvrdW__d.Gk.6_ _ ofi n�F�x blk,..fim�w nm>t�w rte x.,da; trrmmbvmud 6embox. H'rLbaerNOFirB pvrbl..� e[xmWlP rmrg Rdm. vumbraereeW reyrumm�edw � aWloEhS[fu'tms. Yohme W wlplraoe kgrdhn.Wuorgh eedlri"_ .._b n.dm 'ih. 9er Amlyam mmhbn .ttiml.,.dr,a. �.d;.Gamd w7 pfiavl vrcomeksvidi¢orc d:rkmpavdemlmm. m[hr A mdifioml4b or ie. d.y..xveey.. u3 mm�arerel re�vba oPtM� I+bouehsq r.g. Now OrvSfi. fue bobbuix hbncfi. ct M1ml inb xnnR a.booc ees. e[..v eeP 2rammm.aul kbUxofi,rivlb }hY K>o md.vtmd.u[a [Na euwrrr.ObSFb Frei Amlyn._ TheT.1 is ieairt Listed in this RFB is the current Fire Apparatus and Vehicle inventory for City of Southlake, City of Keller and City of Colleyville Fire Departments to be incorporated within this contract and maintained by FVS. Preventive Maintenance Scheduling FVS will ensure that fleet management and maintenance activities are performed in a manner that interferes minimally with the normal work schedule of the City Fire Apparatus and Emergency vehicles operators. FVS will schedule vehicle and equipment PM inspections at times mutually agreed upon by FVS and the City. FVS will use its proprietary fleet management information system, FMIS, to provide an automated PM schedule to the City with sufficient lead time of seven (7) working days notice to the vehicle user. The PM schedule notification, referencing both the department and unit number, will be provided in writing to the designated City representative. FVS will be responsible for all contact with City Departments regarding vehicle PM scheduling. The City and the City's Fire Apparatus and Fire Emergency vehicle operators will be responsible for keeping scheduled appointments for preventive maintenance. MISSED PREVENTIVE M AINTENANCE APPOINTMENTS Individual vehicle operators are responsible for coordinating their vehicles for service. If the vehicle fails to appear within five (5) days of the original PM schedule date, FVS will provide the City's Contracting Officer with a report listing vehicles that have missed PM appointments by five (5) or more days. These vehicles will continue to appear on this weekly "No -Show" report until the PM is performed. Preventive Maintenance Schedule of New Vehicles and Equipment For newly acquired City Fire Apparatus or Fire Emergency vehicles placed into service, or existing vehicles added to the Contract resulting from this RFB, FVS and the City's Contracting Officer will jointly review the All information contained in this Bid is proprietary to First Vehicle Services, Inc. Page 4.6 First Co Vehicle Services proposed PM schedule to be followed specifically for that vehicle or piece of equipment, and identify all costs and the reasonableness thereof. Routine Preventive Maintenance FVS will perform repairs as required, road test, and correct any deficiencies to the satisfaction of the City. Annual Preventive Maintenance and Inspections FVS will inspect and test vehicles and power -operated equipment on an annual basis in accordance with Federal Department of Transportation (DOT) and State laws. Inspections and test will be performed by properly authorized and trained FVS technicians. FVS will perform other statutory inspections and test that may be required by Federal or State laws. Vehicle Preparation FVS can prepare newly acquired vehicles for service. Preparation will include inspections, service as required, cleaning, fabrication and installation of special equipment and hardware, transfer of serviceable special equipment from old units, radio installation if necessary, Surplus vehicles to be auctioned by the City can be prepared for disposal by FVS. Vehicle preparation for disposal will include removal of tags, decals, emergency lights, special equipment, radios and antennas, and minor repairs to ensure vehicles and equipment are in operating condition for the auction if at all possible. Paperwork associated with vehicle decommissioning and disposal will be prepared by FVS. Repairs FVS will perform specific repairs to vehicles and equipment that are identified through PM inspections, by users, and by breakdown or malfunction. Repairs will be performed as required, limiting the nature and extent of repairs to that which are consistent with the age, mileage, and cost to repair criteria of good fleet maintenance. Quick Fix At the request of the City's representative, FVS will provide a Quick Fix function for minor repairs of less than one-half hour duration. Vehicles repaired under Quick Fix will be moved to top priority. Example quick fix repairs include fluid replenishing, windshield wiper service, and headlight replacement. PM inspections will not be conducted as a Quick Fix function. Road Calls FVS will provide emergency road service when requested, for all City Fire Apparatus and Fire Emergency vehicles listed in this RFB. FVS will have a technician on -call to expeditiously handle emergency road calls. Parts FVS will procure and furnish all parts and supplies required to maintain and repair the required vehicles and equipment. Parts installed by FVS will meet OEM specifications. Parts installed on vehicles and equipment will be identified by part number and cost on the work order for the appropriate assignment. All information contained in this Bid is proprietary to First Vehicle Services, Inc. Page 4.7 In an effort to bring maximum cost savings to this project, we will utilize both local vendors and our Corporate Purchasing Agreements (CPAs) for many of the parts we supply, such as tires, batteries, filters, lubricants, etc. In most cases, we are able to purchase parts at discounts far below that available to most individual fleet owners and we pass those savings through to our customer. Due to the volume of parts we purchase on a nationwide level, we have negotiated CPAs with major suppliers including Ford, Chrysler, General Motors, Cummins, Detroit Diesel, Freightliner, International 1 Navistar, Baldwin, Bridgestone, Firestone, Goodyear, Michelin, Bandag, Hale, Class 1, Waterous, Car Quest, Fleet Pride, NAPA, Barnes, Imperial Supplies and others that provide significant pricing advantages. We also understand that, as your service partner, we will have a commitment to support the local business community. Therefore, we will also utilize local area vendors for parts and services, whenever it is advantageous and meets your needs. Warranty Administration FVS will administer all warranties, both for vehicles and parts, associated with management of this fleet. Such work will be reimbursed directly to FVS by the equipment manufacturer and the City will not be charged for such work. Warranty FVS will warrant all repairs, including parts and labor under this Contract, for a period of ninety (90) days following return of the equipment to the user. FVS will monitor and track warranties for all parts and new equipment via FVS' FMIS, by asset identification. FVS will also be responsible for ensuring that all work required on equipment to comply with the manufacturer's warranty is completed. FVS will seek authorization from the equipment manufacturers to perform warranted maintenance and repair work on equipment. Cost for such work will be reimbursed directly to FVS. FVS will hold the City harmless for payment of such manufacturer authorized work. Re -Work FVS will track and identify multiple repairs for the same deficiency on the same vehicle (re -work) and will not include in the monthly statement costs for re -work occurring before the scheduled time after the original repair. FVS' guidelines for re -work will be the lesser of: • Engine Overhaul - 6 months or 6,000 miles • Tune Up - 12 months or 6,000 miles • General Repair (excluding Electronic Components) - 12 months or 6,000 miles Outside Repairs FVS will be responsible for arranging and managing the conduct of outside repairs that cannot be preformed economically or expeditiously in-house and will be responsible for review of the need for specific outside repairs as opposed to performing in-house repairs. These outside repairs may include bodywork and painting, upholstery, glass replacement, transmission overhaul, radiator repair, manufacturer's recalls, All information contained in this Bid is proprietary to First Vehicle Services, Inc. Page 4.8 hydraulic system component overhaul, major equipment overhaul/ rebuild, warranty work and other such work in order to minimize the City's cost and downtime. FVS will constantly monitor the performance of our vendors to ensure a quality level that is consistent with the City's fleet standards. FVS will evaluate vendor performance based on quality, reliability, delivery, customer service, and cost and provide appropriate feedback to the vendor. Should deficiencies arise in these areas, we will meet with the vendor to assist them in rectifying their deficiencies in a timely fashion so we can continue to purchase their services. FVS will discontinue the use of vendors who fail to meet FVS' fleet quality standards. All vendor repair work will be performed to enhance the overall fleet performance in concert with acceptable fleet management guidelines. Whenever possible, repairs will be performed in- house to better control quality and cost, maximize turnaround time, and minimize repeat repairs. FVS will periodically meet with the City to review and revise vendor repair services to ensure that the vendor repair versus in-house repair remains justifiable. All responsibility, paperwork, invoicing, quality control, , vehicle security, etc. will be FVS' responsibility. FVS will be responsible for requiring that all approved outside vendors have the same liability coverage as FVS. FVS will ensure that all outside repair work is performed by properly certified personnel. Fleet Management Information System First Source FVS will utilize its proprietary fleet management information system, FMIS to provide customized reporting and data gathering on maintenance and repair rAAk,Mis activities. Our FMIS has proven to be a reliable multi-user platform for fleet management information, with an exemplary operating record on the shop floor. Our FMIS is a powerful tool that allows us to help our customers maximize the return on their fleet assets, and is an integral part of our service. Combining the friendliness of a web -based user interface with a robust relational database, our FMIS offers unparalleled flexibility and power with providing customized reporting and analysis of your fleet assets, maintenance history, inventory, warranties, labor and material costs, and related data. Our FMIS is a fleet asset lifecycle management application that permits mission -critical data about the fleets we manage and maintain to be captured and analyzed through customized reporting and read-only access. Our FMIS includes the following key features: Asset Management a Identifies, tracks, locates, and analyzes physical assets Data Collection e Tracks the movement of parts for asset and maintenance management e Includes equipment audit capability e Includes the ability to receive imported data from ASCII delimited file sources in addition to other industry standard formats Graphs a Generates performance indicators in numerous graph formats Materials Management a Streamlines part and material management by constantly monitoring inventory e Allocates materials to work orders providing accurate costs and workload to each asset e Identifies items that need to be requisitioned based on existing stock levels All information contained in this Bid is proprietary to First Vehicle Services, Inc. Page 4.9 First roVehicle Services Purchasing Management . Computes the cost of services using either fixed prices or time and materials • Controls purchase order and invoice matching processes for stocked materials, direct materials, hired labor, and services Monitors the progress of quotations for materials and services Report Manager • Many standard fleet maintenance reports with customized report capabilities designed to manage and reduce fleet maintenance costs Work Management . Controls work order processes for routine maintenance, response maintenance and preventive maintenance • Stores material and task lists in a library for easy reference and retrieval • Determines cause and effect relationships to help reduce costs Workflow • Streamlined quotations, requisitions, purchasing, and work request/work order processes The ease of use and capabilities of our FMIS allows for complete analysis of a wide range of fleet information, improving and accelerating critical management decisions about your fleet. All data modules are fully compliant with VMRS coding. The areas that can be analyzed and managed through our FMIS are: • Automated Task Scheduling for Preventive Maintenance. Our FMIS can schedule PM automatically based on processes defined for vehicle classes or individual units. An associated report can document equipment due for PM and sort it by department or location. This level of scheduling precision can help reduce vehicle downtime by ensuring regular PMs, while allowing for escalation of critical repairs. • Commercial Services. Our FMIS can issue work orders to each outside vendor utilized, and update the database as required with information about warranties, invoicing, and agreed -to pricing. • Fuel Management. Our FMIS can integrate with leading fuel -management systems. • Warranty and Recall Management. Our FMIS allows us to easily manage warranties, recall campaigns and related data. For instance, we can query the database by VIN for units affected by specific recalls and issue appropriate work orders. • Parts Inventory. Our FMIS includes comprehensive parts inventory data management that supports costing, purchasing, inventory tracking and transfer of location -level data. • Asset Performance Reporting. Our FMIS can generate real-time, on -screen reports in several industry -standard categories. The application can also generate reports on such categories as costs per vehicle, location and equipment type. All information contained in this Bid is proprietary to First Vehicle Services, Inc. Page 4.10 Services Attachment 4.1 Sample PM Inspection Sheets All information contained in this Bid is proprietary to First Vehicle Services, Inc. Page 4.11 First *i Vehicle Services Unit: Ib#: Work Order: Mileage: Hours: Fire Equipment Preventive Maintenance Inspection _ Date: PM Type: A B C Have you completed a satisfactory Personal Risk Assessment? YES If the answer is NO, stop what you are doing, complete an IP Safety (check the appropriate box at right) NO Contact Slip and see your supervisor for further instructions. FRM-PM-101 Rev 2011 Fire Equipment PMi Page 1 of 2 Note 'Ph s1cal8ama e P.ul :ins ection, Test relief valves Istern or goverriorat 150. 200, & 250 Test transfer valve if a licable Test the rimin s stem and rimer Tube level Test run primar to 22 inches minimum vacuum Check vacuum loss -not to exceed 1 D inches in five minutes Check um shift warnin indicators li hts Check Oal calibration Check all drain lines for blocks a to prevent freezing Check oil level in ear 1 chain transmission Check inlet strainer condition Check ni rmnad— 4 rate - 8 to 10 dro s er min run nin Check drive flan a bolts to insure ti htness Check foams stem for evidence of leaks Pum Maintenance refer to pump s ecifieations Lubricate all valves dischar e,suction,hose,drains Clean and lubricate remote controls on valves Lubricate suction treads Rmt r; Vehicle Services Fire Equipment Preventive Maintenance Inspection Unit: IDl Work Order: Date: Mileage: Hours: PM Type: A B C arauuc s stem, Ins ectio.n aulic tankraulic hosesaulic =hydraulic c lindersdraulic control handles and links es shaftraulic um Lubricate all pivoting mechanisms Check and records stem ressure Change hydraulic fluid on GPM Under Vehiclelns' ectiori Check steerin s stem Check kin ins Check steerin shaft u-'Dints ands lines Check sus ension components Check vibration dam er Check en ine and transmission mounts Check starter and terminals Check en ine and transmission for oil leaks Check air co m ressor Check exhausts stem Check driveline, lJ-'Dints, & sli ekes Check fuel tank, su orts, and straps Ins ect brake assemblies Ins ect brake linin thickness - record measurements R1 / L1 1 R2 I L2 I R3 1 L3 1 Ins ect brake rotors & drums - record condition R1 L1 R2 L2 R3 L3 Ad'ustbrakes Check inner wheel seals for leaks Check differential breather and fluid level Check ABS for faults (if equipped) Clean Aerial before inspection Check h draulic s stem for leaks and operation Check h draulic working pressure & relief valve Check ladder o eration, lubricate, check cables Check turntable rotation lube as necessa Check out "I'll ier o eration luhe as needed Ins ect ladder rungs. steps. brackets, Check U min on anels, ladder, and ste s Check for loose bolts - outriggers Auxilia enerator fluid Auxilia enerator filler - eveTY100hours Intercom system functfonaltt Ins ect turntable for cracks/functionalor it - Tue bolts Check emer enc cdntrols Ins ect waterwa refer to manufacturers s ecs Check monitor functions refer to manufacturers s ecs i nese and all otner items identified as "Repair Needed" are to be noted on this form, an attached sheet, or directly onto repair work orders. Print Inspector's Name: Inspector's Signature: FRM-PM-101 Rev 2011 Fire Equipment PMf Page 2 of 2 rim vp venicie services APPARATUS NUMBER: MANUFACTURER: MOBILE FIRE APPARATUS INSPECTION REPORT FD ASSIGNMENT: MODEL: ODOMETER: DATE STARTED; HOURS: Legend d = Acceptable Visually Checked R = Requires Repair Or Replacement U = Unsafe Out of Service Condition NA = Not On This Truck ENGINE AND COOLING SYSTEMS OIL LEVEL AND CONDITION OIL LEAKS MOTOR MOUNTS FUEL SYSTEM LEAKS FUEL PLUMBING CONDITION POWER STEERING FLUID POWER STEERING PUMP COOLANT LEVEL COOLANT ADDITIVE LEVEL RADIATOR CAP PRESSURE CHASSIS INSPECTION BATTERY CABLES AND CLAMPS BATTERY HOLD DOWN CHASSIS GROUND CABLES ALTERNATOR CONNECTIONS ALTERNATOR MOUNTING FAN SHROUD & MOUNTING FAN MOUNTING BRACKETS ANTIFREEZE PROTECTION COOLANT HOSE CONDITION AUXILIARY COOLER CONNECTIONS CHASSIS AND COMPONENTS LUBRICATE CHASSIS BATTERY FLUID LEVEL BATTERY VOLTAGE STARTER CABLES STARTER MOTOR OPERATION CHARGING OUTPUT VOLTAGE FAN CLUTCH OPERATION DRIVE BELTS CONDITION AIR FILTER CONDITION AIR INTAKE TUBES & HOSES CHARGE AIR COOLER FRONT LEAF SPRINGS STEERING LINKAGE STEERING BOX MOUNTING FRONT WHEEL BEARINGS KING PINS MITER BOX MOUNTING, LUBE FRONT TIRE TREAD DEPTH 1 WEAR FRONT TIRE AIR PRESSURE BRAKE LINING THICKNESS FRONT WHEEL CONDITION LUG NUT TORQUE BRAKE ADJUSTMENT ! OPERATION AIR BRAKE VALVES AIR TANKS MOUNTING DRAIN AIR TANKS AIR DRYER OPERATION AIR BRAKE LINES AIR BRAKE CHAMBERS AIR COMPRESSOR OPERATION AIR LOSS TIMED —PSI IN 5 MIN AIR BUILD UP TIME 0 TO 60 REAR LEAF SPRINGS REAR AXLE TORQUE TUBES AXLE FLANGE LEAKS REAR TIRE TREAD DEPTH REAR TIRE AIR PRESSURE BRAKE LINING THICKNESS REAR WHEEL CONDITION LUG NUT TORQUE BRAKE ADJUSTMENT / OPERATION DIFFERENTAL OIL LEVEL U BOLT TORQUE PARKING BRAKE OPERATION HYDRAULIC BRAKE LEAKS MASTER CYLINDER MOUNTING BRAKE BOOSTER CONDITION HYDRAULIC BRAKE FLUID INSPECT STEEL LINES FOR RUST L] I INSPECT FLEX LINES FOR WEAR DRIVE LINE U JOINTS DRIVELINE CARRIER BEARINGS EXHAUST SYSTEM COMPONENTS FRAME RAILS & CROSSMEMBERS FUEL TANK MOUNTING FUEL TANK RUST I LEAKS FRONT BUMPER MOUNTING FRONT BUMPER DAMAGE REAR BUMPER MOUNTING FRONT DECK MOUNTING FRONT DECK ACCESSORIES REAR BUMPER DAMAGE AUTO TRANS MOUNTING AUTO TRANS COOLER LEAKS AUTO TRANS FLUID El I I LEVEL! CONDITION MANUAL TRANS MOUNTING MANUAL TRANS LEAKS MANUAL TRANS FLUID LEVEL! CONDITION PAGE 1 CAB AND BODY CAB MOUNTING AND TILT POINTS CAB FRAME AND SHEET METAL SEAT BELTS CUTS / OPERATION STEERING WHEEL MOUNTING BRAKE PEDAL MOUNTING TRANSMISSION SHIFT CONTROLS AIC OPERATION REAR 12OV SHELVING MOUNTING BODY STEPS MOUNTING CAB AND BODY ELECTRICAL HEADLIGHTS AND HIGH BEAMS BACKUP LIGHTS AND ALARM HAND HELD SPOT LIGHT SCENE LIGHTING 12 VOLT STEP I HOSE BED LIGHTS COMPARTMENT LIGHTS GENERATOR AND LINE VOLTAGE CAB TILT PUMP FLUID I LEAKS DOOR MOUNTING AND LATCHES CAB GLASS CONDITION WINDOW OPERATION LUBRICATE BRAKE PEDAL HEATER OPERATION COMPARTMENT DOOR GUIDES COMPARTMENT FLOOR MATS BODY TOOL MOUNTS IEARANCE LIGHTS RN SIGNALS B DOME LIGHTSPER WARNING LIGHTS OR OPEN WARNING LIGHT MP PANEL LIGHTS TILT MOTOR OPERATION SEAT MOUNTING WINDSHIELD WASHERS 1 WIPERS MIRROR MOUNTING I OPERATION THROTTLE MOUNTING 1 OPERATION LjlVGOPERATION FRONT MENT DOOR LATCH BAR TRAYS MOUNTING I OPERATION CK MOUNTING / OPERATION TAIL AND STOP LIGHTS HAZARD LIGHTS OPERATION FLASHLIGHT 1 RADIO CHARGERS LOWER WARNING LIGHTS SEAT BELT WARNING SYSTEM CAMARA SYSTEMS STARTER OPERATION OUTPUT VOLTAGE OUTPUT FREQUENCY QUARTZ LIGHTING CORD REELS ELECTRICAL OUTLETS SHORE POWER TRANSFER SWITCH SHORE POWER CHARGER AUTO -EJECT OPERATION j PUMP AND WATER TANK PUMP MOUNTING AUTO TRANS LOCKUP SYSTEM PUMP TRANS OIL LEVEL TRANSFER VALVE OPERATION WORK ALL DISCHARGE VALVES CHECK SUCTION SCREENS PRECONNECT PLUMBING ANODES IN PUMP AND TANK PUMP PANEL ENGINE GAUGES ENGINE SPEED COUNTER FOAM SYSTEM PUMP LEAKS/ MECHANICAL SEAL PUMP PLUMBING LEAKS PUMP PRIMER OPERATION INTAKE RELIEF VALVE OPERATION WORK ALL INTAKE VALVES AUXILIARY COOLER OPERATION DECK GUN OPERATION 1 LEAKS WATER TANK MOUNTING MASTER GAUGES OPERATION WATER TANK INDICATOR LIGHTS PUMP SHIFT OPERATION DRAIN VALVES MOUNTING 1 LEAKS DRY VACUUM TEST IN 5 MIN PRESSURE GOVERNOR OPERATION LUBRICATE ALL LINKAGES! U-JOINTS TANK TO PUMP AND TANK FILL VALVES FRONT AND REAR SUCTION VALVES WATER TANK LEAKS DISCHARGE GAUGES ACCURACY PUMP PANEL AUXILLIARY SWITCHES CLEAN STRAINERS FOAM TANK MOUNTING! LEAKS INSTURMENT GAUGES AND CONTROLS HYDRAULIC SYSTEM OIL LEVEL FOAM CONCENTRATE PUMP CHANGE OVER VALVE TANK I DRAFT HYDRAULIC TANK MOUNTING PTO PUMP SHAFT LUBE PTO PUMP LEAKS FOAM MANIFOLD CHECK VALVE FOAM BALANCE VALVE FOAM METERING VALVES ROAD AND OPERATIONAL TEST ENGINE OIL PRESSURE ENGINE =OPERATION SPEEDO / TACH OPERATION TRANSMISSION OPERATION ENGINE" UNUSUAL NOISES BRAKE OPERATION PULLING STERRINDR1VE LINE VIBRATION Technician: Date: PAGE 2 Preventive Maintenance Inspection 0 uvw v V1 nVIV `J\./1 V it Unit: ID#: Work Order: Mileage: Hours: Have you completed a satisfactory Personal Risk Assessment? YE` (check the appropriate box at right) NO Codes: (J ) = OK (O 1= REPAIR NEEDED Date: PM Type: A B C If the answer is N O, stop what you are doing, complete an IP Safety Contact Slip and see your supervisor for further instructions. If X I = REPAIR CIR ADJIIRTMFNT MAnF A 8 IC Pnit. A IS IG nit. Start engine listen for unusual noises Check door operation. Check window operation Check play in steering wheel Check gear selector operation Check reverse warning alarm Check service brake operation Check parkirg brake operation Pre-inspaellon road test Check ph ical conditlon ofall interior components Check safety equipment Fire Extinguisher, etc I I lCheck airdde s slam Check neutral start safety swlfch Check wiper and washer operation Check he operation Check all gauges, warning lights & alarms Check inskrumare panel & all interior lighting Check operation of all accessories Check operation of all switches & controls Check healer system - record output F Check =system — record output F MEMOCheck condition of glass & mirrors Check all emergency lighting Check fuel lank cap Check iicense plate lChlyaical condltion of all exterior components Check lights & reflectors Check wiper blade and arm condition Check & lubricate door locks, linkages & latches Check unit numbers &markings MMMM= Check hood ICl Iransmission fluid level ME Check and lubricate hood hinges, latches & cables jGhAnge transmisslon fluid W Iflushing machine) Check engine compartment lights IChack battery hold-down and tray Check fan, shroud, & radlat IPerform batle load last Check all other cooling system components Ichock alternator output volts am.. Check A/C companents Check alternator output _volts amps Check PIS components Check starter draw amps a volts Check all belt driven components Check air, filter, replace as needed elt condition, alignment & tension Check cabin all -filter, replace as needed ake master cylinder Check intake system ower steering fluid Check turbo for leaks indshield washer tank & fluid level Change ail and filter olant level & test for leaks Oil analysis coolant Lubricate chassis ntifreeze protection level: F_ Check for englne and transmission oil leaks Check engine & Iransmission mounts res for lrtegular oralignment wear Check exhausts stem Check forcuts Check dri aline, U-joints,&Bill yokes Check for mismatched tread and casings Check fuel tank & fuel system components Check & record [read depth and air pressure Check differenlial breather and fluid ZChock Inside (LR: f32 @ipsl) Check a -brake shoes Check brake hoses and lines Check brake pad and mkorthickness- record Speclfcalion; Pad= Frotor= Rmtor- (RF:P- Chack wheels for cracks, bends or loose lugs Check for loose or noisy wheel hearings Check entire steering system Check sus enaion components Check inner wheel $eals for leaks Repack wheel hearings (as required) ueoe auu eu mower nerns iueum�eo as-mepair Needed are woe noted an this mrm, an aaauhad sheet, ordirectiy onto repair workorders. Print Inspector's Name_ Inspector's SlgnaWm: FRIJ-PM-1 17 Rev 2011 Ambulance PMI Page 1 of 1 Unit: ID#: Work Order: Preventive Maintenance Inspection Date: J Mileage: Hours: Have you completed a satisfactory Personal Risk Assessment? (check the appropriate box at right) PM Type: A B C YES I If the answer is NO, stop what you are doing, complete an IP Safety Contact Slip and see your NO supervisor for further instructions. Codes: OK (0) = REPAIR NEEDED (X) = REPAIR OR ADJUSTMENT MADE A B C Init. I 1A B C snit. Drive On Start engine listen for unusual noises Check door operation Check neutral start safety switch Check window operation Check clutch safety switch (if equiped) Check play in steering wheel Check wiper and washer operation Check gear selector operation Check horn operation Check reverse warning alarm (if equipped) Check all gauges, warning lights & alarms I I lCheck service brake operation Check instrument panel & all interior lighting Check parking brake operation Check operation of all accessories Pre -inspection road test Check operation of all switches & controls Check physical condition of all interior components Check heater system - record output F Check safety equipment(Fire Extinguisher, etc) Check A/C system - record output F Check condition of glass & mirrors } Exterior Circle Check all safety lighting & equipment Inspection Check fuel tank cap(s) Check lights & reflectors Check license plate Check wiper blade and arm condition Check physical condition of all exterior components Check & lubricate door locks, linkages & latches Check spare tire Check unit numbers & markings Check trunk, compart.doors or tailgate as equipped LLL Under •.. Check hood Inspection Check and lubricate hood hinges, latches & cables Check engine compartment lights Record antifreeze protection level: F_ Check fan, shroud, & radiator Check transmission fluid level Check all other cooling system components Change transmission fluid (W 1 flushing machine) Check A/C components I Check battery hold-down and tray Check Pis components I IPerform battery load test Check all belt driven components I I Check alternator output volts amps Check belt condition, alignment & tension I I Check starter draw amps @ Check brake master cylinder _volts Check air filter, replace as needed Check power steering fluid Check cabin air filter, replace as needed Check windshield washer tank & fluid level Service fuel injection system Check coolant level & test for leaks Check intake system Check coolant PH level (diesel) Merl Change coolant Page 1 of 2 FRM-PM-001 Rev 2011 Light Duty PMI Preventive Maintenance Inspection Unit: Mileage: ID#: Work Order: Hours: Have you completed a satisfactory Personal Risk YES Assessment? (check the appropriate box at right) NO Date: PM Type: A B C If the answer is NO, stop what you are doing, complete an IP Safety Contact Slip and see your supervisor for further instructions.. Codes: ) = OK (0) = REPAIR NEEDED (X) = REPAIR OR ADJUSTMENT MADE A B C Init. A B C Init. Check tires for Irregular or alignment wear lCheck inner wheel seals for leaks Check for cuts Repack wheel bearings (as required) Check for mismatched tread and casings Change oil and filter Check & record tread depth and air pressure Oil analysis if required Specification 132. PSI Lubricate chassis (RF: 132 @ psi) (RR: 132 @ psi) (LF: 132 @ psi) (LR: 132 @ psi) Check for engine and transmission oil leaks Check.engine & transmission mounts Check a -brake shoes Check exhaust system Check brake hoses and lines Check driveline, U joints, & slip yokes Ck brake pad -shoe and rotor -drum thickness - record Check fuel tank & fuel system components Specification Pad = Frotor = Rrotor = Shoe = Frotor = RDrum =L Check differential breather and fluid Change fuel filter (RF:P= ,R= ) (RR:P= ,R= ) Inspection (LF:P= R= ) (LR:P= )Final ,R= (LR:S= ,D= ) Road Test Measurements: P = Pad, S=Shoe, R = Rotor, D=Drum Install lube sticker Check wheels for cracks, bends or loose lugs All follow up repairs are complete Check for loose or noisy wheel bearings All Pm paper work completed Check entire steering system Check suspension components These and all other items identified as "Repair Needed" are to be noted on this form, an attached sheet, or directly onto repair workorders. Print Inspector's Name: Inspector's Signature: Page 2 of 2 FRM-PM-DDi Rev 2011 Light Duty PMI -) First ri Vehicle Services 5. Price Proposal Overview The Cities of Southlake, Keller and Colleyville Fire Rescue Departments will benefit from the following key elements that make First Vehicle Services (FVS) your partner of choice: • Capability— Having the resources and experience to do quality work • Reliability— Having the expertise to consistently perform to the highest standards and do it right the first time • Consistency — Having the integrity to follow-through with ideas and promises, including working with you on cost savings initiatives. • Flexibility— Having the ability to respond quickly and effectively in every situation FVS understands that most fire fighting fleets are unique in composition, age, usage factors, availability requirements, replacement policies as well as your budgetary considerations. We can provide a tailored maintenance approach for your Fire apparatus/ EMS units that maximizes your fleet assets and lowers costs while continuing to provide superior maintenance services to keep your vehicles "on the road". The Cities will benefit from our maintenance professionals who are familiar with fire fleets, backed by experienced fleet professionals in the nearby vicinity as well as at our corporate office. As your preferred fleet maintenance Contractor for Southlake, Keller and Colleyville, we will provide improved fleet availability and minimize your maintenance costs. Contract Term The term of the Contract will be for a period of one (1) year and may be extended by mutual agreement four (4) times in 1-year increments for a total of five (5) years. Pricing Assumptions Our pricing is based upon our understanding of your fleet maintenance requirements as described by your Request for Bid in Appendix B Our cost is comprised of the following categories of expense: • Labor (Direct and Indirect personnel) • Parts/Supplies/Outside Services • Overhead Expenses • Administrative Costs and Management Fees Labor Included here are: • Payroll. Wages, salaries and incentives (ASE/EVT certifications) for all technicians, administrative, and supervisory personnel directly assigned to this project, including overtime. • Payroll Taxes. FICA, State, and federal unemployment taxes. • Benefits. Employee medical, dental, Life and Worker's Compensation insurance, and other normal employee benefits such as vacation, paid holidays, sick leave, employee incentives, tuition reimbursement, and 401 k plan. All information contained in this Bid is proprietary to First Vehicle Services, Inc. Page 5.1 First ri Veh icf e Services Parts, Supplies, and Sublet Services Included here are our projected costs for all target repair parts and materials, bulk fluids (excluding fuel), lubricants, batteries, freight charges on parts, deposits, core credits, warranty credits, as well as the expected costs of outside services used to maintain the fleet. Sublet service cost is the cost of both parts and labor performed by vendors for such repairs as engine/transmission rebuilding, major body, and glass repairs, etc. In order to bring maximum cost savings to this project, we will utilize both local vendors and our Corporate Purchasing Agreements (CPAs) for many of the parts we supply, such as tires, batteries, filters, lubricants, etc. In most cases, we are able to purchase parts at discounts far below that available to most individual fleet owners and we pass those savings through to our customer. Due to the volume of parts we purchase on a nationwide level, we have negotiated CPAs with major suppliers including Ford, Chrysler, General Motors, Cummins, Detroit Diesel, Freightliner, International/Navistar, Bridgestone, Firestone, Goodyear, Michelin, Bandag, AutoZone, Fleet Pride, NAPA, Barnes, Imperial Supplies and others that provide significant pricing advantages. We also understand that, as your service partner, we will have a commitment to support the local business community. Therefore, we will also utilize local area vendors for parts and services, whenever it is advantageous and meets your needs. Overhead Costs These costs include miscellaneous direct expenses that are incurred in the normal day-to-day operation of the maintenance shop and in the administration of the contract. Examples of these costs include, but are not limited to insurance, bonding, postage, office supplies, safety/ environmental supplies, training, certifications, drug testing, background checks, recruitment, capital expenditures, and travel cost relating to the performance of the Contract. Administrative Costs and Management Fees This cost reflects our corporate overhead expenses (our cost of doing business) for general services such as accounts payable and receivable, human resources, employee benefits administration, and other corporate services that serve to support this project and our on -site staff. The management fee is our charge for managing this project. Fleet Maintenance - Sublet Repair Pricing FVS will use best efforts to perform work in-house utilizing our stringent quality programs. It is, however, sometimes advantageous and less costly to sublet certain highly specialized work such as (but not limited to) major body repair, glass, upholstery work, radiator work, machine shop work and similar tasks for which special skills or tools may be required. Sublet repair cost will be passed through with no mark-up. Assumptions Our pricing is based upon our understanding of the fleet maintenance requirements including our assumptions, as stated below. Because these assumptions may give rise to issues of interpretation, they are also points for negotiation. Therefore, our proposal is based on the understanding that: • Final terms and conditions of the resulting Contract will be negotiated to the mutual acceptance of both parties. Any changes in the agreement will be confirmed by written Contract amendment. All information contained in this Bid is proprietary to First Vehicle Services, Inc. Page 5.2 • It is our understanding that the operation is exempt from state and local sales taxes. Any taxes associated with this Contract will be passed through, as incurred. Should there be changes in state, local or federal laws, regulations, or other circumstances beyond our ability to anticipate or control, that increase our costs in fulfilling the terms of the Contract, and you will allow an equitable price adjustment to the Contract that shall be mutually agreed upon by both parties. • The pricing for the second and subsequent Contract years will be mutually agreed upon prior to the start of each Contract or option period. • We recognize the right to require FVS to maintain a stock of required inventory to maintain essential vehicles. In turn, you agree to coordinate with FVS on all impending vehicle retirements, so that arrangements may be made in sufficient time to dispose of any parts in inventory that are unique to such vehicles and will become obsolete/ unusable with the removal of the vehicle from the active fleet. Beyond Your Requirements FVS will be a full partner with you providing a solution to their fleet maintenance needs. Consider the value- added benefits that you will gain if you select FVS as your partner: • Proven management expertise and fleet knowledge gained through 30 years of providing professionally managed fleet services. FVS pioneered outsourced fleet management for publicly owned fleets. FVS has more experience with the types of vehicles and equipment in your fleet because we are maintaining some of it now as well as many identical pieces at other contract locations across the country. Over the years, we have maintained virtually every type of vehicle and equipment from every manufacturer. More importantly, FVS recognizes the uniqueness of your fleet and incorporates this into our maintenance approach. We understand your utilization of this equipment, your availability requirements and working conditions that impact your specific fleet maintenance needs. • FVS' offers national account pricing and volume purchasing discount programs on parts. In most cases, we are able to purchase parts at discounts far below those available to most municipal fleet owners and these savings are reflected in our parts pricing. • A defining trademark of FVS service is an extensive Preventive Maintenance program that ensures optimum fleet availability. From this program, fewer costly breakdowns and longer vehicle life will positively affect your overall fleet ownership costs. • Assured high quality service through FVS' trademarked First Quality Management (FQM) program. This comprehensive quality monitoring process is a proactive approach to ensuring and guaranteeing quality service delivery to our clients. • Utilization of FVS' safety and environmental programs ensure that your facility is operated in strict compliance with all regulations, while reducing and eliminating lost productive time due to accidents. • FVS provides EVT training to our technicians to ensure the highest skill level for performing the critical maintenance of fire apparatus/ EMS units. All information contained in this Bid is proprietary to First Vehicle Services, Inc. Page 5.3 r%rr lyvtn v CITY OF SOUTHLAKE VEHICLES AND APPARATUS QUARTERLY MAINTENANCE SERVICES 1 Per Svc Unit # 301 Per Scope of Services $ 391.50 2 Per Svc Unit # 302 Per Scope of Services $ 39150 3 Per Svc Unit # 304 Per Scope of Services $ 391.50 4 Per Svc Unit # 306 Per Scope of Services $ 151.90 5 Per Svc Unit # 307 Per Scope of Services $ 151.90 6 Per Svc Unit # 308 Per Scope of Services $ 174.10 7 Per Svc Unit # 309 Per Scope of Services $ 151.90 8 Per Svc Unit # 311 Per Scope of Services $ 211.15 9 Per Svc Unit # 312 Per Scope of Services $ 211.15 10 Per Svc Unit # 313 Per Scope of Services $ 151.90 11 Per Svc Unit # 314 Per Scope of Services $ 211.15 12 Per Svc Unit # 320 Per Scope of Services $ 211.10 SOUTHLAKE TOTAL QUARTERLY SERVICES: $ 2,800.75 Item;4`- Q.: uanti :v �:L„ .,,,,.; , ',�„I?escri tion,ofPi'oducts`.=Servtces ;,� r Umtl?rice ,:; ANNUAL MAINTENANCE SERVICES 13 Per Svc Unit # 301 Per Scope of Services $ 1,444.66 14 Per Svc Unit # 302 Per Scope of Services $ 1,444.66 15 lPerSvc Unit # 304 Per Scope of Services $ 1,444.66 16 Per Svc Unit # 306 Per Scope of Services $ 216.60 17 Per Svc Unit # 307 Per Scope of Services $ 216.60 18 Per Svc Unit # 308 Per Scope of Services $ 660.60 19 Per Svc Unit # 309 Per Scope of Services $ 216.60 20 Per Svc Unit # 311 Per Scope of Services $ 586.60 21 1 Per Svc Unit # 312 Per Scope of Services $ 586.60 22 Per Svc Unit # 313 Per Scope of Services $ 216.60 23 Per Svc Unit # 314 Per Scope of Services $ 586.60 24 Per Svc Unit # 320 Per Scope of Services $ 216.60 SOUTHLAKE TOTAL ANNUAL SERVICES: $ 7,837.38 CITY OF KELLER FIRE APPARATUS Iteim # uanfi l]:escr� ,tton of Products ervices UnitPrice, . QUARTERLY MAINTENANCE SERVICES 25 Per Svc Unit # 301 Per Scope of Services $ 391.50 26 Per Svc Unit # 302 Per Scope of Services $ 391.50 27 Per Svc Unit # 306 Per Scope of Services $ 391.50 28 Per Svc Unit # 310 Per Scope of Services $ 391.50 KELLER TOTAL QUARTERLY SERVICES: $ 1,566.00 .item # uant�,. ;; , D:escri t 6n of Pr.,od*c ,Services: Un]t,Price ANNUAL MAINTENANCE SERVICES 29 Per Svc Unit # 301 Per Scope of Services $ 1,444.66 30 Per Svc Unit # 302 Per Scope of Services $ 1,444.66 31 Per Svc Unit # 306 Per Scope of Services $ 1,444.66 32 Per Svc Unit # 310 Per Scope of Services $ 1,444.66 KELLER TOTAL ANNUAL SERVICES: $ 5,778.64 r'sI I VIr s../IZ% u CITY OF COLLEYVILLE FIRE APPARATUS Item,`, > u PAR ctc#s',S,Qirv�ce'> QUARTERLY MAINTENANCE SERVICES 33 Per Svc Unit # 402 Per Scope of Services $ 391.50 34 Per Svc Unit # 404 Per Scope of Services $ 151.90 35 Per Svc Unit # 405 Per Scope of Services $ 174.10 36 Per Svc Unit # 406 Per Scope of Services $ 151.90 37 Per Svc Unit # 407 Per Scope of Services $ 391.50 38 Per Svc Unit # 408 Per Sco a of Services $ 151.90 39 Per Svc Unit # 409 Per Scope of Services $ 391.50 40 Per Svc Unit # 418 Per Scope of Services $ 391.50 41 Per Svc Unit # 419 Per Scope of Services $ 391.50 42 Per Svc Unit # 420 Per Scope of Services $ 391.50 43 Per Svc Unit # 421 Per Scope of Services $ 97.45 44 Per Svc Unit # 422 Per Scope of Services $ 391.50 45 Per Svc Unit # 423 Per Scope of Services $ 391.50 46 Per Svc Unit # 447 Per Scope of Services $ 97.45 COLLEYVILLE TOTAL QUARTERLY SERVICES: $ 3,956.70 .. „- `, ` 4 ' ^ D Mr, ti n,of Pi oducts , erulces . Unit Price ANNUAL MAINTENANCE SERVICES 47 Per Svc Unit # 402 Per Sca a of Services $ 1,444.66 48 Per Svc Unit # 404 Per Scope of Services $ 216.60 49 Per Svc Unit # 405 Per Scope of Services $ 290.60 50 Per Svc Unit # 406 Per Scope of Services $ 216.60 51 Per Svc Unit # 407 Per Scope of Services $ 1,444.66 52 Per Svc Unit # 408 Per Scope of Services $ 216.60 53 Per Svc Unit # 409 Per Scope of Services $ 586.60 54 Per Svc Unit # 418 Per Scope of Services $ 1,161.66 55 Per Svc Unit # 419 Per Scope of Services $ 586.60 56 Per Svc Unit # 420 Per Scope of Services $ 734.60 57 Per Svc Unit # 421 Per Scope of Services $ 112.25 58 Per Svc Unit # 422 Per Scope of Services $ 1,444.66 59 Per Svc 1 Unit # 423 Per Scope of Services $ 1,444.66 60 Per Svc Unit # 447 Per Scope of Services $ 112.25 COLLEYVILLE TOTAL ANNUAL SERVICES: $ 10,013.00 ...Quanta ..: .:, •... . ... .:. ... . Desch tion of Products S.eryices ,...: ......:. 7 . < Unit Price `:". ALL DEPARTMENTS ITEMS GROUND LADDER TESTING ALL DEPARTMENTS 61 Per Ft Ground Ladder Testing Per Scope of Services (Charge Per Foot $ 2.50 62 Testing Services Performed at mutally a reed location . m . S-.. v... rr ANNUAL PUMP TESTING ALL DEPARTMENTS 63 Per Svc Annual Pump Testing Per Scope of Services $ 300.00 64 Testing Services Performed at mutally agreed location ANNUAL AERIAL TESTING ALL DEPARTMENTS 65 Per Svc Annual Aerial Testing Per Scope of Services $ 650.00 66 Testing Services Performed at mutally agreed location ! Y i MISCELLANEOUS FEES ALL DEPARTMENTS 67 Per Svc Travel Fee. Please Indicate How and When Charged No fee for travel within City limits No Charge for Travel 0 68 Per Hr Per Hr Hourly Labor Rate for Shop Repairs $ 74.00 69 Per Hr Per Hr Hourly Labor Rate for Field Repairs $ 74.00 70 Per Hr Per Hr Hourly Labor Rate for After Hours Field Repairs $ 111.00 71 Per Svc Per Svc Apparatus Vehicle Pick Up and Delivery Fee 0 72 Per Svc Per Svc Parts Discount Percentage from List Price See scale below Cost plus 73 Per Svc Shop Supply Charges Percentage of Bill —0_% Max Amount $_0 0 74 Per Svc Other Vendor Charges. Please Describe. $ 75 Per Svc Other Vendor Charges. Please Describe. $ 76 Per Svc Other Vendor Charges. Please Describe. $ TOTAL ALL DEPARTMENT AND ITEMS: $ 33,163.97 Item 72 Parts Charge - Scale A. Bulk Parts - Cost plus 10% B. Parts under $500 - Cost plus 40% C. Parts $500 and up - Cost plus 20% First riVehicle Services Required Forms Appendix B — Bid Document 1 Submittal Checklist: (To determine validity of bid) X Appendix B (pages _11_ through _25, must be included in the bid submittal. X Appendix C (page _25_) Conflict of Interest Form must be included in the bid submittal. All bids submitted to the City of Southlake shall include this g• with the submitted and affix a copy of this form to the outside of the submittal packet's sealed envelope. RFB Number: RFB1106B300CA110017 Provide Preventative Maintenance and Repair Services Project Title: for City of Southlake, City of Keller and City of Colle ville Fire Vehicles and Apparatus Submittal Deadline: 3:00 P.M. (CST), FRIDAY AUGUST 19, 2011 City Secretary's Office Submit to: 1400 Main Street, Suite 270 Southlake, TX 76092 817 748-8016 Bidder Information: Bidder's Le al Name: First Vehicle Services, Inc. Address: 600 Vine Street, Suite 1400 City, state& Zip Cincinnati, Ohio 45202 Federal Employers Identification Number # 20-0441528 Phone Number: 513.241.2200 Fax Number: 513.684.8852 E-Mail Address: Brad.Thomas@firstgroup.com Bidder Authorization I, the undersigned, have the authority to execute this Bid in its entirety as submitted and enter into a contract on behalf of the Bidder. Printed Name and Position of Authorize native: Bradley A. Thomas, President Signature of Authorized Representative: Signed this 16th (day) of August (month), 2011 {year) I learned of this Request for Bids by the following means: ❑ Newspaper Advertisement ❑ Southlake Website ❑ Mailed Me a Copy ❑ City E-mail Notification ❑ Cold Call to City X❑ Other City of Southlake - RFB1106B300CA110017 - Page 11 of 26 Appendix B — Bid Document (continued) I. REQUIRED BID INFORMATION. IN ORDER FOR A BID TO BE CONSIDERED COMPLETE, AND TO BE EVALUATED FOR A CONTRACT AWARD BY THE CITY, BIDDER MUST SUBMITALL OF THE FOLLOWING INFORMATION: 1. Proposed Products and/or Services A. Product or Service Description: Bidders should utilize this section to describe the technical aspects, capabilities, features and options of the service or product and/or service proposed in accordance with the required Scope of Services as identified in Appendix A. Promotional literature, brochures, or other technical information may be used. Please refer to Section "4. Scope of Services" of this proposal. B. Additional Hardware Descriptions: Bidders should also include in this section a detailed description of what additional hardware and/or software, if any, would be required by the City in order to fully utilize the goods and/or services proposed. Please refer to Section 'A. Scope of Services" of this proposal. C. Material Safety Data Sheets MSDS : If applicable, the successful Bidder shall provide the City with applicable MSDS documentation as required by applicable laws and regulations. First Vehicle Services will comply with this requirement if awarded this Contract. D. Guarantees and Warranties: Each Bidder shall submit a complete copy of any warranties or guarantees provided by the manufacturer or Bidder with the Bid submitted. First Vehicle Services will administer all warranties for both vehicles and parts associated with this Contract. E. Project Schedule/Delive Date: Bidder must provide a project schedule noting all projected completion dates for segments of the Project, from start-up to completion, and all delivery dates for goods covered by the RFB. The Bid Document must show the number of days required to deliver and install the product or equipment after the receipt of the City's Purchase Order. First Vehicle Services will provide services at our existing Dallas service center. No Contract start-up is 2. Cost of Proposed Products and/or Services necessary for this project and First Vehicle Services can immediately A. Pricing: Pricing shall reflect the full ScopeNTM&MR& herein, inclusive of all associated cost for delivery, labor, insurance, taxes, overhead, and profit. B. Schedule of Pricing: Bidder shall quote unit pricing in accordance with the itemized listing of products or contract segments stated in the Scope of Services and using the following format: Please refer to Section "5. Price Proposal" of this proposal. Iterri #-- Quantity '- Descri tion of Products/Services : unit Price CITY OF SOUTHLAKE VEHICLES AND APPARATUS QUARTERLY MAINTENANCE SERVICES 1. Per Svc Unit # 301 Per Scope of Services $ 2. Per Svc Unit # 302 Per Scope of Services $ 3. Per Svc Unit # 304 Per Scope of Services $ 4. Per Svc Unit # 306 Per Scope of Services $ S. Per Svc i Unit # 307 Per Scope of Services $ 6. Per Svc Unit # 308 Per Scope of Services $ 7. Per Svc Unit # 309 Per Scope of Services $ City of Southlake - RFB1106B300CA110017 - Page 12 of 26 Please refer to Section "5. Price Proposal" of this proposal. 8. Per Svc Unit # 311 Per Sco e of Services $ 9. Per Svc Unit # 312 Per Scope of Services $ 10. PerSvc Unit # 313 Per Scope of Services $ 11. Per Svc Unit # 314 Per Scope of Services $ 12. Per Svc Unit # 320 Per Scope of Services $ SOUTHLAKE TOTAL QUARTERLY SERVICES: $ Item # Quantity Description of Products/Services Unit Price ANNUAL MAINTENANCE SERVICES 13. Per Svc Unit # 301 Per Scope of Services $ 14. Per Svc Unit # 302 Per Scope of Services $ 15. Per Svc Unit # 304 Per Scope of Services $ 16. Per Svc Unit # 306 Per Scope of Services $ 17. Per Svc Unit # 307 Per Scope of Services $ 18. Per Svc Unit # 308 Per Scope of Services $ 19. Per Svc Unit # 309 Per Scope of Services $ 20. PerSvc Unit # 311 Per Scope of Services $ 21. Per Svc Unit # 312 Per Scope of Services $ 22. Per Svc Unit # 313 Per Scope of Services $ 23. Per Svc Unit # 314 Per Scope of Services $ 24. Per Svc Unit # 320 Per Scope of Services $ SOUTHLAKE TOTAL ANNUAL SERVICES: $ CITY OF KELLER FIRE APPARATUS Item #, .Quantity Descri tion of Products/Sell iices Unit Price, _. UARTERLY MAINTENANCE SERVICES 25. Per Svc Unit # 301 Per Scope of Services $ 26. Per Svc Unit # 302 Per Scope of Services $ City of Southlake - RFBI106B300CA110017 - Page 13 of 26 Please refer to Section "5. Price Proposal" of this proposal. 27. Per Svc Unit # 306 Per Scope of Services $ 28. Per Svc Unit # 310 Per Scope of Services $ KELLER TOTAL QUARTERLY SERVICES: $ Item # Quantit- yDescription of Products/Services Unit Price ANNUAL MAINTENANCE SERVICES 29. Per Svc Unit # 301 Per Scope of Services $ 30. Per Svc Unit # 302 Per Scope of Services $ 31. Per Svc Unit # 306 Per Scope of Services $ 32. Per Svc Unit # 310 Per Scope of Services $ KELLER TOTAL ANNUAL SERVICES: $ CITY OF COLLEWILLE FIRE APPARATUS -Item: Quantity Description of Products/Services Unit Price QUARTERLY MAINTENANCE SERVICES 33. Per Svc Unit # 402 Per Scope of Services $ 34, Per Svc Unit # 404 Per Scope of Services $ 35. Per Svc Unit # 405 Per. Scope of Services $ 36. Per Svc Unit # 406 Per Scope of Services $ 37. Per Svc Unit # 407 Per Scope of Services $ 38. Per Svc Unit # 408 Per Scope of Services $ 39. Per Svc Unit # 409 Per Scope of Services $ 40. Per Svc Unit # 418 Per Scope of Services $ 41. Per Svc Unit # 419 Per Scope of Services $ 42. Per Svc Unit # 420 Per Scope of Services $ 43. Per Svc Unit # 421 Per Scope of Services $ 44. Per Svc Unit # 422 Per Scope of Services $ 45. Per Svc Unit # 423 Per Scope of Services $ City of Southdake - RFB1106B300CA110017 - Page 14 of 26 Please refer to Section "5. Price Proposal" of this proposal. 46. Per Svc Unit # 447 Per Scope of Services $ COLLEYVILLE TOTAL QUARTERLY SERVICES: $ Item. # Quantity Description of Products/Services Unit Price ANNUAL MAINTENANCE SERVICES 47. Per Svc Unit # 402 Per Scope of Services $ 48. Per Svc Unit # 404 Per Scope of Services $ 49. Per Svc Unit # 405 Per Scope of Services $ 50. Per Svc Unit # 406 Per Scope of Services $ 51. Per Svc Unit # 407 Per Scope of Services $ 52. Per Svc Unit # 408 Per Scope of Services $ 53. Per Svc Unit # 409 Per Scope of Services $ 54. Per Svc Unit # 418 Per Scope of Services $ 55. Per Svc Unit # 419 Per Scope of ,Services $ 56. 1 Per Svc Unit # 420 Per Scope of Services $ 57. Per Svc Unit # 421 Per Scope of Services $ 58. Per Svc Unit # 422 Per Scope of Services $ 59. Per Svc Unit # 423 Per Scope of Services $ 60. Per Svc Unit # 447 Per Scope of Services $ COLLEYVILLE TOTAL ANNUAL SERVICES: $ Item:# uanti Description of Products/Services Unit Price; ALL DEPARTMENTS ITEMS GROUND LADDER TESTING ALL DEPARTMENTS 61. Per Ft Ground Ladder Testing Per Scope of Services $ 62. Testing Services Performed at ANNUAL PUMP TESTING ALL DEPARTMENTS 63. Per Svc Annual Pump Testing Per Scope of Services $ City of Southlake - RFB1106B300CA110017 - Page 15 of 26 Please refer to Section "5. Price Proposal" of this proposal. 64. Testing Services Performed at ANNUAL AERIAL TESTING ALL DEPARTMENTS 65. Per Svc Annual Aerial Testing Per Scope of Services $ 66. Testing Services Performed at MISCELLANEOUS FEES ALL DEPARTMENTS 67. Per Svc Travel Fee. Please Indicate How and When Charged $ 68. Per Hr Hourly Labor Rate for Shop Repairs $ 69. Per Hr Hourly Labor Rate for Field Repairs $ 70. Per Hr Hourly Labor Rate for After Hours Field Repairs $ 71. Per Svc Apparatus / Vehicle Pick Up and Delivery Fee $ 72. Per Svc Parts Discount Percentage from List Price 73. Per Svc Shop Supply Charges Percentage of Bill % Max Amount $ $ 74, Per Svc Other Vendor Charges. Please Describe. $ 75. Per Svc Other Vendor Charges. Please Describe. $ 76. Per Svc Other Vendor Charges. Please Describe. $ TOTAL ALL DEPARTMENT AND ITEMS: $ City of Southtake - RFB1106B300CA110017 - Page 16 of 26 3. Bidder's Experience 1 Staff A. Project Team: Identify all members of the Bidder's team (including both team members and management) who will be providing any services proposed and include information which details their experience. Please refer to Sections "2. Management Approach" and "3. Resumes and Certifications" of this ro al B. Removal or Re lacemeRt Ntaff: If an assigned staff person must be removed or replaced for any reason, the replacement person must be approved by City prior to joining the project. First Vehicle Services will comply with this requirement. C. Business Establishment: State the number of years the Bidder's business has been established and operating. If Bidder's business has changed names or if the principals operating the business operate any similar businesses under different names, or have operated any other businesses or changed the legal status or form of the business within the last five (5) years, all names, of predecessor business names, affiliated entities, and previous business entities operated by the principals, if different than present, must be provided; State the number of years experience the business has: 30+ ; and the number of employees: 866 Number of Certified Emergency Vehicle Technicians (EVT) on staff. 73 D. Project Related Ex erience: All Bids must include detailed information that details the Bidder's experience and expertise in providing the requested services that demonstrates the Bidder's ability to Iogically plan and complete the requested project. Please refer to Sections "l . Qualifications and Experience" and "4. Scope of Services" of this proposal. City of Southlake - RFB1106B300CA110017 - Page 17 of 26 4. References Bidder shall provide three (3) references where Bidder has performed similar to or the same types of services as described herein. Please refer to Section "ll. Qualifications and Experience" Reference #l: of this proposal. Client 1 Company Name: Contact Name: Contact Title: Phone: Email: Date and Scope of Work Provided. Reference 2: Client / Company Name: Contact Name: Contact Title: Phone: Email: Date and Scope of Work Provided: Reference #3: Client / Company Name: Contact Name: Contact Title: Phone: Email: Date and Scope of Work Provided: City of Southlake - RFB1106B300CAL10017 - Page 18 of 26 5. Trade Secrets and/or Confidential Information Trade Secrets and/or Confidential Information: This bid X (does) _ (does not) contain trade secrets and/or confidential information. If applicable, describe such trade secrets and confidential information, and the basis for your assertion that such material qualifies for legal protection from disclosure. All information contained in this Bid is proprietary to First Vehicle Services, Inc. 6. Federal, State and/or Local Identification Information 7. S. A. Centralized Master Bidders List registration number: Not Applicable. B. Prime contractor HUB / M)NBE registration number. Not Applicable. C. An individual Bidder acting as a sole proprietor must also enter the Bidder's Social Security Number: # - - Federal Tax I.D. Number: 20-0441528 Cooperative Governmental Purchasing Notice Other governmental entities maintaining interlocal agreements with the City, may desire, but are not obligated, to purchase goods and services defined in this RFB from the successful Bidder. All purchases by governmental entities, other than the City, will be billed directly to and paid by that governmental entity. The City will not be responsible for another governmental entity's debts. Each governmental entity will place their own orders with the successful Bidder and be responsible for ensuring full compliance with the RFB specifications. Prior to other governmental entities placing orders, the City will notify the successful Bidder of their intent. Please indicate below if you will permit other governmental entities to purchase from your agreement with the City. [X ] Yes, Others can purchase; Term of Contract and Option to Extend: [ ] No, Only the City can purchase. Any contract resulting from this RFB shall be effective for twelve months from date of award. The City anticipates that contract shall be renewed pursuant to the availability of funds and at the discretion of the City. The following clauses shall be included in the contract: A. Option Clause: It is agreed that City will have the option to extend the contract for up to four (4) additional years, in one-year intervals. To exercise this option, the City shall serve notice 30 days prior to contract termination or to the end of any one-year extension. The Option to Extend will not be considered if funding is unavailable or if the contractor's past performance is not within the industry standard. B. Escalation Clause: Should market conditions prevail which dictate an increase, the successful contractor may submit documentation requesting permission to increase pricing no later than 30 days after receiving notice from the City of its intent to extend the agreement. Escalation may only occur at the time of renewal and only upon securing the approval of the City in writing. Requests for price adjustments must be solely for the purpose of accommodating an increase in the contractor's cost, not profits. Vendors shall show in this quote their anticipated percent of escalation if/when the option to extend is exercised. The percent quoted will be a maximum. In addition, the percentage proposed will be a factor in determining the best value to the City. It is the average price over the period of the contract that will be the price factor considered in the evaluation of this quote. Quotes in which negative or no escalation is shown will be considered as 0% escalation. City of Southlake - RFB1106B300CA110017 - Page 19 of 26 C. Price Increases Upon Extension: If approved by the City, the Contractor shall modify the rates charged by the Contractor to reflect any changes shown in the comparative statement delivered to the City. The maximum increase allowed under this provision shall be four percent (4%) per year. The City shall have authority, in its reasonable discretion, to determine the validity of any change in Contractor's rates. City cannot exercise the Option to Extend with any price increases unless the Vendor completes the section of the Quote requesting anticipated percentage of annual escalation. FIRST ADDITIONAL YEAR (FY 2013) ESCALATION ........................... 2.0 % SECOND ADDITIONAL YEAR (FY 2014) ESCALATION ...................... 2.0 % THIRD ADDITIONAL YEAR (FY 2015) ESCALATION ......................... 2.0 % FOURTH ADDITIONAL YEAR (FY 2016) ESCALATION ......................... 2.0 % H. CONTRACT TERMS AND CONDITIONS. EXCEPT WHERE BIDDER MAKES SPECIFIC EXCEPTION IN THE SUBMITTED BID, ANY CONTRACT RESULTING FROM THIS RFB WILL CONTAIN THE FOLLOWING TERMS AND CONDITIONS, WHICH BIDDER HEREBY AKNOWLEDGES, AND TO WHICH BIDDER AGREES BYSUBMITTING A BID: First Vehicle Services hereby acknowledges and agrees with the Contract Terms and Conditions of this 1. Delivery of Products and/or Services Request For Bids. A. Payment Terms: Unless otherwise specified in the Scope of Services or otherwise agreed to in writing by the City, payment terms for the City are Net 30 days upon receipt of invoice. B. Warranty of Products and Services: All products furnished under this contract shall be warranted to be merchantable and good quality and fit for the purposes intended as described in this Bid, to the satisfaction of City and in accordance with the specifications, terms, and conditions of the Scope of Services, and all services performed shall be warranted to be of a good and workmanlike quality, in addition to, and not in lieu of, any other express written warranties provided. C. Late Delivery or Performance: If Bidder fails to deliver acceptable goods or services within the timeframes established in the Project Schedule, the City shall be authorized to purchase the goods or services from another source and assess any increase in costs to the defaulting Bidder, who agrees to pay such costs within ten days of invoice. D. FOB (deliveryges): All products offered shall be FOB final destination, with all delivery charges to be prepaid by the Bidder. The City does not accept C.O.D. or collect shipments. The contract price shall include all charges, including delivery, installation and set-up fees. All packing, crating, or other debris resulting from the delivery or set-up of the commodity purchased shall be removed and properly disposed by the successful Bidder at no additional cost to the City. E. Excess or Incorrect Commodities: Products or materials delivered in error or in excess of the quantity ordered shall be returned at the successful Bidder's expense, unless otherwise agreed to in writing by the City. F. Title to Goods and Risk of Loss: For goods to be provided by Bidders hereunder, if any, the title and risk of loss of the goods shall not pass to City until City actually receives, takes possession, and accepts the goods and the installation of such goods, has tested the system, and determined that it is in good and acceptable working order. City ofSouthlake - RFB1106B300CA110017 - .Page 20 of 26 2. Miscellaneous A. Independent Contractor: Bidder agrees that Bidder and Bidder's employees and agents have no employer -employee relationship with City. Bidder agrees that if Bidder is selected and awarded a contract, City shall not be responsible for the Federal Insurance Contribution Act (FICA) payments, Federal or State unemployment taxes, income tax withholding, Workers Compensation Insurance payments, or any other insurance payments, nor will City furnish any medical or retirement benefits or any paid vacation or sick leave. B. Assignments: The rights and duties awarded the successful Bidder shall not be assigned to another without the written consent of the Purchasing Manager. Such consent shall not relieve the assigner of liability in the event of default by the assignee. C. Liens: Bidder shall indemnify and save harmless the City against any and all liens and encumbrances for all labor, goods, and services which may be provided to the City by Bidder or Bidder's vendor(s), and if the City requests, a proper release of all liens or satisfactory evidence of freedom from liens shall be delivered to the City. D. Gratuities / Bribes: Bidder certifies that no bribes in the form of entertainment, gifts, or otherwise, were offered or given by the successful Bidder, or its agent or representative, to any City officer, employee or elected representative, with respect to this RFB or any contract with the City, and that if any such bribe is found to have been made this shall be grounds for voiding of the contract E. Financial Participation: Bidder certifies that it has not received compensation from the City to participate in preparing the specifications or RFB on which the Bid is based and acknowledges that this contract may be terminated and/or payment withheld if this certification is inaccurate. F. Required Licenses: Bidder certifies that he holds all licenses required by the State of Texas for a provider of the goods and/or services described by the Scope of Services herein. G. Authori1y to Submit Bid and Enter Contract: The person signing on behalf of Bidder certifies that the signer has authority to submit the Bid on behalf of the Bidder and to bind the Bidder to any resulting contract. H. Co m liance with Applicable Law: Bidder agrees that the contract will be subject to, and Bidder will strictly comply with, all applicable federal, state, and local laws, ordinances, rules, and regulations. 3. Financial Responsibility Provisions A. Insurance: The Bidder, consistent with its status as an independent contractor, shall carry, and shall require any of its subcontractors to carry, at least the following insurance in such form, with such companies, and in such amounts (unless otherwise specified) as City may require: i. Worker's Compensation and Employer's Liability insurance, including All States Endorsement, to the extent required by federal law and complying with the laws of the State of Texas; ii. Commercial General Liability insurance, including Blanket Contractual Liability, Broad Form Property Damage, Personal Injury, Completed Operations/Products Liability Premises Liability, Medical Payments, Interest of Employees as additional insureds, and Broad Form General Liability Endorsements, for at least One Million Dollars ($1,000,000) Combined Single Limit Bodily Injury and Property Damage on an occurrence basis; iii. Comprehensive Automobile Liability insurance covering all owned, non -owned or hired automobiles to be used by the Contractor, with coverage for at least One Million Dollars ($1,000,000) Combined Single Limit Bodily Injury and Property Damage. City of Southlake - RF131105B300CA110017 - Page 21 of 26 B. Indemnification: Bidder agrees to defend, indemnify and hold harmless the City, all of its officers, Council members, agents and employees from and against all claims, actions, suits, demands, proceedings, costs, damages and liabilities, including reasonable attorneys' fees, court costs and related expenses, arising out of, connected with, or resulting from any acts or omissions of Bidder or any agent, employee, subcontractor, or supplier of Bidder in the execution or performance of this contract without regard to whether such persons are under the direction of City agents or employees. The Bidder agrees to protect and indemnify the City, all of its officers, Council members, agents and employees, from all claims, actions, suits, demands, proceedings, costs, damages and liabilities, including reasonable attorneys' fees, court costs and related expenses, arising out of any alleged infringement of patents or copyrights arising from the Contractor's performance under the Contractor's Bid, including attorneys' fees and court costs. C. Indemnily for Intellectual Property: Bidder hereby warrants that the use or sale of the products, materials and services delivered hereunder will not infringe on the rights of any trade secrets, patent, copyright, registered trademark, or other intellectual property by right covering such materials and the successful Bidder agrees to indemnify and hold harmless the City for any and all costs, expenses, judgments, and damages which the City may have to pay or incur. City of Southlake - RFB1106B300CA110017 - Page 22 of 26 Appendix C — Form CIQ INFORMATIONREGARDMG VENDOR CONFLICT OFINTEREST QUESTIONNAIRE WHO: A person must file a conflict of interest questionnaire with the City if the person has a employment or business relationship with an officer of the City that results in taxable income exceeding $2,500 during the preceding twelve month period, or an officer or a member of the officer's family has accepted gifts with an aggregate value of more than $250 during the Previous twelve month period and the person engages in any of the following actions: I. contracts or seeks to contract for the sale or purchase of property, goods, or services with the City, including any of the following: a written and implied contracts, utility purchases, purchase orders, credit card Purchases and any purchase of goods and services by the City; b. contracts for the purchase or sale of real property, personal property including an auction ofproperty; C. tax abatement and economic development agreements; 2. submits a bid to sell goods or services, or responds to a request for proposal for services; 3. enters into negotiations with the City for a contract; or 4. applies for a tax abatement and/or economic development incentive that will result in a contract with the City. THE FOLLOWING ARE CONSIDERED OFFICERS OF THE CM: I . Mayor and City Council Members; 2. City Manager; 3. Board and Commission members appointed by the Mayor or City Council members; 4. Directors of4A and 4B development corporations; 5. the executive directors or managers of 4A and 4B development corporations; and 6. Directors of the City of Southlake who have authority to sign contracts on behalf of the City. EXCLUSIONS: A questionnaire statement need not be filed if the money paid to a local government officer was a political contribution, a gift to a member of the officer's family from a family member; a contract or purchase of less than $2,500 or a transaction at a price and subject W-%0u dakeNiseel[aneouskaapter176_Apach,nentC1Q.09260a.doc No 1 uE3 Cary of Southlake - RFB1106B300CA110017 - Page 23 of 26 to terms available to the public; a payment for food, lodging, transportation or entertainment; or a transaction subject to rate or fee regulation by a governmental entity or agency. WHAT: A person or business that contracts with. the City or who seeks to contract with the City must file a "conflict of interest questionnaire" (FORM CIQ) which is available online at MM.ethics.state.tx.us and a copy of which is attached to this Guideline. The form contains mandatory disclosures regarding "employment or business relationships" with a municipal officer. Officials may be asked to clarify or interpret various portions of the questionnaire. WHEN: The person or business must file: 1. the questionnaire no later than seven days after the date the person or business begins contract discussions or negotiations with the municipality, or submits an application, responds to a request for proposals or bids, correspondence, or other writing related to a potential contract or agreement with the City; and 2. an updated questionnaire within seven days after the date of an event that would make a filed questionnaire incomplete or inaccurate. It does not matter if the submittal of a bid or proposal results in a contract. The statute requires a vendor to file a FORM CIQ at the time a proposal is submitted or negotiations commence. WHERE: The vendor or potential vendor must mail or deliver a completed questionnaire to the Finance Department. The Finance Department Is required by law to post the statements on the City's intereet webslte. ENFORCEMENT: Failure to file a questionnaire is a class c misdemeanor punishable by a fine not to exceed $500. It is an exception to prosecution #hat the person files a FORM CIQ not later than seven business days after the person received notice of a violation. NOTE: The City does not have a duty to ensure that a person files a conflict of interest questionnaire. W:. SoutMak-eW!scellaneous\Chapuw 176.Atrach rent CIQ_092608.doc Page 2 of 3 City of Southlake - RFB1106B300CA110017 - Page 24 of 26 j CONFLICT of INTEREST QUESTIONNAIRE FORM GQ For vendor or other person doing business with local governmenml entity This questionnaire reflects changos made to the law by N.B. 1491, Rath Lou., Regular Seaalon. This questionnaire is being filed in accordance with Chapter'176, Local GovernmentC(de by a person who has business relationship as defined by Section 176.001(1-a) witha local governmental entity and the person meets requirements under Section 176.006fa). By )awthis questionnaire must be filed with the records administrator of the Local governmental entity not later than the 7th business day afterthe date the person becomes aware affacis that require the statement tobefiled, See Section 176.006,Local GovemmentCode, A person commits an offense if the person knowingly violates Section 176-006, Local Gov emment Code. An offense underthis section is a Class C misdemeanor. Name of person who has a business relationship with local governmental entity. None. El Check tads bca Ifyou Ire flung an Weis toa Previously filed questionnaire. OFFICE U5@ ONLY DMk Reoaind (The law requires that you file an updated completed questlonnatre with the appropriate tiling authority not iaior than the 7th business day after the date the originally ftled questionnaire becomes incorriplete or inaccurate.) Name of local government officer with wham filer has employment or business relationship. None. Name of Otaeer This section (item 3 including subparis A, B, C & D) must be complated for each oifioer vAttl whom the filer has an employment or oBier bustness relaIlDnshld as defined by Section 176.001(i-a), Loral Grnomment Code. Attach additional pages to this FDmt CIO as necessary! A. Is the local government ofticar named in this section receiving or likely to receive taxable Income, otharfnan Investment income, from the Mier of tite ques[4onnaire7 Yes F-I No R. Is the tnerof the questionnaire receiving or likely to receive taxable income, other than Investment i ne me, from or at the direction of the local government officer named in this section AND the taxable income [a not received from the local governmental entity? = Yes - 0 W C. Is the Eder of this questionnaire employed by a corporation or other business entity w3h respect to which the local 90119mment oihcer serves as an officer or d€rectm. or holds an ownership of 10 percent of more? E] Y- No D- Desuibe each amployrnerit or business relationship with the Total government officer named In this section - person dS g,p Whws;16 Wthe governmental entity Bradley A. Thomas, President First Vehicle Services, Inc. WASouthlakeNiscellmeouslehapter 176.AttachmentC1Q.t I)8.doc ust 16, 2011 Date Adopted M2912007 Page 3 0173 City of Southlake - RFB1106B300CA110017 - Page 25 of 26 F 11 c Vf SOUTHrL E Finance Department Dear Prospective City of Southlake Vendor, We value your business with the City and welcome your feedback One of our City departments has requested to complete a purchase with your company or business. In order for this purchase to be allowed we require the attached forms to be filled out and returned. We recently implemented a new Financial Management system that provides an efficient means of initiating and e-mailing purchase orders to vendors. In addition, the new software has a Vendor Self Service feature that will be implemented in the next several months. Please watch our web -site and your mailbox for more information on this exciting option available to all certified City of Southlake vendors. The State of Texas requires by statute that all entities desiring to conduct business with the City of Southlake complete the Form CIQ on an annual basis. In addition, IRS code requires all entities to maintain a Form W-9 for all vendors on an annual basis. To ensure we are in compliance with these statutes, all certified City of Southlake vendors must complete these forms in October of each year. Finally, to become a certified City of Southlake vendor, you will need to complete the aforementioned forms and a vendor application. We want to make this process as easy as possible for our existing vendors, and also for our prospective vendors, so we have developed the enclosed Certification Manual. Please complete the application on the final page of the booklet, sign the back of the page and return the application, Form CIQ, and Form W-9 to the address below, Attention; Purchasing, as soon as possible. You may also fax the required forms to 817-748-8048 Attn: Purchasing. The manual will provide contact information for Finance staff, a general listing of commodity codes for the application, and a copy of the City's standard Terms and Conditions. Please retain these items for your future reference. A current listing of City of Southlake Officers for the Form CIQ is available on our web -site. Thank you for your time and attention to this new and very important City of Southlake program. We look forward to continuing our business relationship and welcome any questions or continents you may have. Please feel free to contact Tim Slifka, Purchasing Manager or Barbara Obudho, Accounting Assistant should you have questions regarding the certification process. Regards, Tim Slifka Purchasing Manager Enclosure(s) 1400 Main Street Suite 440 . Southlake, TX 76092 (817) 748-8312 . www.ci.southlake.kus SOUTHLAIZE City of Southlake 1400 Main Street Southlake, Texas 76092 Vendor Certification Program Effective Date: 1 0/01 /2007 This pamphlet is designed to explain how to become certified as a City of Southlake Vendor: Below is a checklist of forms that must be completed and returned to the Finance Department. Checklist for Certification ❑ City of Southlake Vendor Application Form completed and returned ❑ Vendor Statement ofAgreement signed and returned ❑ IRS Form W-9 completed and returned ❑ Texas State Form CIQ completed and returned ❑ Go Green hff Please consider the environment and email the required four forms to bobudho@ci.southlake.tx.us. If you don't have access to a computer, you may fax forms to 817-748-8048 Attn: Purchasing. CITY of SOUTHLAI(,,,E Purchasing Focus The purchasing staff of the City of Southlake bid purchases according to State and local stat- ute. The goal of these bids are to obtain the "best value" for the City. This may not always mean the lowest price. We consider such things as reputation, product quality, customer service, totality of proposal, compliance with local, state, and federal laws, cost, delivery, and other criteria. Our web -site: www.ci.southlake.tx.us Please visit our web -site periodically, as we continue to communicate with our Certified Ven- dors and those interested in conducting business with the City regarding policy changes, vendor online self service, vendor fairs, etc. For questions regarding purchasing opportunities with the City, please contact our Purchasing Manager. Purchasing Staff: Tim Slifka, Purchasing Manager 817-748-8312 Barbara Obudho, Accounting Asst II 817-748-8940 CITY OF SOUTHLAKE VENDOR COMMODITY CODES 003 AWARDS AND PROMOTIONAL ITEMS 008 COMPUTER AND COMMUNICATION SUPPLIES 012 DUES AND LICENSES 025 EVENT AND SPORT SUPPLIES 040 FACILITY SUPPLIES AND EQUIPMENT 048 FIRE DEPARTMENT PRODUCTS AND EQUIPMENT 055 FLEET AND RELATED SUPPLIES AND EQUIPMENT 058 FLEET HEAVY EQUIPMENT PRODUCTS AND SUPPLIES 059 FLEET LIGHT EQUIPMENT PRODUCTS AND SUPPLIES 085 JANITORIAL SUPPLIES 100 K9 RELATED SUPPLIES 125 LANDSCAPE AND SPORTSFIELD SUPPLIES AND EQUIPMENT 135 LIBRARY RESOURCE MATERIALS 145 MEALS AND FOOD 148 MEDICAL EQUIP AND PRODUCTS 155 OFFICE SUPPLIES 200 POLICE PRODUCTS AND EQUIPMENT 225 PUBLIC SAFETY PRODUCTS AND EQUIPMENT 245 PUBLICATIONS 260 SEWER, STREET, AND WATER SUPPLIES AND EQUIPMENT 325 UNIFORMS ALL TYPES 400 BACKGROUND RESEARCH SERVICES 425 COMPUTERS AND COMMUNICATION SERVICES 438 DESIGN SERVICES 455 ENGINEERING SERVICES 458 ENVIRONMENTAL SERVICES 462 EVENT AND ENTERTAINMENT FEES AND SERVICES 485 FACILITY SERVICES 525 FINANCIAL SERVICES 545 FLEET AND RELATED EQUIPMENT SERVICES 600 GENERAL SERVICES NOT OTHERWISE CATEGORIZED 545 GROUP BENEFITS AND INSURANCE SERVICES 648 HEALTHCARE SERVICES 680 K9 RELATED SERVICES 695 LABORATORY TESTING SERVICES 715 LANDSCAPE SERVICES 745 LEGAL SERVICES 785 MEDICAL EQUIPMENT REPAIR SERVICES 865 PUBLIC SAFETY AND EQUIPMENT REPAIR SERVICES 900 RENTAL SERVICES 945 SPECIALIZED SERVICES 958 SEWER, STREET AND WATER SERVICES 965 TRAVEL SERVICES 972 UTILITY, PRINTING, AND POSTAL SERVIC:FS If you do not see a code that fits your business products/services, please write a brief description of your product or service and Purchasing will assign a code to your organization or create a new code. %- 11 X ur 1V U 1 HhAli,_L VENDOR APPLICATION Requesting Staff/Dept: Vendor Name Remit Address: First Vehicle Services, Inc. I Check ifsame as physical address Physical Address: 600 Vine Street ISuite 1400 1 I Cincinnati, Ohio 45202 1 Select General Commodity Code(s) from the list on the previous page 1545 1865 TIN# or SS# ILO-0441528 Texas HUB #: Not applicable. Other # Telephone Other Name 513.241.2200 Fax 513.684.8852 Contact Name Aubrey Felton, Region Vice President E-mail 11 Check if accept POW via e-mail �Aubrey.Felton@firstgroup.com Tvue of Business: It Corporation ❑ Partnership ❑ Sole -proprietorship ❑ Other 1099able? Yes 8 or No ❑ If your company accepts EFT payments, please fill in the blanks below. Account Name Account # ❑ Checking ❑ Savings Bank Name Routing # Vendor Statement of Agreement The City of Southlake requires all vendors who desire to conduct business with the City to complete the Vendor Certification Program as outlined in this manual. In addition, the following City of Southlake Purchasing Policy items must be agreed to by an Authorized Representative of the vendor organization. ♦ All invoices, statements, and other correspondence must be sent to: City of Southlake Finance -Accounts Payable 1400 Main Street, Suite 440 Southlake, Texas 76092 ♦ All invoices are paid no later than 30 days past the later of the invoice date or date of acceptance of the product or service by an authorized city representative, providing the invoice is mailed to the above address, in compliance with the Prompt Payment Act ♦ Invoices for product purchases must include a Purchase Order #. The City of Southlake Purchase Order is not valid unless it contains the signatures of the City Manager and Finance Director. Purchase Orders by phone are permitted only by the City's Purchasing Manager. ♦ The City's Terms and Conditions are enclosed. Deviations from this document must be agreed to in writing by an authorized City Representative. My signature below certifies that I am an authorized representative of the vendor named on the reverse side of this form, and that my company agrees to abide by the above policy statements and the attached terms and conditions unless otherwise agreed to in writing. Bradl-ey A. Thomas President ---------------------- ---------------- Pr' Name Title August 16, 2011 --- ------------ ------------------ Sxgnatur Date Form w-9 Request for Taxpayer Give form to the (Rev. October 2007) Identification Number and Certification requester. Do not Department of the Treasury send to the IRS. Internal Revenue Service N Name (as shown on your income tax return) First Vehicle Services, Inc. a Business name, if different from above c 0 a c Check appropriate box: ❑ Individual/Sole proprietor IN Corporation ❑ Partnership El Limited liability company.Enter the tax Exempt classification ©=disre arded entity, C=co oration, P= artnershi ► .._____ { 9 y rp p p) ❑ o` 2 'to ❑ Other (see instructions) lb - payee Address (number, street, and apt. or suite no.) Requester's name and address (optional) IL 600 Vine Street, Suite 1400 0 City, state, and ZIP code CL Cincinnati, Ohio 45202 List account number(s) here (optional) CO Lj� Taxpayer Identification Number (TIN) Enter your TIN in the appropriate box, The TIN provided must match the name given on Line 1 to avoid Social security number backup withholding. For individuals, this is your social security number (SSN). However, for a resident alien, sole proprietor, or disregarded entity, see the Part I instructions on page 3. For other entities, it is your employer identification number (EIN). If you do not have a number, see How to get a TiN on page 3. or Note. If the account is in more than one name, see the chart on page 4 for guidelines on whose Employer identification number number to enter. Ign n4.,d 1 F.FM Under penalties of perjury, I certify that.- 1 . The number shown on this form is my correct taxpayer identification number (or I am waiting for a number to be Issued to me), and 2. 1 am not subject to backup withholding because: (a) 1 am exempt from backup withholding, or (b) I have not been notified by the Internal Revenue Service (IRS) that I am subject to backup withholding as a result of a failure to report all interest or dividends, or (c) the IRS has notified me that I am no longer subject to backup withholding, and 3. 1 am a U.S. citizen or other U.S. person (defined below). Certification instructions. You must cross out item 2 above if you have been notified by the IRS that you are currently subject to backup withholding because you have failed to report all interest and dividends on your tax return. For real estate transactions, item 2 does not apply. For mortgage interest paid, acquisition or abandonment of secured property, cancellation of debt, contributions to an individual retirement arrangement (IRA), and generally, payments other than interest and dividends, you are not required to sign the Certification, but you must provide your correct TIN. See the instructions on page 4. sign Signature of Here U.S. person ► j�,� �►A �Rresjdent Date ► August 16, 2011 General Instructions Section references are to the Internal Revenue Code unless otherwise noted. Purpose of Form A person who is required to file an information return with the IRS must obtain your correct taxpayer identification number (TIN) to report, for example, income paid to you, real estate transactions, mortgage interest you paid, acquisition or abandonment of secured property, cancellation of debt, or contributions you made to an IRA. Use Form W-9 only if you are a U.S. person (including a resident alien), to provide your correct TIN to the person requesting it (the requester) and, when applicable, to: 1. Certify that the TIN you are giving is correct (or you are waiting for a number to be issued), 2. Certify that you are not subject to backup withholding, or 3. Claim exemption from backup withholding if you are a U.S. exempt payee. If applicable, you are also certifying that as a U.S. person, your allocable share of any partnership income from a U.S. trade or business is not subject to the withholding tax on foreign partners' share of effectively connected income. Note. If a requester gives you a form other than Form W-9 to request your TIN, you must use the requester's form if it is substantially similar to this Form W-9. Definition of a U.S. person. For federal tax purposes, you are considered a U.S. person if you are: • An individual who is a U.S. citizen or U.S. resident alien, • A partnership, corporation, company, or association created or organized in the United States or under the laws of the United States, • An estate (other than a foreign estate), or • A domestic trust (as defined in Regulations section 301.7701-7). Special rules for partnerships. Partnerships that conduct a trade or business in the United States are generally required to pay a withholding tax on any foreign partners' share of income from such business. Further, in certain cases where a Form W-9 has not been received, a partnership is required to presume that a partner is a foreign person, and pay the withholding tax. Therefore, if you are a U.S. person that is a partner in a partnership conducting a trade or business in the United States, provide Form W-9 to the partnership to establish your U.S. status and avoid withholding on your share of partnership income. The person who gives Form W-9 to the partnership for purposes of establishing its U.S. status and avoiding withholding on its allocable share of net income from the partnership conducting a trade or business in the United States is in the following cases: • The U.S. owner of a disregarded entity and not the entity, Cat. No. 10231X Form flit-9 (Rev. 10-200 ) INFORMATION REGARDING VENDOR CONFLICT OF INTEREST QUESTIONNAIRE WHO: The following persons must file a conflict of interest questionnaire with the City if the person has an `employment or business relationship with an officer of the City that results in taxable income exceeding $2,500 during the preceding twelve month period, or an officer or a member of the officer's family has accepted gifts with an aggregate value of more than $250 during the previous twelve month period and the person engages in any of the following actions: 1. contracts or seeks to contract for the sale or purchase of property, goods or services with the City, including any of the following: a. written and implied contracts, utility purchases, purchase orders, credit card purchases and any purchase of goods and services by the City; b. contracts for the purchase or sale of real property, personal property including an auction of property; c. tax abatement and economic development agreements; 2. submits a bid to sell goods or services, or responds to a request for proposal for services; 3. enters into negotiations with the City for a contract; or 4. applies for a tax abatement and/or economic development incentive that will result in a contract with the City THE FOLLOWING ARE CONSIDERED OFFICERS OF THE CITY: 1. Mayor and City Council Members; 2. City Manager; 3. Board and Commission members and appointed by the Mayor and City Council members; 4. Directors of 4A and 4B development corporations; 5. the executive directors or managers of 4A and 4B development corporations; and 6. Directors of the City of Southlake who have authority to sign contracts on behalf of the City. EXCLUSIONS. A questionnaire statement need not be filed if the money paid to a local government official was a political contribution, a gift to a member of the officer's family from a family member; a contract or purchase of less than $2,500 or a transaction at a price and subject to terms available to the public; a payment for food, lodging, transportation or entertainment; or a transaction subject to rate or fee regulation by a governmental entity or agency. WHAT: A person or business that contracts with the City or who seeks to contract with the City must file a "conflict of interest questionnaire" (FORM CIQ) which is available online at www.ethics.state.tx.us and a copy of which is attached to this Guideline. The form contains mandatory disclosures regarding "employment or business relationships" with a municipal officer. Officials may be asked to clarify or interpret various portions of the questionnaire. WHEN: The person or business must file: 1. the questionnaire no later than seven days after the date the person or business begins contract discussions or negotiations with the municipality, or submits an application, responds to a request for proposals or bids, correspondence, or other writing related to a potential contract or agreement with the City; and 2. an update questionnaire within seven days after the date of an event that would make a filed questionnaire incomplete or inaccurate. It does not matter if the submittal of a bid or proposal results in a contract. The statute requires a vendor to file a FORM CIQ at the time a proposal is submitted or negotiations commence. WHERE: The vendor or potential vendor must mail or deliver a completed questionnaire to the Finance Department. The Finance Department is required by law to post the statements on the City's internet website. ENFORCEMENT: Failure to file a questionnaire is a class c misdemeanor punishable by a fine not to exceed $500. It is an exception to prosecution that the person files a FORM CIQ not later than seven business days after the person received notice of a violation. NOTE: The City does not have a duty to ensure that a person files a conflict of interest questionnaire. CONFLICT OF INTEREST QUESTIONNAIRE For vendor or other person doing business with local governmental entity FORM CIQ This questionnaire reflects changes made to the law by W.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. Name of person who has a business relationship with local governmental entity. None. ❑ Check this box if you are filing an update to a previously filed questionnaire. OFFICE USE ONLY Date Received (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 local government officerwith whom filer has employment or business relationship. None. 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? 1-1 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? F1Yes F-1No D. Describe each employment or business relationship with the local government officer named in this section. Signature of 06rson d ' g business with the governmental entity August 16, 2011 Date Bradley A. Thomas, President Adopted 06/29/2007 First Vehicle Services, Inc. GENERAL TERMS AND CONDITIONS 1. SELLER TO PACKAGE GOODS: Seller will package goods in accordance with good commercial practice. Each shipping container shall be clearly marked and permanently packed as follows: (a) Seller's name and address; (b) Consignee's name, address and purchase order number. Container number and total number of containers, e.g. box I of 4 boxes; and (d) the number of the container bearing the packing slip. Seller shall bear cost of packing unless otherwise agreed to in writing. Goods shall be suitably packed to secure lowest transportation costs and to conform with requirements of common carriers and any applicable specifications. Buyer's count or weight shall be final and conclusive on shipment not accompanied by packing lists. 2. FUNDING: Vendor recognizes that the continuation of any purchase order during and or after the close of any given fiscal year of the City of Southlake, which fiscal year ends on September 30 of each year, shall be subject to Council budget approval of the City of Southlake providing for or covering such purchase order item as an expenditure therein. The City does not represent that said budget item will actually be adopted, or remain as adopted, as this determination is within the sole discretion of the City Council. Should funding not be approved by the City Council for any given budget year during the purchase order term, the purchase order will terminate and become null and void. 3. SHIPMENT UNDER RESERVATION PROHIBITED: Seller is not authorized to ship the goods under reservation and no tender of a bill of lading will operate as a tender of goods. 4. TITLE AND RISK OF LOSS: For goods to be provided by Vendor's hereunder, if any, the title and risk of loss of the goods shall not pass to City until City actually receives, takes possession, and accepts the goods and the installation of such goods, has tested the system, and determined that it is in good and acceptable working order. 5. F.O.B. DELIVERY: All products offered shall be FOB final destination, with all delivery charges to be prepaid by the vendor. The City does not accept C.O.D. or collect shipments. The agreed upon price shall include ail charges, including delivery, installation and set-up fees. All packing, crating, or other debris resulting from the delivery or set up of the commodity purchased shall be removed and properly disposed by the successful vendor at no additional cost to the City. 6. NO PLACEMENT OF DEFECTIVE PRODUCT: Every delivery of goods must fully comply with all provisions of this purchase order as to time of delivery, quality and the like. If a delivery is made which does not fully conform, this shall constitute a breach and Seller shall not have the right to substitute a conforming product, provided, where the time for performance has not yet expired, the Seller may reasonably notify Buyer of his intention to correct and may then make a correct delivery within the agreed upon time but not afterward. 7. PLACE OF DELIVERY: The place of delivery shall beset forth in the `Ship To' block of the purchase order, purchase change order, or other such document. 8. INVOICES AND PAYMENT'S: a. Payment Terms are Net 30 and based upon the Texas Prompt Payment Act. Seller shall submit separate invoices, in duplicate, on each purchase order after each delivery, Invoices shall indicate the purchase order number. A copy of the bill of lading, and the freight weigh bill when applicable, should be attached to the invoice. Mail to: City of Southlake, ATTN: Accounts Payable, 1400 Main Street, Suite 440, Southiake, Texas 76092. Payment shall not be due until the above instruments are submitted to Accounts Payable after delivery. Suppliers should keep the Accounts Payable Office advised of any charges in their remittance addresses. b. Do not include Federal Excise, State or City Sales Tax. City shall furnish tax exemption certificate, if required. 9. GRATUITIES: Vendor certifies that no gratuities or bribes in the Form of entertainment, gifts, or otherwise, were offered or given by the Vendor, or its agent or representative, to any City officer, employee or elected representative, with respect to this procurement or any contract with the City, and that if any such gratuity or bribe is found to have been made this shall be grounds for voiding of the purchase order. 10. SPECIAL TOOLS AND TEST EQUIPMENT: If the price stated on the face hereof includes the cost of any special tooling or special test equipment fabricated or required by Seller for the purpose of filling this order, such special tooling equipment and any process sheets related thereto shall become the property of the Buyer and to the extent feasible shall be identified by the Seller as such. 11. 'WARRANTY OF PRICE: a. The price to be paid by the Buyer shall be that agreed to in writing by the City which Seller warrants to be no higher than Seller's current prices on orders for products of the kind and specification covered by the purchase order for similar quantities under similar or like conditions and methods of purchase. in the event Seller breaches this warranty, the prices of the items shall be reduced to the Seller's current prices on orders by others, or in the alternative, Buyer may cancel this purchase order without liability to the seller for breach or Seller's actual expense. b. Pricing from fnterlocal and Cooperative purchasing agreements may be considered. 12. WARRANTY OF PRODUCTS AND SERVICES: All products famished under this contract shall be warranted to be merchantable and good quality and fit for the purposes intended as described in purchase order, to the satisfaction of City and in accordance with the specifications, terms and conditions outlined herein, and all services performed shall be warranted to be of a good and workmanlike quality, in addition to, and not in lieu of, any other express written warranties provided. 13. WARRANTY OF PRODUCT SAFETY: Seller warrants that the products sold to Buyer shall conform to the standards promulgated by the U.S. Department of Labor under the Occupational Safety and Health Act of 1970. In the event the products do not conform to OSHA standards, Buyer may return the product for correction or replacement at the Seller's expense. In the event Seller fails to make the appropriate correction within a reasonable time correction made by Buyer will be at Seller's expense. 14. NO WARRANTY BY BUYER AGAINST INFRINGEMENTS: As part of this agreement for sale, Seller agrees to ascertain whether goods manufactured in accordance with the specifications attached to this agreement will give rise to the rightful claim of any third person by way of infringement or the like. Buyer makes no warranty that the production of goods according to the specification will not give rise to such a claim, and in no event shall Buyer be liable to Seller for indemnification in the event that Seller is sued on the grounds of infringement or the like. If Seller is of the opinion that an infringement or the like will result, he will notify Buyer to this effect in writing within two weeks after receipt of this purchase order. If Buyer does not receive notice and is subsequently held liable for the infringement or the like, Seller will save Buyer harmless. If Seller in good faith ascertains that production of the goods in accordance with the specifications will result in infringement or the like, this agreement shall be null and void except that Buyer will pay Seller the reasonable cost of his search as to infringements. RIGHT OF INSPECTION: Goods purchased are subject to inspection by Buyer. Buyer reserves the right to rejector refuse acceptance of goods which are not in accordance with Buyer's instructions, specifications, drawings and date, or Seller's warranties (expressed or implied). Goods not accepted will be returned to Seller at Seller's risk and expense. Payment for any goods shall not be deemed an acceptance thereof and shall be refunded to the Buyer in the event Seller cannot fulfill an acceptable order. 16. CANCELLATION: Buyer shall have the right to cancel for default all or any part of the undelivered portion of this order if Seller breaches any of the terms hereof remedies, which Buyer may have in law or equity. 17. TERMINATION: The performance of work under this order may be terminated in whole or in part by the buyer in accordance with this provision. Termination of work hereunder shall be effected by the delivery to the Seller of a "Notice of Termination" specifying the extent to which performance of work under the order is terminated and the date upon which such termination becomes effective. Such right of termination is in addition to and not in lieu of rights of Buyer set forth in Clause 16, herein. 18. FORCE MAJEURE: If by reason of Force Maj cure, either parry hereto shall be rendered unable wholly or in part to carry out its obligation under the agreement then such party shall give notice and full particulars of Force Majeure in writing to the other party within a reasonable time after occurrence of the event or cause relied upon, and the obligation of the party giving such notice, so far as is affected by such Force Majeure, shall be suspended during the continuance of the inability then claimed, except as hereafter provided, but for no longer periods and such party shall endeavor to remove or overcome such inability with all reasonable dispatch. The terms Force Majeure as employed herein, shall mean acts of Prod, strikes, lockouts, or other industrial disturbances, acts of public enemy, orders of any kind of government of the United States or State of Texas or any civil or military authority, insurrections, riots, epidemics, landslides, lightning, earthquakes, fires, hurricanes, storms, floods, washouts, droughts, arrests, restraints of government and people, civil disturbances, explosions, breakage or accidents to machinery, pipelines, or canals, or other causes not reasonably within the control of the party claiming such inability. It is understood and agreed that the settlement of strikes and lockouts shall be entirely within the discretion of the party having the difficulty, and that the above requirements that any Force Majeure shall be remedied with all reasonable dispatch shall not require the settlement strikes and lockouts by acceding to the demands of the opposing party or parties when such settlement is unfavorable in the judgment of the party having the difficulty. 19. ASSIGNMENT -DELEGATION: The rights and duties awarded the Vendor assigned on this purchase order shall not be assigned to another without the written consent of the Purchasing Agent. Such consent shall not relieve the assigner of liability in the event of default by the assignee. 20. WAIVER: No claim or right arising out of a breach of this order can be discharged in whole or in part by a waiver or renunciation of the claim or right unless the waiver or renunciation is supported by consideration and is in writing signed by the aggrieved party. 21. MODIFICATIONS: This order can be modified or rescinded only in writing signed by both parties or their duly authorized Managers. 22. COMPLIANCE WITH APPLICABLE LAW: Vendor agrees that the order will be subject to, and Vendor will strictly comply with, all applicable federal, state, and local laws, ordinances, rules, and regulations. 23. ADVERTISING: Seller shall not advertise or publish, without Buyer's prior written consent, the fact that Buyer has entered into this contract, except to the extent necessary to comply with prior requests for information from an authorized representative of federal, state or local government. 24. VENUE: Both parties agree that venue for any litigation arising from the contract shall lie in Tarrant County, Texas. 25. PROHIBITION AGAINST PERSONAL INTEREST IN CONTRACTS: No officer or employee shall have a financial interest, direct or indirect, in any contract with the City, or be financially interested, directly or indirectly, in the sale to the City of any land, materials, supplies or services, except on behalf of the City as an officer or employee. Any knowing and willful violation of this section shall constitute malfeasance in office, and any officer or employee guilty thereof (shall) forfeit his office or position. Any violation of this section with the knowledge, expressed or implied, of the person or corporation conducting business with the governing body of the City shall render the order involved void by the City Manager or the governing body (City Council). 26. INDEMNITY INSURANCE: See request for proposal, request for bids, request for quotes, or request for qualifications, if applicable, for minimum requirements, required for all on -site work on City property. 27. ACCEPTANCE: These General Terms and Conditions ("Terms and Conditions") govern all orders issued by the City to the Vendor identified on the order. Fulfillment of any part of an order, or any other conduct by Vendor which recognizes the existence of an agreement pertaining to the subject matter of such order, shall constitute acceptance by Vender of such order and all of the Terms and Conditions. The Terms and Conditions constitute the complete and exclusive statement of the terms and conditions between Vendor and the City. No revisions to this order or to the Terms and Conditions shall be valid unless made in writing and signed by an authorized representative of the City. The City accepts liability only for purchases of goods and services made through the Purchasing Department and evidenced by a purchase order. 28. RIGHT TO AUDIT: The City of Southlake shall have the right to examine and audit the books and records of Seller -Contractor at any reasonable time. Such books and records will be maintained in accordance with generally accepted accounting principles and will be adequate to enable determination of compliance with the provisions of this order. 29. DISPUTE RESOLUTION: Pursuant to subchapter I, Chapter 271, TEXAS LOCAL GOVERNEMENT CODE, Contractor agrees, that prior to instituting any lawsuit or other proceeding arising from any dispute or claim of breach under this order (a "Claim"), the parties will first attempt to resolve the Claim by following the steps within this code. CITY OF SOUTHL.AKE of ADDENDUM NUMBER # I TO: Ail Bidders DATE: Aug ust 9, Z011 REQUEST FOR BIDS: RFB1106B300CA110017 PROVIDE PREVENTATIVE MAINTENANCE AND REPAIR SERVICES FOR CITY OF SOUTHLAKE, CITY OF KELLER AND CITY OF COLLEYVILLE FIRE VEHICLES AND APPARATUS BID DUE DATE: 3:00 p.m., FRIDAY AUGUST 19, 2011 1. ADDENDUM NO. 1 dated AUGUST 9 2011 per Addendum #1, the City of Southlake is answering vendor submitted questions and carrecting unit vehicle identification numbers, Corrected Vehicle Identification Numbers Unit# Year Make Model Type Vin # Build #k Description Southlake 301 2001 Pierce Quantum Truck, Fire, 4PICT02561AO01305 12088 Reserve Engine 305 2007 Sutphen SPH100 Pumper Truck, Fire, 1S9A3JLD271003140 HS-4324 Aerial Platform Aerial 307 2007 Ford Explorer 4x2 Truck, SUV 1FN EU63E97UB45136 EMS Vehicle 4x2 Colleyvilie 404 2002 Ford Expedition Truck, SUV 1FMRU15L52LA96712 Command 407 2006 Pierce 4x2 Quantum 4x2 Truck, Fire, 4PICUOIA06AO06299 17753 Vehicl Enginee 408 2006 423 2010 Ford Pierce Expedition Quantum Pumper Truck, SUV 1FMPU13586LA99833 Fire Marshal Truck, Fire, 4P1CUOlE7AA010961 22907 Ladder Trak Ladder Gftyof Southfeke • Finance Department • 1400 Main Skeet, Sutte 440 • Southlake, Texas 76092 811.748.8312 An EEO/Affirmative Adion lnstltulion Citv of Southlake Answers QUESTION: Please list the locations of the vehicles and shops for on -site repairs and services and emergency repairs. ANSWER: Vehicles are located at Fire Station 1 located at 600 State Street Southlake and Fire Station 2 located at 2100 W. Southlake Blvd Southlake. These locations are to be utilized minimally for any repair service. The majority of repair services shall take place at vendor location. QUESTION: Are tires included as a part to be purchased under this request for bid? ANSWER: No. Vendor shall indicate tire issues to City through the use of repair inspection report and tire issues will be corrected internally. QUESTION: What intervals are determined by the City for the fire apparatus/vehicles for maintenance and inspection by the manufacturer? ANSWER: "Quarterly Maintenance - For Detroit Diesel engine - 300 hours For Ford and Chevrolet engine emergency vehicles - 200 hours For Dodge engine emergency vehicles - TBD For Utility, administrative and non -emergency vehicles - 4 months or 4000 miles "Annual Maintenance" Once yearly, scheduled by department. Usually October -November. QUESTION: How will City ensure departmental compliance with the maintenance scheduling? ANSWER: Per Department Policy, the department Vehicle Maintenance Officer collects daily and weekly check forms on all vehicles and maintains a database of accumulated mileage and engine hours, last service date with mileage/hours, and service due mileage/hours for each vehicle. The Vehicle Maintenance Officer ensures the vehicles receive maintenance when due/scheduled. As these are emergency vehicles Standard of Coverage requirements apply and may cause rescheduling of scheduled preventative maintenance services. QUESTION: Please provide the physical address of each vehicle. ANSWER: All units are subject to movement between stations, This list provides usual deployment. Station 1 - Unit #'s 302, 305, 306, 307, 308, 309, 312, 313, 320 Station 2 - Unit #'s 301, 304, 311, 316, 317 Unit # 314 is TBD QUESTION: Please provide current preventative maintenance schedule, as well as the next due dates for each type of preventive maintenance due. C4d&uthlake • Finance Department • 1400 Meta Street, Sug9440 • Southlake, Texas 76092 817.740.8312 An EEO/Afflrmative Aoon Institution ANSWER: Annual Services are due in October -November 2011. Quarterly services as required based on service criteria. Awarded vendor will be provided with current information in order to schedule services as required. QUESTION: What hours, days and times are considered `After Hours'? Please be specific on hourly times, days of week, dates and holidays. ANSWER: The City considers "After Hours' to be Monday thru Friday prior to 7:00 AM and after 5:00 PM and all day Saturday and Sunday. Nationally recognized Holidays shall be classified "After Hours". QUESTION: Are field repairs included as `After Hours' or as a separate line item hour rate charge? ANSWER: Field Repairs are listed as a separate line item, "After Hours" field repairs are also listed as a separate item. The cost for field repair labor rates shall vary based on the time the repair is started. If a field repair is started on Monday at 4:00 PM and is completed at 6:00 PM, the entire repair is charged at the regular field repair labor rate. If the repair is requested and started after 5:00 PM on that same Monday, then the "After Hours" field labor rate would apply. Vendor shall charge only one field repair labor rate for any given service. QUESTION: Is there a line for on -site Preventive Maintenance hourly rate? ANSWER: On -site preventative maintenance services are not allowed. Preventative maintenance services shall be performed at vendor location. QUESTION: Is there a line item for the cost of tires as a part/component? ANSWER: No. City of Keller Answers QUESTION: Please list the locations of the vehicles and shops for on -site repairs and services and emergency repairs. ANSWER: The City of Keller does not have repair facilities. The Fire Stations are located at: Fire Station 2 - 737 Keller Smithfield Road North Fare Station 3 -1500 Rufe Snow Drive Fire Station 4 - 455 Keller Smithfield Road South Storage Building - 541 Keller Parkway These locations are to be utilized minimally for any repair service. The majority of repair services shall take place at vendor location. QUESTION: Are tires included as a part to be purchased under this request for bid? ANSWER: No. Vendor shall indicate tire issues to City through the use of repair inspection report and tire issues will be corrected internally. CRy of Soubhfake • finance Deportment • 1400 Main Street Su#e 440 • Southlake, Texas 76092 817,748.8312 An EEOlAfflm Uve Action Institution QUESTION: What intervals are determined by the City for the fire apparatus/vehicles for maintenance and inspection by the manufacturer? ANSWER: Services are performed quarterly and annually as required. City will coordinate with awarded vendor service requirements and intervals. QUESTION: How will City ensure departmental compliance with the maintenance scheduling? ANSWER: City Manager and Department Head will ensure compliance, QUESTION: Please provide the physical address of each vehicle. ANSWER: Vehicles are subject to movement between all locations identified above. Location shall be provided prior to service. QUESTION: Please provide current preventative maintenance schedule, as well as the next due dates for each type of preventive maintenance due. ANSWER: Annual Services are due in October -November 2011. Quarterly services as required based on service criteria. Awarded vendor will be provided with current information in order to schedule services as required. QUESTION: What hours, days and times are considered `After Hours'? Please be specific on hourly times, days of week, dates and holidays. ANSWER: The City considers "After Hours' to be Monday thru Friday prior to 7:00 AM and after 5:00 PM and all day Saturday and Sunday. National Holidays shall be classified "After Hours". QUESTION: Are field repairs included as `After Hours' or as a separate line item hour rate charge? ANSWER: Field Repairs are listed as a separate line item. "After Hours" field repairs are also listed as a separate item. The cost for field repair labor rates shall vary based on the time the repair is started. If a field repair is started on Monday at 4:00 PM and is completed at 6:00 PM, the entire repair is charged at the regular field repair labor rate. If the repair is requested and started after 5:00 PM on that same Monday, then the "After Hours" field labor rate would apply. Vendor shall charge only one field repair labor rate for any given service. QUESTION: Is there a line for on -site Preventive Maintenance hourly rate? ANSWER: On -site preventative maintenance services are not allowed. Preventative maintenance services shall be performed at vendor location. QUESTION: Is there a line item for the cost of tires as a part/component? ANSWER: No. City of Southlake • Finance Department • 1400 Main Street, suite 44o • Southlake, Texas 76092 817.748,8312 An EEO/Affirmative Actlon Institution City of Colle ville Answers QUESTION: Please list the locations of the vehicles and shops for on -site repairs and services and emergency repairs. ANSWER: Vehicles are located at Fire Station 1 located at 5209 Colleyville Blvd, Fire Station 2 located at 5212 Pool Rd and Fire Station 3 located at 312 W. McDonwell School Rd. These locations are to be utilized minimally for any repair service. The majority of repair services shall take place at vendor location. QUESTION: Are tires included as a part to be purchased under this request for bid? ANSWER: No. Vendor shall indicate tire issues to City through the use of repair inspection report and tire issues will be corrected internally. QUESTION: What intervals are determined by the City for the fire apparatus/vehicles for maintenance and inspection by the manufacturer? ANSWER: Quarterly on the engine and drive train and varies on other components. Annual services are normally performed in November. QUESTION: How will City ensure departmental compliance with the maintenance scheduling? ANSWER: Vendor to track based on weekly mileage reports submitted by department. QUESTION: Please provide the physical address of each vehicle. ANSWER: All units will be picked up and dropped off at 5209 Colleyville Blvd. QUESTION: Please provide current preventative maintenance schedule, as well as the next due dates for each type of preventive maintenance due. ANSWER: Quarterly maintenance is due November 1, 2011 except for unit # 423. Annual maintenance is also due on November 1 et. QUESTION: What hours, days and times are considered `After Hours'? Please be specific on hourly times, days of week, dates and holidays. ANSWER: The City considers "After Hours' to be Monday thru Friday prior to 7:00 AM and after 5:00 PM and all day Saturday and Sunday. National Holidays shall be classified "After Hours". QUESTION: Are field repairs included as `After Hours' or as a separate Iine item hour rate charge? ANSWER: Field Repairs are listed as a separate line item. "After Hours" field repairs are also listed as a separate item. The cost for field repair labor rates shall vary based on the time the repair is started. If a field repair is started on Monday at 4:00 PM and is completed at 6:00 PM, the entire repair is charged at the regular field repair labor rate. If the repair is requested and started after 5:00 PM on that same Monday, then the "After Hours" field labor rate would apply. Vendor shall charge only one field repair labor rate for any given service. City of Southtake ' Finance Department • 1400 Main Street, Sub 440 • Southlake, Texas 76092 817.748,8312 An EEUMrmative Aetlon tnatltution QUESTION: Is there a line for on -site Preventive Maintenance hourly rate? ANSWER: On -site preventative maintenance services are not allowed. Preventative maintenance services shall be performed at vendor location. QUESTION: Is there a line item for the cost of tires as a part/component? ANSWER: No. 2. THERE ARE NO OTHER CHANGES. Director of Finance City of Southlake IN THE SUBMISSION OF THEIR BID, BIDDER MUST ACKNOWLEDGE RECEIPT OF THIS ADDENDUM. BIDDER SHALL ACKNOWLEDGE THIS ADDENDUM BY SIGNING AND RETURNING ONE COPY OF THIS NOTIC WITH THEIR BID. SIGNED: DATED: August 10, 2011 Braa&y4k Thomas, President COMPANYNAME.. First Vehicle Services, Inc. Co of Southlake * Finance Depadment • 1400 Main Street, Sure 440 • Southlake, Texas 76092 817.748.8312 An EEVAittrtnativa Actfan Ina4tutlon