1 Request for Proposal
For
Towing Services
RFP No. RPD-1125
Proposals Due
November 3, 2025
Purchasing Division
Attention: Ofelia Alvarez
City of Richmond
450 Civic Center Plaza
Richmond, Ca 94804
2 RFP to Furnish Vehicle Services
For the City of Richmond Towing Operations on an “As Needed Basis”
The City of Richmond is seeking proposals from vendors to provide rotational towing services on an as needed basis.
The anticipated term of this contract will be for a period of three (3) years and an option to renew for two years by means of a mutual agreement of both parties.
RFP SUBMITTAL INFORMATION
The proposal and any required certifications shall be signed by an individual or individuals authorized to execute legal documents on behalf of the proposer.
Electronic Proposals shall be submitted via the City’s secure online bidding system. All required sections of the proposal must be submitted via the website. Contractor is solely responsible for “on time” submission of their electronic proposal. The Bid Management System will not accept late proposals and no exceptions shall be made. Contractors will receive an e-bid confirmation number with a time stamp from the Bid Management System indicating that their bid was submitted successfully. The City will only receive those proposals that were transmitted successfully.
The proposal must be received no later than 3:00 p.m., local time, on November 3, 2025.
The City of Richmond reserves the right to waive inconsequential irregularities.
All questions must be submitted via the electronic BidsOnline system on the Q&A tab by 5:00 pm October 24, 2025. If the City finds it necessary to issue an addendum, prospective Offerors will receive e-mail notification of addendum. Otherwise, answers to questions received will be provided on the Q&A tab and notification will be sent by October 30, 2025. It is the proposer’s responsibility to periodically check the BidsOnline website www.ci.richmond.ca.us/bids for any possible Addenda to the RFP that may have been posted.
Any party submitting a proposal shall not contact or lobby any City Council member, City official, employee (except those specified for contact) or agent regarding the RFP. Any party attempting to influence or circumvent the RFP, bid submittal, and review process may have their proposal rejected for violating this provision of the RFP.
3 DEFINITIONS
The following meanings are attached to the following defined words when used in this RFP. The word "City" means the City of Richmond, California. "Proposal" means the response submitted hereunder. The word "Proposer" means the person, firm, or corporation submitting a Proposal hereunder. “Dispatch” means the Richmond Police Department Dispatchers. The term “RFP” means a Request for Proposal for a towing contract. “Contract” means a contract with the City for vehicle towing and storage services. “Requesting Officer” means a police officer, parking enforcement representative or police cadet.
GENERAL PROPOSAL CONDITIONS
1. All costs of Proposal preparation shall be borne by the Proposer. The City shall not, in any event, be liable for any expenses incurred by the Proposer in the preparation and/or submission of the Proposal, nor shall any such costs be submitted as part of the budget in the Proposal.
2. The Proposal shall include the Proposer's best terms and conditions. Submission of the Proposal shall constitute a firm and fixed offer to the City that will remain open and valid for a minimum of ninety (90) days from the Proposal submission deadline. The winning proposal (if any) shall be incorporated into the Contract and all representations and statements made in the proposal shall become contract terms and conditions.
3. All Proposals and other materials submitted in response to this RFP become the property of the City. Selection or rejection of a proposal does not affect this right. All proposal information shall be held in confidence during the evaluation process. The proposals and associated materials shall be open for review by the public to the extent allowed by the California Public Records Act (California Government Code section 6250 et seq.) upon the final award of the Contract.
By submitting a proposal, the Proposer acknowledges and accepts that the contents of the proposal and associated non- exempt documents shall become open to public inspection. Proposer must identify all copyrighted material, trade secrets or other proprietary information that the Proposer claims is exempt from the California Public Records Act. In the event a Proposer claims such an exemption, the Proposal must state:
"(Name of Proposer) will indemnify the City and hold it and its officers, employees and agents harmless from any claim or liability and defend any action brought against the City for its refusal to disclose copyrighted material, tax records, trade secrets or other proprietary or exempt information to any person making a request therefore." Failure to include such a statement shall constitute a waiver of the company's right to exemption from disclosure.
4. The City reserves the right to extend the submittal deadline should such actions be in the best interest of the City. Every Proposer has the right to revise his/her Proposal in the event the deadline is extended.
5. The City reserves the right to withdraw this RFP at any time without prior notice. The City makes no representation that the contract will be awarded to any Proposer responding to this Request for Proposals. The City reserves the right to reject any or all proposals.
6. If the City does not receive any Proposals or any qualified Proposal/s, the City reserves the right to re-release an RFP or enter into a sole-source contract with a vendor.
7. The City reserves the right to waive minor defects or irregularities in any Proposal in accordance with the City Charter and Codes.
8. No changes or additions may be made by the Proposer after the deadline for receipt of Proposals. The City reserves the right to ask for additional information or documentation, as it deems necessary.
4 9. The City reserves the right to verify the information in the proposal.
10. If a Proposer knowingly and willfully submits false performance or other data, the City reserves the right to reject that Proposal. If it is determined that a contract was awarded as a result of false performance or other data submitted in response to this RFP, the City reserves the right to terminate the contract.
11. A Proposer may not be recommended for funding, regardless of the merits of the proposal submitted, if it has a history of contract non-compliance with the City or any other funding source, or currently disputed or disallowed costs with the City or any other funding source.
12. The City reserves the right to enter into a contract for less than the full scope of work described in the RFP.
13. Proposals may be withdrawn personally, by written request, or by telegram prior to the scheduled closing time for receipt of Proposals.
14. The City reserves the right to revise or amend this RFP up to 72 – hours prior to the due date set for RFPs. Revisions and amendments, if any, will be announced by an addendum to this RFP. If the revisions require additional time to enable Proposers to respond, the City may postpone the due date accordingly. In such case, the addendum will include an announcement of the new due date. All addenda must be attached to the Proposal. Failure to attach any addendum may render the Proposal non-responsive and cause it to be rejected.
15. The City of Richmond reserves the right to reject any and all Proposals received, to take all Proposals under advisement for a period not to exceed ninety (90) days after the date Proposals are due, and to be the sole judge of the relative merits of the material and or service mentioned in the respective Proposals received. The City reserves the right to reject any Proposal not accompanied with all data or information required.
16. The prospective proposer agrees to comply with the City of Richmond’s Local Business Opportunity Ordinance, the Local Employment Program Ordinance and must comply with the City’s maximum tow charges (Exhibits 1-3)
PROPOSAL SUBMISSION AND EVALUATION
The ORIGINAL, PLUS THREE (3) COPIES of the Proposer’s response, including all RFP documents as listed below must be submitted and marked with the RFP number and title.
Proposals shall be prepared in such a way as to provide a straightforward, concise delineation of capabilities to satisfy the requirements of this RFP.
Proposals shall adhere to the following format for organization and content. Proposals must be typed and arranged/divided in the following sequence to facilitate evaluation:
SUBMISSION REQUIREMENTS:
To be considered responsive, a proposal must contain the following, referenced by number and in the order below.
All responses must include the following components:
Proposer’s Response. Attachment 1, you must submit your response on the forms provided (if additional space is required, please attach additional pages).
Cover Letter
The cover letter shall:
1. Confirm that all elements of this RFP have been reviewed and understood;
2. Include a statement of intent to perform the services as outlined;
5 3. Express company’s willingness to enter into an agreement under the terms and conditions prescribed by this RFP and in the sample Tow Service Contract (attached).
4. Include a brief summary of Company’s qualifications; and
5. Identify a single person for contact during the RFP review process. The cover letter shall be limited to two (2) pages.
6. Cover letter shall be signed by an authorized official of the company.
7. Confirm that TOW OPERATOR has a business office and storage facility located within the CITY or within three (3) miles of the CITY limits throughout the term of the CONTRACT.
8. Confirm that TOW OPERATOR has a minimum of three (3) years verifiable for-hire towing service, as an owner or principal. Ownership status will be investigated and determined by the RPD.
References
All proposals submitted shall be accompanied by three (3) customer references (preferably local Richmond area or other governmental agencies) for whom the Proposer has provided a similar scope of work during the past two (2) years, of comparable settings, complexities and quantities as required of this request for proposals. The references shall include names, addresses, and telephone numbers of the clients for whom prior work was performed and include an explanation of the services provided. These companies will be contacted prior to award of proposal.
Proposals which fail to address each of the submission requirements above may be deemed non-responsive and will not be further considered.
The City of Richmond reserves the right to reject any or all proposals and to waive technicalities and informalities.
EVALUATION PROCESS AND CRITERIA
1. Pre-evaluation — Proposals may be eliminated if they fail to meet with minimum Proposal requirements, including but not limited to late submittal, failure of an authorized Proposer to sign the Proposal, and failure to provide adequate information to permit evaluation.
2. Evaluation — Review of Proposal by City staff to determine Proposal that best meets City's needs, as indicated by Proposer's experience and performance record in delivering similar services to cities and public agencies, legal or financial interest in more than one towing company, understanding of the technical requirements of the RFP, facilities, qualifications, background, financial capacity, service delivery and if within the City limits a current business license (with no lapses) and in accordance with all Municipal Codes that apply to towing/yard requirements.
3. Contract Award - City staff will recommend Proposer(s) for award of a Contract to the Chief of Police. All Proposers will be notified of the City's decision.
The ability, capability, experience, performance record, facilities, skill of the Proposer to perform the contract in accordance with this RFP and previous and existing compliance by the Proposer with laws and ordinances relating to the contract will all be considered in the award of contract.
Evaluation Criteria and Process:
If an award is made, it will be made to the responsive and responsible Proposer that offers the City the greatest value based on an analysis involving a number of criteria. Each Proposal will be evaluated using the following criteria:
Qualification of Firm 30%
Experience of Firm 25%
6 Site Visit Review 30%
History of Firm 15%
INTRODUCTION
The following technical requirements describe vehicle towing and storage services for the City on an "as needed" basis. This RFP is intended to be as descriptive as possible. However, Proposers may not take advantage of omissions or oversights in this document. Proposers must supply products and services that meet or exceed the requirements of this RFP.
SCOPE OF SERVICE
Any Contract issued pursuant to this RFP shall be personal to the Proposer and shall not be assigned, subcontracted or transferred in whole or in part, without the written prior approval of the City.
The Proposer will perform the vehicle towing and storage services as directed by the City Manager or the Police Chief or their designees. Services must comply with all City and State laws and ordinances that regulate tow truck and the impounding, towing, storage, selling or dismantling of vehicles.
All tow truck drivers engaged in performing their duties under the provisions of this Contract will take direction in performing such duties from the Requesting Officer at the scene.
All tow truck drivers will be required to wear an approved “mechanic style” uniform including a shirt with the operator’s name and company name embossed and will be required to maintain acceptable standards of dress and cleanliness while in the field.
All tow truck drivers will be required to participate in the City’s Customer Service Training, including payment of the training costs, within 90 days of the award of the contract or within 90 days and beginning with employment by the Proposer.
The Proposer must agree to participate in the Contra Costa County Victim Assistance Program, which will offer a 15% discount to crime victims that have met the requirements of the program. Payments made by Contra Costa County Victim Assistance Program will be made by check only. Proposer must agree to accept checks from the Contra Costa County Victim Assistance Program.
PERFORMANCE
The Proposer must perform the services in accordance with the provisions of this RFP in a professional, ethical, courteous, and orderly manner as a best effort to obtain and keep the confidence of the community.
Any failure by the City, at any time, to enforce or require the strict performance of any of the terms, covenants or conditions, will not in any way impair or constitute a waiver of the right of the City to avail itself of such remedies as it may have for any breaches of such terms, covenants or conditions.
The Proposer must provide all tow truck drivers with, and require that they use in the daily performance of required duties as described in this Contract, all safety equipment commonly considered a required towing industry standard.
The Proposer must ensure that the Proposer’s tow truck operators possess the requisite licenses, skills, knowledge, abilities and experience to perform all types of tow requests and vehicle recoveries with out direct supervision.
FORBIDDEN ACTIVITIES
The following activities are forbidden:
a) Driving "code" by operating overhead emergency lights while in route to or from a
7 tow scene.
b) Disobeying traffic control devices (traffic lights, stop signs, etc.). c) Monitoring police radio dispatches for gain or profit. d) Soliciting preferential dispatches to accident locations by payment: of any form or favor or gratuity to an agent of the Contract Administrator.
e) Soliciting those at the scene of an accident or disabled vehicle for personal profit. f) Soliciting performance of repair work on a vehicle involved in an accident or breakdown in connection with providing towing service for such vehicle.
g) Making any repairs or alterations to a vehicle, without first being authorized by the owner or an authorized insurance company or other authorized agent of the vehicle owner, with the exception of emergency alterations necessary to permit the safe towing of a vehicle.
h) Not taking private property tows and tows given a DMV 462 form to the licensed dismantler. i) Towing any vehicle that is occupied by any person, except as specifically directed by an impounding officer. j) Charging for services not performed, creating duplicate charges for the same service or charging any fee in excess of those permitted under the Contract.
k) Causing damage to the persons or property of others while performing under the Contract. l) Making any false statements of material fact or omitting disclosure of material fact in the performance of this Contract.
m) Possession of any firearm or weapon in tow truck during performance of this contract. n) Use of profane or obscene language, which offends a customer or any other person; or being verbally or physically offensive, abusive, disrespectful, or discourteous to any customer, motorist, agency employee or any other person.
o) Touching any customer, motorist, agency employee or any other person in any inappropriate manner, except in self-defense when threatened with imminent physical harm. p) Removing any parts, property, personal effects or any other items from a vehicle, except as specifically permitted in the Contract or at the explicit request of the vehicle owner/owner's agent. q) Driving under the influence of alcohol or drugs, unless such drugs are taken pursuant to a doctor's prescription or are available over the counter and such drugs do not impair the tow operator's ability to safely perform all functions necessary to the fulfillment of the Contract. r) Operating any vehicle or other equipment in a careless, reckless or negligent manner, or operating a towing vehicle during the commission of a crime.
s) Refusing to issue a clearly legible receipt, if necessary, in addition to the standard tow bill, to any owner/owner's agent who requests a detailed listing of all charges.
t) Requiring any vehicle owner/owner's agent to make any statement or sign any document relieving the Proposer from responsibility for the condition of the vehicle or its personal effects prior to the owner's/owner's agent's inspection of vehicle.
u) Operating any towed vehicle, except as directed by a public safety officer or other agent of the City. v) All Proposers shall refrain from recommending or promoting their tow business or other business services when performing tow requests for the City and its agents. The act of soliciting and/or recommending a business or service for personal financial gain or when acting as an agent for a body shop, repair shop, or legal service is strictly forbidden.
PRE TRIP INSPECTION
Each tow truck driver shall complete daily pre-trip equipment and vehicle inspections at the beginning of his /her shift. Records of inspections shall be provided upon request of City.
ERRORS AND OMISSIONS
8 The Proposer shall not be allowed to take advantage of any errors and/or omissions in these specifications or in the Proposer's specifications submitted with its Proposal. Full instruction will be given when errors or omissions are discovered.
BACKGROUND EXAMINATIONS
No Contract will be implemented unless, and until the Proposer owners have been fingerprinted and photographed by the Richmond Police Department. Fingerprints and photographs must be completed within ten (30) days after award of contract.
All persons performing or causing towing services to be performed pursuant to this Contract shall submit to a limited background examination and shall pay the required fees as established by City Council resolution. Each first-time tow driver applicant must undergo a live scan examination as part of the limited background process and pay the tow drivers permit fee as set in the Master Fee Schedule (currently $83). The Chief of Police may deny an application and may summarily suspend or revoke a previously approved tow driver permit when he or she determines, at his or her sole discretion that said application or tow driver permit would be detrimental to the public health, safety and welfare. A temporary tow driver’s permit to begin providing services on behalf of the Proposer may be issued upon determination of the following:
a) The fees for the live scan exam (if required) and tow truck driver permit, as established by resolution of the City Council have been paid (cash or check required). b) The applicant has submitted a complete and truthful application, including photographs and all required evidence of identity and right to work in the United States. Untruthful applications will be rejected. Applications will be deemed untruthful if they contain material omissions and/or material misstatements of fact.
c) Within the past seven (7) years, the applicant has not been convicted of a felony or any crime involving vehicles or vehicle parts; burglary, theft or stolen property; assault, battery or any similar violent crime; any criminal conviction under State Narcotic Law; any sex crime; any crime involving fraud or deceit; or any crime involving moral turpitude.
d) Within the past five (5) years, the applicant has not been convicted of any serious driving offense, including but not limited to driving under the influence of intoxicants, reckless driving, attempt to evade/elude a peace officer, or hit and run. e) The applicant's Department of Motor Vehicles (DMV) driving record for the five- year period prior to the date of application does not contain more than:
i) Five (5) traffic infractions or,
ii) Five (5) serious traffic violations, or
iii) Five (5) motor vehicle accidents which are required to be reported to the DMV, or iv) Greater than five (5) of any combination of infractions, serious traffic violations or motor vehicle accidents, as defined above.
The Proposer shall be responsible for scheduling tow truck drivers for their background check appointments and for ensuring that the drivers arrive on time, with all required documents and fees. The Proposer may incur a billing deduction when any driver fails to arrive on time and/or is not adequately prepared.
The Proposer must procure all permits and licenses, pay all charges and fees, and give all notices required by state and local law.
PROPOSER’S EXAMINATION OF REQUIREMENTS
The Proposer is required to examine carefully the streets of the City, the instructions, information and requirements of this RFP, investigate the conditions to be encountered, the character, quality and quantities of work to be performed, materials and vehicles to be furnished, and garage and storage facilities required by this RFP document. Submission of a Proposal will be considered prima facie evidence that the Proposer has made such examination.
THE CONTRACT AGREEMENT
The Proposer to whom the award is made will be required to enter into a written contract with the City. A copy of this RFP and the Proposer's accepted Proposal will be attached to and become a part of the contract. All services supplied by the Proposer will conform to the applicable requirements of the City Charter, City Ordinances, and State or Federal Law
9 covering Labor and Wages, as well as conforming to the requirements contained herein. In case of default by the Proposer, the City reserves the right to procure the articles or services from other sources and to hold the Proposer responsible for any excess cost incurred by the City
RESPONSE TO REQUEST FOR SERVICE
The Proposer shall respond to a minimum of eighty percent (85%) of all standard requests for service, and a minimum of eighty percent (85%) of all flatbed requests for service, over any given monthly billing period.
It shall be the Proposer’s responsibility to perform as follows:
a) Vehicle tows as requested by the City’s Police Department, including, but not limited to, vehicles impounded for evidence or taken into custody by the Police Department, vehicles involved in accidents or disabled for other causes (when alternative towing is either not appropriate or not requested by the owner or operator of the vehicle), and vehicles which for other reasons are within the jurisdiction of the Police Department. b) Remove debris from public streets resulting from accidents. c) Perform the necessary work preliminary to towing such as removal of vehicles from ditches, righting said vehicles, separating entangled vehicles, disconnecting drive shafts, and other such work in connection with the towing operations performed under the Contract. d) Review the CHP 180 form and ensure that all damages and items located in the car have been noted by the reporting officer and only then sign the CHP 180 form.
e) Additional labor fees that can be associated with a tow shall be sent to the Tow Contract Coordinator in a form of a statement (including a detailed description of the additional labor fees). f) Clear the location specified in the originating dispatch sufficiently to restore normal traffic movement. In the event that the Proposer receives an additional tow request to remove a disabled vehicle that is interrupting traffic flow, park the first tow request in a safe location, then immediately proceed to the site specified for the additional tow request. Any disabled vehicle deposited or parked by the Proposer at the site specified in any tow request shall be towed at the earliest opportunity after the Proposer has complied with the above provisions for restoring traffic movement’s at all specified locations. g) Write the date of tow on the front and rear windows of the towed vehicle in a legible manner, excluding plastic windows.
h) Transport all towed vehicles directly to the Proposer’s tow yard or to the location designated by the impounding Officer or Agent of the City requesting towing service or the vehicle owner. i) Tow vehicles that do not have any wheels.
j) Ensure that the tow driver/operators shall not interfere with an impounding Officer’s decision to impound or release a vehicle.
k) Notify Police Department Dispatch operator when a tow truck arrives on the scene of a requested response for tow service.
l) Communicate directly and at all times, with Dispatch when providing tow services for the City.
SERVICE COST ADJUSTMENTS
The time required to complete a standard tow request should not exceed one (1) hour including response time.
Any charges for additional tow trucks or extra persons used during a vehicle recovery will require written justification, and the times of arrival and departure of the additional equipment or person. The Proposer shall notify Tow Administrator if there is any delay or extension of billable hours and provide a written justification for the extra charges on the Impound Storage Report
RESPONSE TIME, VEHICLE STORAGE AND PERSONAL PROPERTY
The Proposer’s response to a call for service shall not exceed thirty-five (35) minutes from the time the Proposer receives the request from the Police Department Dispatcher to the time the tow vehicle arrives at the requested location.
The Proposer must notify the Police Department Dispatch operator when a tow truck cannot respond immediately and must give the reason and an estimated time of arrival.
If the Proposer indicates that they are unable to respond within 35 minutes and the estimated time of arrival is not satisfactory to the requesting officer, the dispatcher may elect to call another tow service.
The Proposer shall required their tow truck operators to notify their dispatch center to report when they are enroute to
10 tow request locate and when they arrive.
The Proposer shall insure that their storage yard meets all City and State standards associated with the storage of vehicles and business practices. It is the responsibility of the Proposer to insure that all vehicles towed to their yards are protected from any damage.
In the event of loss or damage to a stored vehicle, its accessories, or personal property contained therein, the Proposer must make reasonable restitution to the owner of such property for all losses or damage for which the Proposer is legally liable.
The Proposer has the responsibility of safeguarding all articles left in the impounded vehicle. All property left in the vehicle must be listed in the CHP 180 by the requesting officer. Any articles removed for any reason must be properly identified and accounted for. If personal property stored within the vehicle is not recovered by the owner or legal representative, it must be disposed of in accordance with sections 1798 and 3067 et seq, of the California Civil Code.
TOWING EQUIPMENT
Required Equipment Capacities, Required Recovery Equipment, Required Safety Equipment, and Required Maintenance.
Each Tow Operator must have at least three tow trucks capable of towing Class A, and at least one tow truck capable of towing Class B, Class C, or Class D at all times during the term of the Contract.
A tow operator may qualify under the these requirements if they possess a total of three tow trucks provided that all three tow trucks are capable of towing Class A and at least one of the three tow trucks is also capable of towing Class B, Class C, or Class D.
Definitions:
1) Class A - Light Duty
a) A tow truck which has a manufacturer’s GVWR of at least 14,000 pounds.
1) After June 30, 2006, Class A 4-wheel drive tow trucks with a GVWR of less than 14,000 pounds may be listed as special equipment on the CHP 234A, Rotation Tow Listing Application. These tow trucks shall be used only for recoveries requiring the use of 4-wheel drive.
2) Class B -Medium Duty
a) A tow truck with a GVWR of at least 26,001 pounds. The truck shall be equipped with air brakes and a tractor protection valve or device, and be capable of providing and maintaining continuous air to the towed vehicle.
3) Class C -Heavy Duty
a) A three-axle tow truck with a GVWR of at least 48,000 pounds. The truck shall be equipped with air brakes and must be capable of providing and maintaining continuous air to the towed vehicle.
4) Class D -Super Heavy
a) A three-axle tow truck with a GVWR of at least 52,000 pounds. The truck shall be equipped with air brakes and must be capable of providing and maintaining continuous air to
11 the towed vehicle.
Additional Equipment — Heavy Contract
The Proposer shall have available for use the following miscellaneous equipment at the scene:
Forklift(s)
Fruehauf, Spen, or approved equal, conversion gear.
Gas Welding Unit
Lowboy
Appropriate tools and equipment for removing and replacing a driveline when required to prevent transmission damage to a towed vehicle.
SERVICE REQUEST TYPES
In addition to light duty, medium duty and heavy duty tows, the Proposer will be required to respond to the following types of tows commonly requested by the PD Tow Dispatcher:
CANCELLED TOW REQUESTS
a) Tows Gone On Arrival (GOA) - If a tow request vehicle is gone when the Proposer arrives to perform a tow the requesting Officer will be responsible for insuring that the Proposer be placed back on top of the rotation tow list.
b) Cancelled Calls - A tow request may only be cancelled by the RPD Dispatcher or the Requesting Officer. The Proposer or its employees do not have the authorization to cancel calls for service. The Requesting Officer may cancel tows at his or her sole discretion and in conformity with Departmental Policy. c) Cancelled Call Billing – The City shall not reimburse any tow company for any tow services that are canceled while enroute and/or at arrival to a scene. For the purpose of the Contract “ Arrival” is defined as the time the tow truck vehicle stops at the location and the tow truck’s wheels are no longer moving. The Requesting Officer shall have the sole discretion to make the determination if the tow truck has arrived under the above definition. No fees or charges for cancelled calls will be accepted or paid by the City.
DROP FEES
When a vehicle is being towed due to a parking violation and the vehicle owner or vehicle driver returns to the vehicle after the tow truck’s arrival but before the tow truck is in motion, he/she shall be informed of the his/her a) Abandoned Vehicle Tow (private property tows): Any tow designated by the City as part of its abandoned vehicle abatement program, which must be taken to the contracted tow dismantler. b) City Vehicle Tow: Any tow of a City-owned vehicle.
c) City Vehicle Road Service: A request for road service on a City owned vehicle, limited to tire changes, jump starts, lock outs, and winch outs.
d) Courtesy Tow: Requests to have a legally parked vehicle moved to another legal parking place for emergency purposes, at no charge to the citizen.
e) Motorcycle Tow: Request to tow a motorcycle not requiring use of a motorcycle trailer. f) Scheduled Tow: A tow that is scheduled in advance and does not require a specific arrival time. g) Tows that are assigned a DMV 462 form: All tows given a DMV 462 must be taken to the contracted tow dismantler.
12 right to have the vehicle released upon payment of a Drop Fee, (one half of cost of the Contract tow fee), which will be paid at that time to the Contract tow operator. If the attachment process is complete and the tow truck is in motion, the owner or authorized driver shall pay the full towing fee to the tow operator, but only with the approval of the Requesting Officer. The Proposer is required to ensure that all tow truck drivers have the necessary equipment to accept credit cards and the necessary receipts for accepting cash payment of the Drop Fee.
ADDITIONAL REQUIRED EQUIPMENT
All Tow Trucks operating under a City Contract shall be fully equipped based on current industry standards as follows:
• Most current version of Thomas Brothers Map Guide Book, or its equivalent , or a Geographic Position System (“GPS”).
• Four -way emergency flashing system.
• Light bar, amber lights only.
• Rear facing work lights directed to illuminate the area of the tow scene under low visibility conditions.
• Portable auxiliary brake lights, emergency flasher, turn signal, and taillight with protective pads/covers on the bottom, for use on towed vehicles. • Warning alarm clearly audible above the surrounding noise in the vicinity and designed to sound when the tow vehicle is shifted into reverse to signify that the vehicle is backing up. • Fire extinguisher with an Underwriter's Laboratory rating of at least 5B. • Broom, shovel, and containers for solid accident debris and capable of holding at least 10 lbs. of grease.
• Fluid-absorbent material, and all other equipment necessary to clean up an accident scene in accordance with state and local law.
• At least six (6) flares or other emergency reflective devices. • Interchangeable trailer ball hitches sizes 1 7/8", 2", and 2 5/16". • Tools and equipment for providing minor repairs.
• Tire changing equipment, including a tire wrench and vehicle jacks • Jumper cables
• Two-way radio equipment or cellular telephone for communicating with the Proposer's and police dispatcher at all times. Such equipment shall be approved and licensed in accordance with federal law. • Any other equipment required by state and federal law for the safe operation of a tow truck.
INSPECTION, REPAIR & MAINTAINENCE
Tow trucks used in the performance of this Contract shall display evidence of having passed a semi-annual safety inspection. The City’s Maintenance Division, the California Highway Patrol, or other acceptable and equivalent organizations may conduct this inspection. No tow truck shall be approved for operation under the conditions of this Contract unless such truck meets the equipment standards set forth in this Contract and is owned by or is under the exclusive control of the Proposer by means of a lease. All tow trucks used in the performance of this Contract shall be maintained in good condition, which includes:
a) Tow truck bodies shall be adequately painted and the paint shall be maintained in good condition.
b) Tow trucks shall be marked as required by the California Vehicle Code. c) Tow trucks shall be marked with the name/identification for this Contract and shall be the same as the name shown as "Firm Name" on the first page of the bid. d) Tow trucks must be registered with the DMV for this Contract and shall be same as the name shown as "Firm Name" on the first page of this bid. e) Tow truck bodies shall be kept in good repair, clean and free of major dents or damage. f) Tow truck cab interiors shall be clean with only standard and proper equipment inside.
g) Tow truck wrecker bed interiors shall have all equipment properly mounted and properly maintained.
13 h) Tow trucks shall conform to all requirements established by the California Vehicle Code.
i) Tow truck cab interiors shall be kept clean and free of dirt and grease, shall have complete instrumentation, including manufacturer's interior panels, shall have passenger seatbelts, and shall have clean upholstery surfaces and floor.
RECORDS
The Proposer must keep at his principal place of business, complete and accurate records of all vehicles towed, impounded, or stored at the request of the City.
The record system must be adequate to enable Proposer to locate and/or provide a written report of storage or tow by:
a) Vehicle by license number only.
All records required to be kept by the Proposer must be available for inspection at all reasonable times by representatives of the City of Richmond and the California Highway Patrol. Written reports may be required from time to time.
MONTHLY EMPLOYEE & EQUIPMENT UPDATE REPORT
a)
The following reports shall be submitted at the beginning of the Contract term and by the tenth (10th) day of each month during the Contract period. The Proposer shall register with the Contract Administrator a list of all tow trucks
and other towing equipment to be used in the performance of the Contract. The registration shall contain the license number, vehicle identification number (VIN), vehicle make and year, equipment type and inspection date of each piece of equipment to be used in the performance of this Contract. All trucks shall be registered to the company.
b) The Proposer shall inform the Contract Administrator, by the tenth (10th) day of the following month, of any vehicle accident involving a towing vehicle operated by the Proposer or the Proposer's employees or agents, which is required by state law to be reported to the Department of Motor Vehicles. The Contract Administrator may consider the accident and the surrounding circumstances in reviewing future applications for a tow contract or in determining appropriate sanctions or remedies under this Contract. c) The Proposer shall inform the Contract Administrator within twenty-four (24) hours of the arrest, criminal charges, conviction or sentencing of any owner, part-owner, partner, business associate, principal party, officer, director, agent, employee or any other person associated with the Proposer's performance of this Contract for any criminal offenses including, but not limited to, theft, robbery, burglary, assault, drugs, prostitution, weapons, fraud, trafficking in stolen goods or any traffic crime, including but not limited to, driving under the influence of intoxicants, reckless driving, attempt to elude a police officer, leaving the scene of an injury accident or hit and run or any other offense related to the protection of the public interest.
e) All tow truck drivers performing towing services on behalf of the Proposer must obtain and maintain a valid Tow Truck Driver Permit” issued by the Richmond Police Department, while performing services under this Contract.
The Permit must be in the driver's possession at all times, and must be presented upon demand for inspection by any employee of the City. Any Proposer whose tow truck driver arrives at a call for service without the required Permit may incur a billing deduction.
24-HOUR DISPATCH
A dispatcher shall be on duty* at the Proposer’s primary business location during regular business hours, except on City recognized holidays. The dispatch office shall have the ability to communicate directly and verbally with all tow drivers and Police Department Dispatch twenty-four (24) hours a day, seven (7) days a week, three hundred sixty-five (365) days a year, including weekends and holidays. *Note: "On duty" shall mean available by telephone. After hour’s dispatchers shall maintain direct contact with
14 all tow operators and the RPD dispatch.
BUSINESS LICENSE
The Proposer shall obtain a City business license before beginning work under the Contract and shall maintain a valid business license throughout the term of the Contract.
REQUIRED TOW PROPOSER SERVICES
The Proposer shall provide towing services as described by this RFP when requested to do so by a Police Department Dispatcher. The Proposer recognizes and agrees that strict adherence to all terms and conditions of this RFP, the rules and directives of the RFP Administrators (Towing Supervisor), the City and its agencies, and laws of the county, state and federal governments, is material to the performance of the contract, the public interest, and is of the utmost importance to all agencies affected by the contract.
Except as provided in the RFP, the Proposer must not display or use any signs, advertising material, or logos which indicate that the Proposer is an official towing service or police garage of the City of Richmond, without having received prior written permission from the City Manager of the City of Richmond.
INSPECTION
All real property and improvements, and all storage facilities, equipment and materials used by the Proposer in the performance of these specifications must be open to inspection by the City and shall be subject to periodic checks.
ABILITY TO PERFORM
Proposers must furnish evidence to the City that the Proposer has or can obtain no later than ten (10) working days past the due date of this RFP: (1) the towing equipment and storage yard and facilities reasonably necessary to perform the obligations set forth in these specifications and (2) title to or a lease on the land and improvements thereon reasonably necessary to perform the obligations set forth in these specifications. The storage yard and facilities shall be located in a zoning district where such vehicle storage and necessary facilities are permitted uses and shall obtain all required land use and building approvals prior to award of contract.
OBSERVATION OF LAWS
The Proposer must keep fully informed of, and comply with all state and federal laws, and all ordinances and regulations of the City of Richmond which in any manner affect Proposer or those engaged or employed by the Proposer in performing the service to be rendered under the contract.
POLICE HOLDS
Richmond Police Department impounds with instructions to hold for fingerprints, investigation, evidence, or Vehicle Identification Number (VIN) inspection shall be handled and stored with all due care to protect and preserve the integrity of the police investigation to follow. Confidentiality of police investigations is crucial; therefore, the Proposer and its employees shall not discuss a towing impound case with members of the public or with news agencies. If approached to provide information on a tow investigation by a citizen or news agency, the Proposer shall refer the requesting party to the Public Information Officer of the impounding agency at the scene or the officer at the scene.
AUTHORITY OF THE CONTRACT ADMINISTRATOR
The Contract Administrator reviews and regulates the performance of the tow Proposer. For the purpose of the Contract, the Contract Administrator shall:
a) Determine if the Proposer is in compliance with the Contract, and shall hear and investigate complaints regarding the performance of the Proposer.
b) Determine and apply appropriate remedies for violations of the Contract. c) Determine the terms and content of the Contract between the City of Richmond and the Proposer.
15 d) Inspect all equipment, facilities, and personnel for compliance with this Contract. e) Investigate the appropriate use of specialized equipment and the rates charged, and take any action deemed appropriate if it is determined that the use of specialized equipment was unnecessary or the charges excessive.
f) During the term of this Contract, the City, acting through the Contract Administrator, may issue new policies or directives not included in the original Contract in the form of an amendment. The Proposer will be furnished with copies of such policies and directives. Such policies and directives will become part of and incorporated into this Contract and shall become effective as provided. g) The Contract Administrator acting with the City, reserves the right to renew this Contract taking into consideration the following criteria has been met.
i) Timely submittal of all required reports and billing summary ii) Successful inspection of equipment and facilities
iii) Successful Certification of all Proposers employees iv) Response for tow requirements of a minimum of 80% of calls
DEDUCTIONS
Any violation of the Contract may cause extreme inconvenience and hardship to the City, and failure to abide by all rules, directives, laws, and terms and conditions of the Contract may result in the City, at its sole discretion terminating the Contract and/or imposing deductions as enumerated below. The Contractor will receive a "Notice of Corrective Action" form listing the deductions that will be made by the City. The deductions agreed to, in advance, for non-performance of express conditions are as follows:
1 Insufficient staffing or tow trucks in service - $25.00 per occurrence without cause. 2 Failure to inform Dispatch of 10-97 time when applicable $25.00 per occurrence without cause. 3 Improperly equipped truck - $25.00 per occurrence, per item, per truck. 4 Failure to mark invoice numbers on a vehicle - $25.00 per occurrence without cause. 5 Tow driver does not meet minimum qualifications $100.00 per occurrence without cause. 6 Late call-in of information to Dispatch when applicable $25.00 per occurrence without cause. 7 Tow driver out of uniform or unkempt $25.00 per occurrence without cause. 8 Failure to itemized billing - $25.00 per occurrence without cause. 9 Failure to submit a Tow Storage Report - $25.00 per occurrence without cause. 10 Failure to provide stored vehicles protection from weather - $25.00 per occurrence without cause. 11 Unprepared or late for a background investigation - $25.00 per occurrence without cause. 12 Late response (3) times within a 30-day period - $100.00 per occurrence without cause. 13 Failure to perform a vehicle recovery - $50.00 per occurrence without cause. 14 Failure to clean up at accident scene - $150.00 per occurrence without cause.
CONTRACT TERMINATION
Either party (City or Proposer) may terminate any Contract awarded pursuant to this RFP for any reason upon thirty (30) days written notice.
BILLING
The Proposer shall submit an original plus one (1) copy of a Monthly Summary Invoice, which shall be on the Proposer's business stationery, by the tenth (10th) working day of each calendar month for tows completed during the previous month. It shall list the Proposer's individual invoice number, Tow's invoice number, cost for each tow, and the number of tows for the month, and a total
16 cost for the month. One (1) copy of the individual invoices shall also be submitted to the Account Payable department with the Monthly Summary Invoice. The City will review summary invoice costs, after which the City shall process accurate Monthly Summary Invoice for payment in due course of payments.
SUPPLEMENTAL INSURANCE REQUIREMENTS
The insurance provisions in the Contract-General Conditions shall be supplemented with the following:
Without limiting the Proposer’s indemnification of the City, the Proposer shall provide and maintain at its own expense, during the term of the Contract, or as may be further required herein, the following insurance coverage’s and provisions:
A. Evidence of Coverage
Prior to commencement of any Contract awarded under this RFP the Proposer shall provide a Certificate of Insurance certifying that coverage as required herein has been obtained. Individual endorsements executed by the insurance carrier shall accompany the certificate. In addition, a certified copy of the policy or policies shall be provided by the Proposer upon request.
This verification of coverage shall be sent to the Contract Administrator, unless otherwise directed. The Proposer shall not be awarded a Contract until it has obtained all insurance required and such insurance has been approved by the City. This approval of insurance shall neither relieve nor decrease the liability of the Proposer.
B. Qualifying Insurers
All coverage shall be issued by companies which hold a current A/M. Best rating of not less than A: VII, unless otherwise approved by the City’s Risk Manager. All insurance shall be placed with admitted companies in the State of California, licensed to write insurance, or by a surplus lines insurer authorized by the State of California.
C. Notice of Cancellation
All coverage as required herein shall provide that no cancellation, major change in coverage, expiration, or nonrenewal (except for non-payment of premium) will be made during the term of the Agreement, without thirty (30) days written notice (10 days for non-payment of premium) to the Police Chief prior to the effective date of such cancellation, or change in coverage. Upon cancellation of coverage without evidence of replacement coverage, Proposer shall not engage in any services under any Contract awarded pursuant to this RFP until replacement coverage is obtained and approved by City.
D. Insurance Required
1. Garage Liability Insurance - for bodily injury (including death) and property damage which provides limits of not less than two million dollars ($2,000,000) combined single limit (CSL) per occurrence, $4,000,000 aggregate.
2. Commercial General Liability Insurance (if not provided under Garage liability) - shall have coverage equivalent to or greater than Insurance Services Office, Inc. (ISO) Form number CG 00010798 and include bodily injury (including death) and property damage coverage and have limits as follows:
a. Each occurrence - $2,000,000
b. General aggregate - $4,000,000
c. Products/Completed Operations aggregate - $2,000,000
d. Personal Injury - $1,000,000
3. Garage and General liability coverage shall include:
a. Premises and Operations
17 b. Products/Completed
c. Personal Injury liability
d. Severability of interest
4. Garage and General liability coverage shall include the following endorsement, a copy of which shall be provided to the CITY:
Additional Insured Endorsement shall be equivalent to or greater than ISO form number CG 20261185, and shall read:
“City of Richmond, its officers, agents, employees and volunteers as additional insureds.”
Insurance afforded by the additional insured endorsement shall apply as primary insurance, and other insurance maintained by the CITY, its officers, agents, and employees shall be excess only and not contributing with insurance provided under this policy.
5. Automobile Liability Insurance
For bodily injury (including death) and property damage which provides total limits of not less than one million dollars ($1,000,000) combined single limit per occurrence applicable to all owned, non-owned and hired vehicles. The City, its officers, agents, and employees shall be named as additional insured by endorsement for this coverage.
6. Workers' Compensation and Employer's Liability Insurance
a. Statutory California Workers' Compensation coverage.
b. Employer's Liability coverage for not less than one million dollars ($1,000,000) per occurrence.
7. Garagekeepers Legal Liability - with a minimum limit of five hundred thousand dollars ($500,000) per occurrence.
On Hook Coverage/Cargo – insuring the vehicle in tow with limits based on the size of the tow truck.
a) Class A tow truck $ 50,000
b) Class B tow truck $100,000
c) Class C tow truck $200,000
d) Class D tow truck $250,000
.
E. Special Provisions
The following provisions shall apply to this Agreement:
a. The foregoing requirements as to the types and limits of insurance coverage to be maintained by the Proposer and any approval of said insurance by the City or its insurance consultant(s) are not intended to and shall not in any manner limit or qualify the liabilities and obligations otherwise assumed by the Proposer as part of any Contract awarded pursuant to this RFP, including but not limited to the provisions concerning indemnification.
b. Should any of the work under the Contract be sublet, the OPERATOR shall require each of its subOPERATORs of any tier to carry the aforementioned coverage’s, or OPERATOR may insure subOPERATORs under its own policies.
18 c. The City reserves the right to withhold payments of any Contract awarded to the Proposer in conjunction with this RFP in the event of material noncompliance with the Insurance requirements outlined above.
d. This contract is NOT subject to the City of Richmond’s Living Wage.
F. Damage to Real Property
The Proposer shall be responsible for all damage to buildings, walls, windows, fences, garage doors, landscape, hardscape, bollards, driveways, pavement, and curbs during the recovery and removal of towed and/or impounded vehicles. The Proposer shall make every effort to limit damage to real property and shall be responsible for damage caused by negligent recovery procedures.
SINGLE BUSINESS LIMITATION
Proposer may not own (in whole or part), manage, exercise control or dominion over, or have any legal, financial beneficial interest or have any affliction with more than one towing company that is submitting a proposal or that has been awarded a Contract for towing services. This includes (but is not limited to) any form of ownership, either as a corporation, limited liability company, partnership, shareholder, sole proprietor, individually, or any other business form. Proposer may not use the storage yard or any facility of any other Proposer. Each Proposer will be required to execute a document under penalty of perjury attesting to the above facts prior to the award of any Contract. Each Proposer shall be required to disclose any former or current affiliation with any towing company that currently operates within the Richmond City limits or has operated within the City limits within the last five (5) years.
Evaluation Committee
All proposals received will be reviewed by Lt. Donovan Decious to ensure that all administrative requirements of the RFP package have been met by the Offerors. The RFP will be evaluated by City representatives from relevant departments. The Evaluation Committee will review all proposals received and determine a ranking.
Additionally, the Committee may, in its sole discretion and in the course of its evaluation, arrange a site visit or request presentations/demonstrations with one or more selected Proposers, or conduct interviews. Award of contract(s) shall be made to the Proposer whose Proposal is determined to be the most advantageous for the City, taking into account all of the evaluation factors set forth in this RFP. The City reserves the right to reject any and all Proposals submitted in response to this RFP and such rejections shall be made at the sole discretion of the City.
Include this page with your response
PROPOSER'S RESPONSE
19 Attachment 1
FAILURE TO COMPLETE ALL ITEMS IN THIS SECTION MAY INVALIDATE YOUR Proposal.
In accordance with your Request for Proposal (“RFP”), the following Proposal is submitted to the City of Richmond.
PROPOSAL SUBMITTED BY:
Name of company:
Address:
Telephone Number/Fax Number:
FORM OF BUSINESS ORGANIZATION: Please indicate the following (check one); Corporation Partnership Sole
Proprietorship Limited Liability Company
Other: _________________________________________
List all owners, partners, shareholders, officers, and any person or other entity having any legal or beneficial interest in the company:
_________________________________
Date executed: ____________ ___ Signature______________________ Title: _______________________ Print Name: _______________________
Include this page with your response
SINGLE BUSINESS DECLARATION:
Proposer declares, under penalty of perjury under the laws of the State of California, that Proposer, including its officers, shareholders, partners, or agents, has no affiliation or any legal, financial or beneficial interest, is not a shareholder, partner or officer of, nor has any informal or
20 formal agreement with, nor exercises any dominion or control over any other towing company that is submitting a proposal or seeking to obtain a tow contract with the City or currently is part of the City’s tow rotation.
Date executed: ___________________ Signature______________________ Title: _______________________ Print Name: _______________________ If there is any connection with any other Proposer please list the name of the Proposer and describe the nature of the connection:
NOTICE: IF YOU HAVE ANY DOUBT IF AN AFFILIATION OR CONNECTION EXISTS, YOU ARE
REQUIRED TO LIST IT AND THE MATTER WILL BE MORE FULLY INVESTIGATED FOR A
DETERMINATION BY THE CITY IF THE AFFILIATION PRECLUDES THE CONTRACT BEING
AWARDED TO THE AFFILIATED PROPOSERS
BUSINESS HISTORY:
How long have you been in business under your current name and form of business organization? _______ years
If less than two (2) years and your company was in business under a different name, what was that name?
CONTACT FOR ADDITIONAL INFORMATION:
Please provide the name of the individual at your company to contact for any additional information: Name, title and phone number/fax number
Include this page with your response
EMPLOYEE IDENTIFICATION:
If a Contract is awarded to your company, list all the individuals that will require fingerprints and photographs:
Name Title Address
(Do not put company address)
21 EQUIPMENT:
Please list all currently owned equipment. Proposer must have required equipment at the time of submission of RFP. Failures to have required equipment will disqualify your bid. No grace period will be given to purchase equipment.
Vehicle Type License Plate # Vehicle Identification #
Include this page with your response PLEASE GIVE ANY OTHER INFORMATION YOU FEEL PERTINENT TO YOUR PROPOSAL WHICH IS NOT COVERED IN THE QUESTIONNAIRE.
Tow Operators (include C.D.L.#)
22 Tow Trucks (include license plate & Vin #)
References
(This page is required to be submitted with RFP)
All proposals submitted shall be accompanied by three (3) customer references (preferably local
23 Richmond area or other governmental agencies) for whom the Proposer has provided a similar scope of work during the past two (2) years, of comparable settings, complexities and quantities as required of this request for proposals. The references shall include names, addresses, and telephone numbers of the clients for whom prior work was performed and include an explanation of the services provided. These companies will be contacted prior to award of proposal.
1. Name of Business: _______________________________________________ Address: _____________________________________________________ Approx. size of company: __________ Dates of service: _________________ Contact person: ___________________ Phone number: ( ) E-mail address:
Explanation of Service Provided:_______________________________________ _________________________________________________________________ _________________________________________________________________
2. Name of Business: _______________________________________________ Address: _____________________________________________________ Approx. size of company: __________ Dates of service: _________________ Contact person: ___________________ Phone number: ( ) E-mail address:
Explanation of Service Provided:_______________________________________ _________________________________________________________________ _________________________________________________________________
3. Name of Business: _______________________________________________ Address: _____________________________________________________ Approx. size of company: __________ Dates of service: _________________ Contact person: ___________________ Phone number: ( ) E-mail address:
Explanation of Service Provided:_______________________________________ _________________________________________________________________ _________________________________________________________________