Cities Index.
Att 2 - Agreement

San Mateo City Council
May 19, 2025

Document
Att 2 - Agreement
Meeting
May 19, 2025
Body
San Mateo City Council
Original file
3.4 MB
Text extracted from the city's file for reading and search. Open the original on sanmateo.primegov.com. That file is the official record.

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4 Att 2 – Agreement

AGREEMENT WITH VECTOR FLEET MANAGEMENT, LLC

FOR FLEET MAINTENANCE SERVICES

FOR THE CITY OF SAN MATEO
This Agreement, made and entered into this day of ____________________, by and between the CITY OF SAN MATEO, a municipal corporation existing under the laws of the State of California ("CITY"), and VECTOR FLEET MANAGEMENT, LLC, a CORPORATION ("CONTRACTOR"), whose address is 8405 IBM DRIVE, BUILDING 301 CHARLOTTE NC 28262.

RECITALS:

A. CITY desires certain fleet maintenance services hereinafter described.

B. CITY desires to engage CONTRACTOR to provide these fleet maintenance services by reason of its qualifications and experience for performing such services and CONTRACTOR has offered to provide the required services on the terms and in the manner set forth herein.

NOW, THEREFORE, IT IS AGREED as follows:

SECTION 1 - SCOPE OF SERVICES
The scope of services to be performed by CONTRACTOR under this Agreement is as described in Exhibit A to this Agreement, which is attached and incorporated by reference.

SECTION 2 - DUTIES OF CONTRACTOR
CONTRACTOR shall be responsible for the professional quality, technical accuracy and coordination of all work furnished by CONTRACTOR under this Agreement. CONTRACTOR shall, without additional compensation, correct or revise any errors or deficiencies in its work.

CONTRACTOR represents that it is qualified to furnish the services described under this Agreement.

CONTRACTOR shall be responsible for employing or engaging all persons necessary to perform the services of CONTRACTOR.

CONTRACTOR and his subcontractors shall comply with State’s Prevailing Wage Laws.

CONTRACTOR or subcontractor shall not be qualified to bid on, be listed in a bid proposal, or engage in the performance of any contract for public work unless currently registered and qualified to perform public work pursuant to Section 1725.5 of the Labor Code.

For the work performed for the City, the CONTRACTOR and his subcontractors shall pay the workers at the prevailing wage rate as determined by the California Department of Industrial 1 1
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4 Relations, for this locality. This project is subject to compliance monitoring and enforcement by the Department of Industrial Relations. CONTRACTOR agrees to comply with the City’s minimum wage ordinance as codified in Municipal Code Chapter 5.92, which differs from the state minimum wage and includes a Consumer Price Index escalator.

SECTION 3 - DUTIES OF CITY
CITY shall provide pertinent information regarding its requirements for the project.

CITY shall examine documents submitted by CONTRACTOR and shall render decisions pertaining thereto promptly, to avoid unreasonable delay in the progress of CONTRACTOR's work.

SECTION 4 - TERM
The services to be performed under this Agreement shall commence on July 1, 2025 and be provided for two (2) years. At the City’s discretion, up to three (3) one-year extensions may be granted through amendment of this Agreement.

SECTION 5 - PAYMENT
Payment shall be made by CITY only for services rendered and upon submission of a payment request upon completion and CITY approval of the work performed. In consideration for the full performance of the services set forth in Exhibit A, CITY agrees to pay CONTRACTOR fee in an amount not to exceed $2,261,226,42 which is comprised of three separate not-to- exceed compensation categories and values: 1) “Total Base Cost” of $1,723,357.80; 2) “Performance Based Compensation” of $137,868.62; and 3) “Non-Contract Services” of $400,000.00. The fees associated with each of these compensation categories are pursuant to the rates stated in Exhibit B, attached and incorporated by reference.

SECTION 6 – TERMINATION
Without limitation to such rights or remedies as CITY shall otherwise have by law, CITY shall have the right to terminate this Agreement or suspend work on the Project for any reason, upon ten (10) days' written notice to CONTRACTOR. CONTRACTOR agrees to cease all work under this Agreement upon receipt of said written notice.

SECTION 7 - OWNERSHIP OF DOCUMENTS
All documents prepared by CONTRACTOR in the performance of this Agreement are and shall be the property of CITY, whether the project for which they are made is executed or not. 1 1
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4 SECTION 8 - CONFIDENTIALITY
All reports and documents prepared by CONTRACTOR in connection with the performance of this Agreement are confidential until released by CITY to the public.

CONTRACTOR shall not make any such documents or information available to any individual or organization not employed by CONTRACTOR or CITY without the written consent of CITY before any such release.

SECTION 9 - INTEREST OF CONTRACTOR
CONTRACTOR covenants that it presently has no interest, and shall not acquire any interest, direct or indirect, financial or otherwise, which would conflict in any manner or degree with the performance of the services under this Agreement.

SECTION 10 - CONTRACTOR'S STATUS
It is expressly agreed that in the performance of the services required under this Agreement, CONTRACTOR shall at all times be considered an independent contractor as defined in Labor Code Section 3353, under control of the CITY as to the result of the work but not the means by which the result is accomplished. Nothing herein shall be construed to make CONTRACTOR an agent or employee of CITY while providing services under this Agreement.

SECTION 11 - INDEMNITY
CONTRACTOR agrees to hold harmless and indemnify City of San Mateo and the Estero Municipal Improvement District, their elected and appointed officials, employees, and agents from and against any and all claims, loss, liability, damage, and expense arising out of CONTRACTOR’s performance of this Agreement, except for those claims arising out of CITY’s sole negligence or willful misconduct. CONTRACTOR agrees to defend City of San Mateo and the Estero Municipal Improvement District, their elected and appointed officials, employees, and agents against any such claims. The CONTRACTOR’S duty to indemnify shall survive expiration or early termination of this Agreement.

SECTION 12 - INSURANCE
Contractor shall procure and maintain for the duration of the contract the insurance specified in Exhibit C to this Agreement.

SECTION 13 - NONASSIGNABILITY
Both parties hereto recognize that this Agreement is for the personal services of CONTRACTOR and cannot be transferred, assigned, or subcontracted by CONTRACTOR without the prior written consent of CITY.
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4 SECTION 14 - RELIANCE UPON SKILL OF CONTRACTOR
It is mutually understood and agreed by and between the parties hereto that CONTRACTOR is skilled in the performance of the work agreed to be done under this Agreement and that CITY relies upon the skill of CONTRACTOR to do and perform the work in the most skillful manner, and CONTRACTOR agrees to thus perform the work. The acceptance of CONTRACTOR's work by CITY does not operate as a release of CONTRACTOR from said obligation.

SECTION 15 - WAIVERS
The waiver by either party of any breach or violation of any term, covenant, or condition of this Agreement or of any provisions of any ordinance or law shall not be deemed to be a waiver of such term, covenant, condition, ordinance or law or of any subsequent breach or violation of the same or of any other term, condition, ordinance, or law. The subsequent acceptance by either party of any fee or other money which may become due hereunder shall not be deemed to be a waiver of any preceding breach or violation by the other party of any term, covenant, or condition of this Agreement or of any applicable law or ordinance.

SECTION 16 - COSTS AND ATTORNEY FEES
Attorney fees in total amount not exceeding $5000, shall be recoverable as costs (by the filing of a cost bill) by the prevailing party in any action or actions to enforce the provisions of this Agreement. The above $5000 limit is the total of attorney fees recoverable whether in the trial court, appellate court, or otherwise, and regardless of the number of attorneys, trials, appeals, or actions. It is the intent of this provision that neither party shall have to pay the other more than $5000 for attorney fees arising out of an action, or actions to enforce the provisions of this Agreement.

SECTION 17 - NON-DISCRIMINATION
CONTRACTOR warrants that it is an Equal Opportunity Employer and shall comply with applicable regulations governing equal employment opportunity. Neither CONTRACTOR nor any of its subcontractors shall discriminate in the employment of any person because of race, color, national origin, ancestry, physical handicap, medical condition, marital status, sex, or age, unless based upon a bona fide occupational qualification pursuant to the California Fair Employment and Housing Act.
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4 SECTION 18 - MEDIATION
Should any dispute arise out of this Agreement, any party may request that it be submitted to mediation. The parties shall meet in mediation within 30 days of a request. The mediator shall be agreed to by the mediating parties; in the absence of an agreement, the parties shall each submit one name from mediators listed by either the American Arbitration Association, the State Mediation and Conciliation Service, or other agreed-upon service. The mediator shall be selected by a blind draw.

The cost of mediation shall be borne equally by the parties. Neither party shall be deemed the prevailing party. No party shall be permitted to file a legal action without first meeting in mediation and making a good faith attempt to reach a mediated settlement. The mediation process, once commenced by a meeting with the mediator, shall last until agreement is reached by the parties but not more than 60 days, unless the maximum time is extended by the parties.

SECTION 19 - LITIGATION
CONTRACTOR shall testify at CITY'S request if litigation is brought against CITY in connection with CONTRACTOR'S services under this Agreement. Unless the action is brought by CONTRACTOR, or is based upon CONTRACTOR'S wrongdoing, CITY shall compensate CONTRACTOR for preparation for testimony, testimony, and travel at CONTRACTOR'S standard hourly rates at the time of actual testimony.

SECTION 20 - NOTICES
All notices hereunder shall be given in writing and mailed, postage prepaid, addressed as follows:

To CITY: Daniel Heffelfinger
City of San Mateo
1961 Pacific Blvd
San Mateo, CA 94403
To CONTRACTOR: Vector Fleet Management, LLC.

Attn: Aubrey Felton
8405 IBM Drive, Building 301
Charlotte NC, 28262
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4 SECTION 21 - AGREEMENT CONTAINS ALL
UNDERSTANDINGS; AMENDMENT
This document represents the entire and integrated agreement between CITY and CONTRACTOR and supersedes all prior negotiations, representations, and agreements, either written or oral.

This document may be amended only by written instrument, signed by both CITY and CONTRACTOR.

SECTION 22 - GOVERNING LAW AND VENUE
This Agreement shall be governed by the laws of the State of California and, in the event of litigation, venue will be in the County of San Mateo. [SIGNATURE PAGE FOLLOWS]
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4 IN WITNESS WHEREOF, this agreement has been duly executed by the parties hereinabove named, as of the day and year first above written.

CITY OF SAN MATEO CONTRACTOR
Matthew Fabry
Public Works Director
Date Aubrey Felto
Its Authorized Agent
Executive Vice President
Date

APPROVED AS TO FORM ADDITIONAL CORPORATE

OFFICER
Linh Nguyen
Assistant City Attorney
Date Eric Levandowski
Vice President - Finance
Date
Exhibit A- Scope of Work
Exhibit B- Cost Schedule
Exhibit C- Insurance Requirements
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4 EXHIBIT A – SCOPE OF SERVICES

FLEET MAINTENANCE SERVICES
SECTION 1 GENERAL

1.1 SCOPE OF SERVICES. The Contractor shall provide all superintendence, labor, equipment, and materials necessary to provide preventive maintenance, diagnostics, major repair, minor repair, repair analysis, overhaul, tire service, smog inspections, aerial lift inspections, and such other closely allied services as may be required to assure the continuity of effective and economical operation of the City of San Mateo, California, fleet of vehicles and equipment. Repair work for major component, accident or operator negligence up to $1,000.00 will be part of the fixed annual “BASE” target price. The Contractor shall provide such services at the City provided facility in a “captive shop” environment to only provide such services to the City owned fleet.

1.1.1 PREVENTIVE MAINTENANCE SCHEDULES: The Contractor shall perform Preventive Maintenance at the following intervals and complete all of the listed preventive maintenance tasks required by the vehicle manufacture specifications.

PREVENTIVE MAINTENANCE INTERVALS

VEHICLE/EQUIPMENT CLASSIFICATION PM SERVICE
TIME/MILES (earliest occurrence)
Administrative cars, light trucks and vans 180 Days or 5,000 miles Police Patrol Vehicles 45 Days or 2,500 miles
Police Motorcycles 60 Days or 1,000 miles
Medium and Heavy-Duty Trucks, Specialty &
Construction Equipment
High Use: Street Sweepers, VacCon’s, Waste
Disposal Vehicles & Associated Aux Engines
180 Days or 100 hours

45 Days or 50 hours
Construction Equipment, Generators, Other 180 days or 100 hours Lawn / Turf equipment 90 days or 100 hours
Trailers (except where DOT compliance
prevails)
180 days
FMCSA /DOT BIT Inspections 90 Days (per regulation)
CNG Inspections Annual (per regulation)
SMOG Emissions (light duty) Biennial
HD /IM Emissions (heavy duty) Quarterly (or per regulation) Aerial lifts / cranes -Aerial and Dielectric
Certification
Annual
Others TBD Annual Inspection or as Required by Law.
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4 PREVENTIVE MAINTENANCE TASKS
Safety Inspection

Inspect Fire Extinguisher and mount (replace if discharged or damaged) Inspect First Aid kit – replenish or replace as needed Inspect Safety Triangles (DOT vehicles) replace if worn, broken or missing Inspect Spare fuses onboard – replenish if needed (DOT vehicles) Inspect vehicle image, logo, unit number, DOT placards, reflectors – replace worn, faded or missing as needed
Inspect DVIR book or inspection reporting system – replenish as needed Inspect all glass – replace any broken or cracked windows/mirrors - replace windshield if cracked greater than 2” or damage is within wiper blade travel. Insect smooth operation of roll up or sliding windows, doors Inspect all door locks and latches, tailgates, storage boxes- repair or replace if not functioning smoothly
Inspect cargo securement / ladder racks / dump bed– repair or replace as needed Tires Regulatory compliance or Replace at 4/32 or older than 7 years from mfg. date code
Inspect TPMS system recalibrate as necessary
Inspect Spare Tire & jack components
Rims – inspect for bent, broken or cracked condition
Inspect parking brake (adjust as needed)
Lights (interior/exterior including turn signals, hazard lights, strobe, beacon, work lights, fog lamps, daytime running lights, interior, and gauge warning lights) Emergency lights and beacons
Sirens (if equipped)
Horn
Inspect radio – to include communications devices
Mirrors – replace if cracked, broken or missing Provide wide angle mirrors if requested Inspect back up camera / system
Inspect Windshield wipers and washers
Top-off all fluids
Inspect Seat belts operation and wear
Inspect Air Bag system
Inspect instrumentation and gauges
Inspect seat, upholstery, carpet and interior door cards /pulls / arm rests Inspect steering wheel for wear or play
Inspect sun visors for proper operation and condition
Inspect proper operation of Seat slide and recline
Battery and charging system diag (report) incl cleaning of terminals & inspection of cables
Batteries found to have less than 12.4 volts must be charged with a 110-volt charger to 95% or battery is deemed “dead” and must be replaced.
Heating/AC Defroster system operation
Inspect Rear defogger – if equipped
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4 Exhaust system, catalytic converters, oxygen sensors mufflers, resonators, hangers and clamps
Steering and suspension
Frame, cross members, bumpers and body joints
Drive shafts/U joints
Identify last PM and report elapsed time / mileage on work order Log date and time in & out for each event on work order

Inspect critical components, e.g., hoses, belts, clamps, etc. Inspect vehicle safety systems ADAS / Air Bags
Inspect vehicle key FOB (replace batteries as needed) Replace key FOBs when worn or failing Inspect telematics device – confirm proper operation and tamper seal Inspect ignition components (replace as necessary or upon MFG specification Inspect fuel system, fuel injectors, fuel pump and fuel regulator Inspect for any fluid leaks (A/C condensate is OK)
Inspect and test air system and slack adjusters on air brake equipped vehicles (DOT procedures)
Drain water from fuel water separator and air tanks (as equipped) Inspect hydraulic system
Inspect electrical components and systems
Inspect PTO
Inspect any ancillary components (pony motor, pump, water tank, PM if equipped) Inspect vehicle appearance for body damage, rust, interior condition (Report as necessary) Inspect vehicle seals and weather strip (repair or replace as necessary) Change engine oil and oil filter (drain plug and washer as needed) Lubrication (including chassis, doors, hood, trunks, locks) Scan ECM for codes
Service emission controls
Inspect brakes and record percentage of remaining life (Replace if at DOT/PD minimum or 3/32
Check starter/charging system
Check air and fuel filters Replace as needed or to MFG specification Check fuel cap (Replace if bent, broken, worn or failing to seal) PCV Replacement as needed or to MFG specification
Transmission – Service transmission Mfg. schedule or if fluid is low or burnt Drive shaft / CV axles, boots & joints (Replace if bent, broken or worn) Shock absorbers (Replace if bent, broken or worn)
Radiator (Replace if bent, broken or worn)
Steering and suspension (Replace if bent, broken or worn) Inspect trailer hitch, wiring and confirm lighting / braking operation w/ trailer tester Inspect Mud flaps – replace worn, missing or torn
Rotate tires & TPMS recalibration
Clean Windows (Int. & Ext.)
Clean and Vacuum Interior
Wash Exterior
Oil Analysis- every other oil change unless an issue has been identified at the last analysis Road Test
Other vehicle or added components

As Required / requested and upon Manufacturer’s specified interval 1 1
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4 Replace air filter
Battery replacement
Fuel Cap
Replace Cabin Air Filter
Align front end (new steering parts, Steering wheel out of clock position, tire wear or operator complaint)
Balance tires
Adjust headlights
Flush and replace radiator coolant
Change thermostat
Throttle body / intake cleaning
DPF service to include regen and bake out as required
Slack adjuster calibration / replace
TPMS calibration
Transmission Service
Differential Service
Shocks / Struts
Transfer Case Service
Power Steering Flush
A/C Recharge
Fuel Filter(S) / water separators
Coolant Filter(s)
Wiper Blades
Serpentine / Fan Belts
Replace timing belt / chain
Adjust valves / timing
Grease Chassis / steering / suspension / drive line

1.1.2 PERSONNEL LIFTS. All Personnel Lifts shall be serviced and tested by a qualified technician in accordance with manufacturer’s recommendation, and state and federal regulations. Annual Aerial and dielectric testing standards apply.

1.1.3 POOL CARS. In addition to maintaining the City Pool vehicles according to the standards set forth in this agreement, Contractor shall wash, clean and vacuum interior, and fuel all pool vehicles weekly.

1.1.4 CUSTOMER NOTIFICATION. Contractor shall in conjunction with the Contracting Officer, establish notification systems that are responsive to the City Customer’s needs. The system shall provide customers with monthly schedule of vehicles due for service with at least 15-days lead time. Additionally, the contractor shall provide a means of real time notification of vehicle status to the end user via Heads Up Display accessible to remote locations (URL, App, feed etc.) and configurable to specific department assigned vehicles.

Information should have functionality to automatically scroll to allow for all vehicles to be displayed. Display must include provisions for – Department (filterable or multiple department specific feeds), city unit number, vehicle year make model, Date & time In, Service description, Status, Estimated Completion, location. A typical system may be web 1 1
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4 or app based and must allow for projection to computer monitor / web connected TV, interoperability with existing hardware is preferred.

1.1.5 INSPECTIONS AND CERTIFICATIONS. Contractor shall perform all inspections and obtain any required certifications in accordance with local, state and federal law and regulations, these include but are not limited to annual speedometer calibration and certification meeting AAA or equivalent standards, SMOG, periodic smoke inspection test, dielectric and load testing of personnel lifts and any other established by regulation or industry standard.

1.1.5.1 Contractor shall perform all inspections and maintain all required records to comply with the California “Biennial Inspection of Terminals (BIT) Program. Contractor shall also perform all other statutory inspections when and as required by Federal or State Law.

1.1.6 ROAD TESTS. Contractor shall road test each vehicle and operationally test each piece of equipment after completion of a preventive maintenance inspection and/or repair.

1.1.7 ON-BOARD DATA COLLECTION SYSTEM. The maintenance levels as set forth in 1.1.1 are established as contract a starting point. The city will install an on-board collection data system to all non-emergency fleet vehicles. The contractor is expected to work with the city to define techniques for utilizing the on-board data collection system to improve maintenance techniques and reduce costs. This will be a factor consider in the Key Performance Indicators as described in

2.13.1. 1.1.8 COMPRESED NATURAL GAS (CNG) VEHILCES. The contractor is expected to provide technicians certified in the repair and inspection of CNG vehicle systems. However, when such repairs and or maintenance cannot be accomplished at city owned facilities the contractor will engage outside repair/maintenance services at contractor's expense.

1.2 PERSONNEL.

1.2.1 Contract Manager. The Contractor shall provide a Contract Manager who shall be responsible for the performance of the Work. The name of this person and an alternate(s) who shall act for the Contractor when the manager is absent shall be designated in writing to the Contracting Officer within 30 days of contract start date.

1.2.1.1 The Contract Manager or alternate shall have full authority to act for the Contractor on all contract matters relating to daily operation of this contract.

1.2.1.2 The Contract Manager or alternate shall be available during normal duty hours within 30 minutes to meet with city personnel designated by the Contracting Officer to discuss problem areas. After normal duty hours, the Contract Manager or designated alternate shall be available within 60 minutes.

1.2.1.3 The Contract Manager and alternate(s) must be able to read, write, speak, and understand English.

1.2.1.4 The City reserves the right to approve the appointment of the Contractor's Contract 1 1
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4 Manager, including replacements.

1.2.2. Employees. The selection, assignment, reassignment, transfer, supervision, management, and control of Contractor employees in performance of this work statement shall be the responsibility of the Contractor.

However, the Contractor shall comply with the general intent and specific policies set forth in the performance work statement concerning the conduct of employees as referenced herein.

Each of the contractor’s employees working at the City location are required to obtain clearance through the City approved background check system (examples include criminal background check, Live Scan, etc.), a review of qualifications and are to be approved by the City prior to appointment to a position at the City facility.

When the City directs, the Contractor shall remove from performance on the contract any employee who endangers life, property, or national security. The City reserves the right to deny any person deemed unfit or unqualified for the position, or any other reason, and bar employment at the City facility. The City may choose not to divulge the reason for this action.

1.2.3 Contractor personnel shall present a clean, neat appearance and be easily recognized.

Administrative personnel must wear a Contractor furnished badge which contains the company name and employee name. All other Contractor personnel must wear a Contractor furnished uniform with the company name and employee name clearly displayed.

1.2.4 The Contractor shall ensure that Contractor employees have the following current and valid professional certifications before starting work.

1.2.4.1 Within six months after initiation of the contract, Contractor shall ensure that at least two Contractor employees possess a valid Class "A" California state driver's license.

1.2.5 The Contractor shall provide the following full time employees- 1 Shop lead (ASE Master Technician or equivalent) and at minimum 2 ASE certified journey level technicians, one of which is required to maintain CNG Certification (Inspection and repair) The technicians shall be safety focused, qualified and ASE certified to work on the following repair categories:
a. Engine Diagnostics and Repair (to include Gas, Diesel CNG, EV) b. Can Bus systems (i.e. emergency vehicle lighting)
c. Electronic ignition systems
d. Emission controls systems
e. Fuel Systems (incl. CNG)
f. Steering and suspension
g. Automatic transmissions
h. Hydraulic systems
i. Electrical systems
j. Small Engine (i.e. lawn equipment)
k. Welding/fabrication
l. ABS and ADAS Brake systems
m. Engine management systems Diagnostics & Repair
o. FMCSA / DOT qualified inspector & HD/IM
p. Motorcycle repair & maintenance (currently BMW & Zero)

1.2.5.1 – Within ninety (90) days of the contract start, the Contractor shall employ or assure 1 1
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4 that at least one qualified journeyman level technician is trained and certified in the maintenance of Compressed Natural Gas (CNG) fueled engines, CNG fuel delivery systems

1.2.6 The Contractor shall not employ any person who is an employee of the City of San Mateo if the employment of that person would create a conflict of interest.

1.2.7 Employee Training.

1.2.7.1 General. The Contractor shall provide training of maintenance personnel in maintenance techniques, shop safety and safe driving .

1.2.7.2 Special Training. The Contractor shall be responsible for in-service training of personnel in the operations and maintenance of all specialized equipment currently assigned to the fleet.

The Contractor shall make all necessary arrangements on behalf of the City of San Mateo, California, to obtain such training for his personnel within 30 days after acceptance of new equipment and provide the Contracting Officer with written verification of compliance upon completion of training.

1.3 QUALITY CONTROL. The Contractor shall establish and maintain a complete Quality Control Plan to assure the requirements of the contract are provided as specified. One copy of the Contractor's Quality Control Plan shall be provided to the Contracting Officer not later than the pre-performance conference.

An updated copy must be provided to the Contracting Officer on contract start date and as changes occur.

The plan shall include:

1.3.1 An inspection system covering all the services required in this contract and must specify the areas to be inspected on either a scheduled or unscheduled basis, how often inspections will be accomplished, and the title of the individual(s) who will perform the inspection.

1.3.2 The methods for identifying and preventing defects in the quality of service performed before the level of performance becomes unacceptable.

1.3.3 On-site records of all inspections conducted by the Contractor and necessary corrective action taken. This documentation shall be entered into the contractor’s Fleet Management Information System and reports will be available for review by the City during the term of the contract.

1.4 QUALITY ASSURANCE. The City may evaluate the Contractor's performance under this contract utilizing the following methods:
(1) Fleet Maintenance Reports
(2) Sample work orders
(3) General observations
(4) Actual Performance vs. Performance Indicators
(5) Expenses / Cost avoidance
(6) Productivity
(7) Staffing
(8) Safety

1.4.1 Performance Evaluation Meetings. The Contractor Manager may be required to meet at 1 1
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4 least weekly with City representatives during the first month of the contract. Meetings will be as often as necessary thereafter as determined by the Contracting Officer. However, if the Contract Manager requests, a meeting will be held whenever a Contract Discrepancy Report is issued. The written minutes of these meetings shall be signed by the Contractor's manager, and the City representatives. Should the Contractor not concur with the minutes, the Contractor shall so state any areas of non-concurrence in writing within 10 calendar days of receipt of the signed minutes.

1.4.2 BI-MONTHLY END USER MEETINGS. The Contract Manager shall be required to attend regularly scheduled bi-monthly meetings with end-users in order to promote working relationships that may identify issues or areas of improvement needed.

1.5 PHYSICAL SECURITY. Contractor shall be responsible for safeguarding all city property provided for Contractor use. At the close of each work period, facilities, equipment, and materials shall be secured.

1.5.1 Key / Access Control Device. The Contractor shall establish and implement methods of insuring that all keys and access control devices issued to the Contractor by the City are not lost or misplaced, and are not used by unauthorized persons. No facility/building keys or access devices issued the Contractor by the City shall be duplicated.

1.5.1.1 The Contractor shall report the occurrences of a lost or duplicated keys or access devices to the Contracting Officer.

1.5.1.2 In the event keys, other than master keys are lost or duplicated, the Contractor will be required, upon direction of the Contracting Officer, to have new keys made or replace the affected lock or locks; however the City at its option, may replace the affected lock or locks or have new keys made. When the replacement of locks or obtaining new keys is performed by the City, the total cost of obtaining the keys or the replacement of the lock(s) shall be deducted from the monthly payment due the Contractor. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the City and the total cost deducted from the monthly payment due.

1.5.1.3 It is the responsibility of the Contractor to prohibit the use of keys and access devices issued by the City by any persons other than the Contractor's employees or city employees engaged in the performance of assigned work in those areas.

1.6 HOURS OF OPERATION.

1.6.1 Work Days/Hours. The Contractor shall indicate the days and hours, including shifts, that will be designated to operate the repair and maintenance facility.

Priority repair of vehicles and equipment designated as "Essential" shall be provided at any time within one hour of notification. Written procedures for recall of Technicians shall be provided to the Contracting Officer on Contract Start date.

1.6.2 Contingencies/Emergency Services. On occasion, services may be required to support an activation or exercise of contingency plans outside the normal duty hours described above. The Contractor's responsibilities for emergency support are described in Part IV - Section 6.

1.7 CONSERVATION OF UTILITIES. The Contractor shall instruct employees in utilities conservation practices. The Contractor shall be responsible for operating under conditions which preclude the waste 1 1
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4 of utilities, which shall include:

1.7.1 Lights shall be used only in areas where and at the time when work is actually being performed.

1.7.2 Water faucets or valves shall be turned off after the required usage has been accomplished.

1.8 SAFETY REQUIREMENTS. In performing work under this contract, the Contractor shall conform to the CAL-OSHA safety requirements.

1.8.1 The Contractor shall develop and provide at the contract start date a Safety Plan for the protection of the City facilities and property to provide a safe work environment for Contractor personnel. The safety plan shall be written to conform to the CAL-OSHA safety requirements.

SECTION 2 SPECIAL PROVISIONS

2.0 to 2.2 RESERVED

2.3 OTHER CONTRACTS - The City reserves the right to let other contracts in connection with City equipment and vehicles as it may deem necessary. The City's right to let other contracts applies to any work outside the Scope of Work as described for normal operation and maintenance services.

2.4 INCLUSION/EXCLUSION - The City may add additional units by notifying the Contractor in writing.

Any unit to be added to the Contract will be included in the class of vehicles which most closely resembles the unit as mutually agreed upon by the City and the Contractor. To be effective, the notice adding a unit to the Contract must describe the additional unit by manufacturer, model and serial number. The notice must include fleet number, VIN number, license plate number (where applicable) and a brief description of the unit.

2.4.1 Notice of Inclusion to the Contractor will take effect upon the seventh calendar day following its receipt and be prorated by the Contractor, or on such later date as specified therein.

Each unit so added will be subject to this Contract as of the effective date; Contract charges and penalties will begin to accrue for units added to the fleet (see unit pricing sheet) at the same rate as existing units in its assigned class.

2.4.2 Any unit which is subject to this contract may be excluded from the Contract by means of a written notice from the City to the Contractor. Any such notice takes effect upon its receipt by the Contractor unless the notice provides otherwise. To be effective the notice must describe the unit by manufacturer, VIN number, fleet number, and include a brief description of the unit to be excluded.

2.5 VARIATION IN WORKLOAD.

2.5.1 If at the end of each three months of Contractor performance, the number of vehicle/equipment in Technical Attachment B varies above or below 8%, negotiations for an equitable price adjustment may be initiated by either the City or the Contractor. Adjustments to 1 1
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4 the contract amount will be made only for that portion of the increase or decrease in excess of 8%.

2.5.2 The contract amount used as a basis for computing the equitable adjustment will not contain any Over and Above amounts. All Over and Above amounts, either in the basic contract price or added by modification will be subtracted from the total contract amount in order to determine the adjustable contract amount.

2.5.3 The Contractor will notify the Contracting Officer in writing of all expected work variances as described in this change which may result in a request by the Contractor for equitable price increase and will provide the estimated amount of such price increases. Such notices will be provided at the earliest practicable time but in no event later than prior to performance of such work variances. The City will have no obligation under this clause unless a modification to this contract will have been issued establishing a line item in the schedule to cover such work variances.

2.5.4 The technical attachments referred to above and attached hereto will be the basis for all variation in workload computations for the duration of this contract including options. Only the elements described above will be the basis for an equitable adjustment based upon workload variations.

2.6 CHANGEOVER PERIOD - Upon the award of this Contract, and prior to start-up, there will be a sixty (60) day Changeover Period during which the Contractor will phase in. During the Changeover Period, the Contractor will ensure an adequate inventory of parts, lubricants, etc.; the Contractor will take all necessary steps and actions to ensure full administration of administrative program, including personnel hiring and training, setting up records, and all other procedures required for changeover. It will be the Contractor's responsibility during the Changeover Period to familiarize himself with the total fleet operations and requirements of the City covered by this Contract, so that he may be able to schedule personnel and maintenance to maximize fleet operations.

2.7 CITY OBSERVATION - City personnel may from time to time observe Contractor's operations.

However, these personnel may not interfere with Contractor's performance.

2.8 CITY PERFORMANCE OF SERVICES DURING LABOR STRIKES - The services called for under this Contract are of critical importance. In the event of a labor strike by the Contractor's employees, the Contractor will be responsible for maintaining the continuity of service to the City. However, the City reserves the right to take over the performance of this Contract. In such event, the services will be performed exclusively by City employees or by another Contractor and not by a mix of City and non-striking Contractor's employees. Under such circumstances and at the direction of the Contracting Officer, the Contractor agrees to remove its non-striking work force from performance sites and not to interfere in any way with City performance. The Contractor further agrees under such circumstances to permit the City to use essential Contractor-furnished property. The City will equitably compensate the Contractor for use of such property. The Contractor will not be entitled to payment for any performance period or part thereof during which the City assumes performance pursuant to this provision. This clause does not limit the City's rights under any other provision of this Contract including but not limited to "Default," "Termination for the Convenience of the City," and "Inspection of Services."

2.9 PHASE-IN/PHASE-OUT SERVICE - The Contractor recognizes that the services provided by this Contract are vital to the City's overall effort; that continuity thereof must be maintained at a consistently high level without interruption; that upon expiration of this Contract a successor, either the City or another Contractor, may continue these services; that the successor (the City or another 1 1
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4 Contractor) will need phase-in training; and that the Contractor must give his best efforts and cooperation in order to effect an orderly and efficient transition to a successor.

In view of the above, the Contractor agrees, upon written notification by the City, to provide phase-in/phase-out services for up to 60 days after Contract expiration at the same price as the previous period of performance. After notification, the Contractor agrees to negotiate in good faith with the City in determining the nature and extent of the phase-in/phase-out services, including a mutually acceptable detailed plan for phase-in/phase-out operations. The Contractor will be totally responsible for providing the services called for by this Contract during any phase-in/phase-out period.

The Contractor agrees to cooperate with the successor, whether it be the City or another Contractor, in allowing as many personnel as practical to remain on the job in order to enhance the continuity and consistency of the services called for by this Contract. Toward this end, the Contractor agrees to disclose necessary personnel records and to allow its successor to conduct on-site interviews with its employees.

2.10 COSTING METHODOLOGY – Contractors are to submit a fixed “BASE” annual target price for services based on the proposal. Maintenance, Diagnostic, repair, towing and recovery, body damage, per component per vehicle per occurrence up to $1,000.00 will be part of the fixed annual target price.

Contractor will submit a proposed percentage of “Base” as “Performance Based Compensation” (PBC).

The successful contractor will be issued a contract for the “Base” amount and the “PBC” amount reflected as reserve pending performance review (See 2.13.1.) If the actual monthly “BASE” costs exceed the target price the Contractor will bear the entire difference. If the actual monthly “BASE” costs are less than contracted price the contractor shall only bill for the actual “BASE” costs. Annual “BASE” costs differences will be calculated, and contractor overall cost effectiveness will be considered in the “PBC”. If contractor total “BASE” costs exceed the contract amount by more than 5% the contractor may submit in writing prior to annual “PBC” review, the reason(s) for the cost over-run. Factors that may not have been within the Contractor’s ability to control will be considered for total compensation review.

2.11 PAYMENT - The Contractor will submit monthly invoices for services performed during the previous month. After receipt and approval of monthly invoices by the Contracting Officer, payment will be due.

2.11.1 Payment is due thirty (30) days after the City has approved the invoice or after the Contracting Officer has accepted the services, whichever occurs later.

2.12 COST ADJUSTMENTS - Subject to City approval, cost adjustments for the third and subsequent year’s annual fixed amounts will be made using annual indexes of the "Consumer Price Index for All Urban Consumers," Bay Area City Average, all items (1967=100) as published in the Monthly Labor Review by the U.S. Department of Labor, (CPI). The Contractor will be responsible for calculating CPI adjustment factors based on the most recent February S.F. Bay Area CPI and submitting a revised Exhibit B to the City prior to March 31. Copies of calculations and published indexes of the "Consumer Price Index for all Urban Consumers," as identified in this section, will be submitted to the City with each adjustment for verification and approval request.

2.13 CRITERIA FOR EVALUATING BASE PERFORMANCE AND PAYMENT. Performance standards have been established by the City relating to downtime, preventive maintenance/statutory inspections and 1 1
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4 repair reworks (Section 10). The Contractor will be expected to meet those standards, minimally, without incurring deductions. If performance falls below these minimum standards the deductions, indicated, will be levied against the total monthly “BASE” contract price. Actual performance will be tracked on the Computerized Fleet Management System. The Contractor shall explain in writing the reason that service category(s) did not meet the minimum performance standard and how performance will be returned to acceptable levels. The Contracting Officer will evaluate the Contractor's explanation and determine if full payment, partial payment, or the contract termination process is applicable. If the contractor’s actual “BASE” costs for services

2.13.1 PERFORMANCE BASED COMPENSATION (PBC). The PBC is intended to be a portion of the contractor’s acceptable profit margin and therefore an incentive to both meet and exceed performance standards. The criteria for evaluating the PBC will overall Contractor performance and a set of Key Performance Indicators (KPIs) established by the City. The KPIs shall be specific, defined, reasonable, measurable and as objective as possible. Examples of KPI types are:

Performance Standards, Contractor Cost Savings/Control, Innovation, Customer Focus. PBC will be reviewed quarterly and up to 25% of annual PBC may be awarded upon quarterly review.

Quarterly, the Contractor and the City will examine the Performance Standards and the Key Performance Indicators to determine and evaluate the service levels, in the event of subpar performance, guidance will be provided to assist the Contract toward improvement upon identified areas.

2.14 ACCEPTANCE OF REPERFORMANCE OR LATE PERFORMANCE. Re-performance or late performance rights should be an exception rather than the rule in a performance work statement. The Contractor is expected to ensure performance to standard through the quality control system.

2.15 Except as otherwise provided by this section, the services required by this contract are of such nature that defective or incomplete performance disclosed by City inspection is not subject to correction by re-performance or late performance, and the Contractor shall not be required or entitled to re- perform, perform late, or otherwise correct defective services for the purpose of improving an existing inspection rating or avoiding a reduction in the full contract price.

2.16 At the sole election of the City and upon notification to the Contractor, the Contractor may be required to re-perform or perform late any or all defective work disclosed by City inspection including defective and incomplete performance. Where the City so elects, the Contractor shall be notified promptly after inspection that specified defective services will be re-performed or performed late, and completed within a reasonable time specified by the City. In such cases, the City shall re-inspect work designated for re-performance or late performance, and the Contractor will pay any damages sustained by the City including, for example, the costs associated with re-inspection.

2.17 METHOD OF PAYMENT - The Contract Charges accruing during a given calendar month will be tendered to the Contractor at the Contractor's then-current address for notices. If all of the data necessary to compute any Contract Charges (and any credits or offsets) are not available in time to make such payment when due, the City may make a good faith estimate of such data and compute the payment accordingly.

2.17.1 Adjustments to such payment will be made on the succeeding monthly payment after the necessary data are available. The City will not operate on the basis of estimates beyond thirty (30) calendar days.

2.17.2 Contractor will submit invoices on a monthly basis in arrears for services provided in accordance with contract requirements. (Annual Contract Price/12 months less (-) any 1 1
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4 Performance Requirement Indicator deductions plus any accident repair costs). Invoices will include an itemization of parts, labor, and outside repairs.

2.17.3 Invoices will be provided in triplicate and forwarded within ten (10) days following the month of service to the City.

2.17.4 City shall pay invoice within thirty (30) days of submission after the City has approved the invoice or after the Contracting Officer has accepted the services, whichever occurs later.

2.17.5 Payment for Performance Based Compensation award will be made within thirty (30) days of notice of award amount which will be communicated within thirty (3) days of the end of the contract year.

2.18 OUT-OF-CONTRACT WORK – Out of Contract work will be the balance of any single component repair or a single body work event greater than $1,000. Out of Contract work must be approved by the City upon diagnosis and an estimate documenting all costs must be provided.

Out of Contract work may include pass through invoices which will be invoiced by the Contractor to the City at Contractor’s actual cost. All repairs, diagnostics, maintenance, inspections, required testing and body damage or negligence up to $1,000.00 shall be part of the Fixed Annual Target Price and identified in the “BASE” cost proposal form. Contractor shall provide a written estimate for all directed work (i.e. adding lights, accessories, fabrication, etc.) and requires prior approval from an authorized manager in either writing or email acknowledgement prior to commencing work. No payment shall be made for unauthorized Out-of-Contract work. All Out-of-Contract work shall be at time and materials, at the hourly rate listed in Contractor’s cost proposal.

2.18.1 REPAIRS. All repairs, diagnostics, maintenance, inspections, required testing, keys, key fobs, body damage or negligence up to $1,000.00 per component or body work occurrence shall be part of the Fixed Annual Target Price and identified in the “BASE” cost proposal form.

Repair costs exceeding $1,000 per repair component, or body work occurrence shall constitute an “OUT OF CONTRACT” repair as in 2.18 above. Costs in excess of $1,000 will be the responsibility of the City and must be approved by the City at time of diagnosis, post repair approval will not be granted, and it will be the Contractor’s responsibility to cover those costs. * Repair component examples- alternator, starter, cylinder head. Repair component shall include the associated labor (Mitchell / ALLDATA labor guide) for replacement of the component – exclusive of diagnostic or other collateral components or services.

2.18.2 At any time during the contract term, the Contracting Officer, by written notice, may increase the Scope of Work, make changes in operating and maintenance requirements, add additional vehicles and equipment to the fleet, or request repairs and services not covered by the basic contract, as he may find necessary to accomplish the general purpose of the work and service contracted for. Any and all work or service performed by written notice by the Contractor will be performed in accordance with all requirements of the General Conditions and Specifications of this RFP, plus any special provisions, and any specifications or special instructions issued to execute the extra or changed work.

2.18.3 Whenever the Contractor receives a written notice, the Contractor will furnish (any or all, as requested in the written notice) the necessary manpower, service, parts, material, equipment, 1 1
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4 components or appurtenances required to accomplish the repair, work or service described in the Add Notice. Such repair, work or service will be completed within the applicable time when prescribed, but if no applicable completion time is prescribed, the work will be completed within a reasonable time.

2.18.4 Any item provided pursuant to a written notice must comply with the Contract and will be subject to the same reports, and inspections as well as acceptance or rejection in the same manner as any specific task herein described.

It is understood that the costs associated with Out-Of-Contract Work will be invoiced separately from the contract or target price. The cost for Out-of-Contract Work shall be charged at the hourly rate identified in Part IV – Section 1, Cost Proposal. The cost for parts associated with these repairs shall be at the Contractor’s acquisition cost.

2.19 to 2.21 RESERVED

2.22 CITY’S AUTO SHOP FACILITY RELOCATION. It is the City’s intent to have the Contractor operate at the City’s Corporation Yard. In the event that the City needs the Contractor to relocate, City will provide Contractor with 18 months notice. Contractor will relocate to a site within the City of San Mateo and City will pay the pass-through expense of Contractor’s lease of the new site. If no site is available within the City of San Mateo for a reasonable cost, City and Contractor will negotiate the terms of Contractor’s relocation. If City and Contractor are not able to reach agreement regarding the terms of Contractor’s relocation, City may terminate this agreement with six (6) months notice to contractor.

2.23 CERTIFICATIONS. Contractor must have at least one Full-Time ASE certified shop lead technician (ASE Master Technician certification preferred) and one or more Full-Time ASE certified technicians(s) in each of the following categories: CNG repair, maintenance and inspection (AFVI Cert or equivalent); Aerial Bucket Truck Repair & Maintenance; VacCon Repair & Maintenance within six (6) months of initial contract start date.

SECTION 3 GENERAL PROVISIONS

3.0 to 3.2 RESERVED

3.3 SURVIVAL - Notwithstanding the City's acceptance of services and payment of any charges or purchase price therefore, and notwithstanding the expiration of the Service Term, the Contractor will remain obligated to the City under all clauses of this Contract which expressly or by their nature extend beyond and survive such acceptance and payment.

3.4 FORCE MAJEURE - Timely performance by both parties is essential to this contract. However, neither the Contractor nor the City will be liable for delays in performing its obligations to the extent the delay is caused by Force Majeure, provided that no time extension because of Force Majeure will ever be allowed unless: (a) promptly upon the occurrence of a Force Majeure, the party whose performance is delayed thereby will provide the other party with written notice of the cause and extent thereof as well as request for a time extension equal to the estimated duration thereof; and (b) within seven (7) calendar days of the cessation of the Force Majeure, the party whose performance was delayed will provide the other party with written notice of the actual delay incurred, upon receipt of which the time of the delayed performance will be extended for the time actually lost by reason of the Force Majeure. 1 1
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4 3.5 NON-WAIVER - Failure of the City to insist upon strict performance of any of the terms and conditions hereof, or failure or delay to exercise any rights or remedies provided herein or by law, or failure of the City to notify the Contractor properly in the event of default, or review of or approval of any plans or specifications will not release the Contractor from any of the obligations of this contract, and will not be deemed a waiver of any right of the City to insist upon strict performance hereof or any of its rights or remedies as to prior or subsequent default hereunder.

3.6 OPERATIONS OF THE CONTRACTOR - This section will apply to operations of the Contractor pursuant to this contract on premises owned or controlled by the City. The Contractor will strictly observe all laws, codes and ordinances, and the Contractor will not create any hazardous or unhealthful conditions.

3.7 RESERVED

3.8 DEFAULT BY THE CITY – Default by the City will occur if the City fails to perform or observe any material, rather than minor, terms and conditions of this contract required to be performed or observed by the City. Should such a material default occur, the Contractor will have the right to terminate all or part of its duties under this contract as of the 30th day following the receipt by the City of a notice from the Contractor describing such material default and intended termination, provided: (1) such termination will be ineffective if within said 30-day period the City cures said material default and (2) such termination may be stayed, at the sole option of the Contractor, pending cure of said material default.

3.9 DEFAULT BY THE CONTRACTOR - Default by the Contractor will occur if: (1) the Contractor fails to perform or observe any of the terms or conditions of this Contract required to be performed or observed by it; or (2) the Contractor is dissolved or liquidated; the Contractor files a petition in bankruptcy; the Contractor is adjudicated as a bankrupt; the Contractor makes an assignment for the benefit of creditors; a court of competent jurisdiction assignment for the benefit of creditors; a court of competent jurisdiction approves any petition or other pleading in any action seeking reorganization, arrangement, adjustment or composition of or in respect of the Contractor under the federal bankruptcy laws or any similar federal or state laws; or a receiver, trustee or similar official for the Contractor, or the Contractor's property, is appointed, and such appointment remains in effect for sixty (60) days or more.

Should such a material default occur, the Contracting Officer will have the right to terminate all or part of the City's duties under this Contract as of the 30th day following the receipt by the Contractor of a notice from the Contracting Officer describing such material default and intended termination, provided: (1) such termination will be ineffective if within said 30-day period the Contractor cures said default, and (2) such termination may be stayed, at the sole option of the Contracting Officer, pending cure of said material default.

3.10 RESERVED

3.11 REMEDIES CUMULATIVE - The rights and remedies contained in this contract will not be exclusive but will be cumulative of all rights and remedies now or hereafter existing whether by statute, at law, or in equity; provided, however, neither party may terminate its duties under this contract except in accordance with the provisions hereof.
1 1
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4 3.12 RESERVED

3.13 RESERVED

3.14 NOT CITY EMPLOYEES - No employee, agent, or representative of the Contractor will be considered an employee of the City nor be eligible for any benefits, rights, or privileges to City employees.

3.15 PROVIDED CITY PROPERTY. In performance of work under this contract, certain City property identified in this contract in Technical Attachment C will be made available to the Contractor by the City and covered by the Facility and Equipment Use Fee. Such property will be utilized in the performance of this contract at the installation administering this contract. Under this clause, the City retains accountability as well as title to the property and the Contractor assumes user responsibilities to maintain such equipment and prevent any loss.

3.16 DAMAGE TO CITY PROPERTY - The Contractor will be held responsible for and required to repair, at his own expense all damages to persons or property caused by carelessness or negligence on the part of the Contractor, his agents or employees.

Upon expiration of this contract, or expiration of authorized extensions of this contract, the Contractor will return all City facilities back to the City in the same or like condition in which they were turned over to the Contractor, normal use and approved modifications excepted. Any items failing to meet acceptable standard will be charged at replacement value plus costs.

3.17 CAPTIVE SHOP- The Contractor shall operate a “CAPTIVE SHOP” at the City facility, no repairs or maintenance shall be performed on vehicles or equipment aside from the City Fleet without the approval of the City.

SECTION 4 REPORTS

4.1 The Contractor shall process data from the following functional areas of the contract on a daily basis and provide the following computerized reports in the frequency noted. All weekly reports shall be delivered to the Contracting Officer by 2:00 p.m. each Monday. All monthly reports shall be delivered to the Contracting Officer on or before the fourth calendar day of the month following the reporting period.

4.2 Vehicle Master List (Monthly). This list (Technical Attachment B) shall be updated monthly by the Contractor. The list shall include equipment no., equipment class, manufacturer description, license no., model, year, mileage/hours.

4.3 Vehicle/Equipment Service Schedule (Monthly). This calendar displays those vehicles/equipment due for service. It shall be prepared by the Contractor (by cost center) and submitted to the user division supervisors fifteen (15) weeks in advance.

4.4 Preventive Maintenance No Show Report (Weekly). A listing of vehicles not delivered for a scheduled preventive maintenance.

4.5 Fleet Downtime Report (Monthly). Hours of monthly downtime by class/vehicle number per Fleet 1 1
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4 Availability Performance Exhibit.

4.6 Fleet Operating Expense Report (Monthly). Summary of monthly operating expenses by class (includes Preventive Maintenance and Repairs).

4.7 Vehicle Abuse Report (Monthly). Summary of indications of abuse by vehicle operator in excess of wear and tear.

4.8 Management Report (Monthly). Summary (one page) of following:
a. Maintenance/repair detail costs for the month compared to contract “BASE” price. b. Non-Contract work detail
c. Unbilled / Pending Close Workorder detail
d. Follow On Repair Report
e. Failure/attainment in each performance area subject to reward/liquidated damages for that month and cumulative damages for that contract year.
f. Number of shop orders.
g. Number of service calls.
h. Number of vehicle PMs scheduled/completed.
i. Downtime by category and in total.
j. Cumulative records of sub-contracted work.
k. Total labor hours expended by each classification.
l. Total parts cost.
m.Problem/accident summary.
n. Service Report of repairs and Maintenance done on Police vehicles and other equipment as requested by the City.
o. Staffing and certifications to include expiration dates p. Safety Report – shop accident and lost time injuries q. Vehicle Rebound / Rework report
r. Overdue PM / Missed Scheduled Service report
s. Repair Trending Report
t. PM Schedule for next period
u. Vehicle Oil Analysis Reports
v. KPI Supporting report
SECTION 5 CITY-FURNISHED PROPERTY AND SERVICES

5.0 GENERAL. The City shall provide the facilities, equipment, materials, and/or services listed below.

5.1 PROPERTY.

5.1.1 Facilities. The City shall provide to the Contractor the facilities described in Technical Attachment A at no cost. The Contractor shall not use the facility for work on vehicles or equipment not owned or leased by the City. Compliance with the Occupational Safety and Health Act (OSHA) and other applicable laws and regulations for the protection of employees is exclusively the obligation of the Contractor. The City will assume no liability or responsibility for the Contractor's compliance or noncompliance with such requirements, with the exception of the aforementioned responsibility to make corrections in 1 1
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4 accordance with approved plans of abatement subject to city-wide priorities. Prior to any modification of the facilities performed by the Contractor, the Contractor must notify the Contracting Officer and provide documentation describing in detail the modifications to be performed. No alterations to the facilities shall be made without specific written permission from the Contracting Officer; however, in the case of alterations necessary for OSHA compliance, such permission shall not be reasonably withheld.

The Contractor shall return the facilities to the City in the same condition as received, normal use and approved modifications excepted. These facilities shall be used in the performance of this contract only.

5.1.2 Equipment. The City shall provide the Contractor with equipment listed in Technical Attachment C. The Contractor is responsible for maintaining all City furnished equipment. Maintenance will be performed throughout the performance period in accordance with approved commercial practices.

Contingent with funding, the City will replace equipment only when it is no longer usable for its intended purpose due to fair wear and tear.

5.1.2.1 Equipment Inventory. Not later than five (5) days prior to start of the basic contract period, the Contractor and a City representative shall conduct a joint inventory of all City furnished equipment. The Contractor shall receipt for all equipment provided by the City. The Contractor and a City representative shall jointly determine the working order and condition of all equipment. Items of equipment missing or not in working order shall be recorded. The City will replace missing items and repair all items not in working order or the Contracting Officer will direct the Contractor to replace the missing item(s) or accomplish the repair and the Contractor will be reimbursed as preagreed costs.

The City Representative will give disposition instructions for items beyond repair. The Contractor and the City Representative shall certify their agreement as to the working order of the equipment. If the Contractor does not participate in the inventory, the Contractor must accept as accurate the listing(s) and stated condition of equipment provided by the City. If the Contractor participates in the inventory, but does not agree with the City Representative's determination as to the working order of the equipment, this failure of the Contractor to agree on working order and defects shall be treated as a dispute pursuant to the clause of this contract entitled, "Disputes".

5.1.2.2 Equipment Accounting. The Contractor shall designate custodians and alternates to receipt and account for City furnished equipment. This equipment is designated in Technical Attachment C.

5.1.2.3 Obtaining Additional or Replacement Equipment. The Contractor shall submit requests for additional or replacement City furnished equipment required in the performance of the contract. The Contractor shall submit such requests through to the Contracting Officer for approval and any appropriate contract modification. Upon approval, the Contractor shall obtain the equipment by placing orders for such items through the Contracting Officer. Equipment purchased by the Contractor without Contracting Officer’s authorization shall be paid for by the Contractor.

5.1.2.4 Equipment Accountability. Thirty days prior to completion of the contract, a joint inventory of equipment shall be conducted by the Contractor and a City representative. The Contractor shall be liable for loss or damage to City furnished property beyond fair wear and tear. Compensation shall be effected either by reduced amounts owed to the Contractor or by direct payment from the Contractor, the method to be determined by the Contracting Officer. All equipment in need of repairs/maintenance shall be repaired/maintained by the Contractor within 30 days of discovery, but before the joint inventory is made. All repairs/maintenance not performed by the Contractor shall be made at the City's option and at the Contractor's expense. In the case of damaged property, the amount of compensation due the City by the Contractor shall be actual cost of repair, provided such amount does not exceed the 1 1
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4 economical value. In the case of loss or damage beyond economical repair to equipment, the amount of the Contractor's liability shall be the depreciated replacement value of the item to be determined by the Contracting Officer. Any failure of the Contractor to agree with such determination shall be treated as a dispute pursuant to the clause of this contract entitled "Disputes".

5.1.2.5 Disposition of Equipment. When equipment is determined to be beyond economical repair, the equipment will be returned to the City in its entirety. Upon completion of the contract, the remaining City equipment shall be returned to the City.

5.1.2.6 All City furnished equipment will remain in its designated area. A final inventory and evaluation shall be made prior to payment of final invoice.

5.1.3 Materials.

5.1.3.1 Parts and Supplies. The inventory of parts and supplies owned by the City or the City’s prior Contractor at the start of the contract period shall be purchased by the Contractor. The value of the inventory will be determined by a complete joint physical inventory to be taken by the City and the Contractor. Items that are mutually agreed upon as being obsolete or incorrect will be withheld from the agreement and disposed of by the City. The remaining items will become the responsibility of the Contractor for inventory control and accounting, utilizing a City approved Fleet Maintenance Information System.

The Contractor will be responsible for the security of the parts inventory. Upon expiration or termination of the contract, an inventory of parts and supplies of equal dollar value will be returned to the City at the City's selection. Such inventory will be applicable to the fleet then in service. The Contractor may sell to the City, additional usable parts and supplies inventory acquired for use by the Contractor in connection with the services and work provided for under this contract as approved by the City. The purchase price for the City shall be the Contractor's acquisition cost.

5.1.3.2 Fuels. The City will supply all fuels for City fleet vehicles and equipment. No fuel will be provided for noncity vehicles or equipment.

5.1.3.2.1 Oil, Petroleum, Lubrication Products. All oil, petroleum and lubrication products including "add-on" engine oil will be provided by the Contractor.

5.1.3.2.3 Tools and Equipment. Tools and equipment furnished to the Contractor will remain City property and shall be maintained by the Contractor during the term of the Contract.

5.1.3.2.4 The City shall supply the Contractor with repair parts for Special Purpose vehicles if those Parts are available only through City supply channels.

5.2 SERVICES.

5.2.1 Utilities. The City will provide gas, electricity, water and sewage service, and bill the Contractor accordingly based on usage. The Contractor shall comply with local energy conservation plans.

5.2.2 Telephone. The City will not provide telephone service.

5.2.3 Custodial Service. The City will not provide custodial services. 1 1
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4 5.2.4 Refuse Collection. Collection and disposal services shall be provided by the City with the exception of used oil, tires, and hazardous waste.

5.2.5 Insect and Rodent Control. Pest control will be provided by the City.

5.2.6 Grounds Maintenance. The City will provide maintenance and repair of roads, walks, parking areas, and designated draining areas.

5.2.7 Equipment Maintenance. The requirements for Contractor maintenance are detailed in Section 7.9. Radios and radio equipment will be maintained and/or replaced by the City. The City is responsible for installation of radio transmitters and receivers and repair to such equipment installed on vehicles.

5.2.8 Police and Fire Protection.

5.2.8.1 Police. Phone number 522-7600.

5.2.8.2 Fire Protection. Phone number 522-7900. The Contractor shall comply with standards of fire prevention and safety set forth in state and local directives. The Contractor shall make all assigned facilities, areas, and equipment available for inspections, surveys, and accomplishment of fire protection services, maintenance, and repair by authorized City or contract personnel.

Prior notification shall be given to the Contractor by Contracting Officer.

5.2.8.3 Fire prevention/protection services and inspection and maintenance of City furnished fire extinguishers and systems will be accomplished by the City.

5.2.9 Maintenance and repair of real property facilities will be accomplished by the City. The Contractor shall designate a building manager. The Building Manager shall identify routine maintenance and services and submit work orders to the City through the Contracting Officer.

Maintenance beyond normal "wear and tear" shall be the responsibility of the Contractor.

SECTION 6 CONTRACTOR-FURNISHED ITEMS AND SERVICES

6.1 GENERAL. The Contractor shall furnish everything required to perform all services required by this performance work statement. Except for those items or services specifically stated to be City furnished.

6.2 CONTRACTOR-FURNISHED ITEMS AND SERVICES.

6.2.1 Parts and Supplies. The Contractor will furnish at his own expense all parts required to perform the maintenance and repair work described in this Contract The Contractor will be responsible to ensure that parts are available to meet the operations essential requirements of this Contract, and to maintain the performance of the work described in this Contract to acceptable quality levels. The Contractor shall provide his own vehicle for parts pickup.

6.2.2 Batteries. The Contractor shall provide all batteries. Batteries shall have adequate CCA and reserve capacity to meet the load requirements of the vehicles, including all accessories. The group size should correspond to the application. CCA, reserve capacity, and group size of 1 1
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4 replacement batteries shall be no less than that of the original equipment battery. Batteries deemed dead 12.4 volts or less must be recharged or replaced. Vehicles failing a minimum battery voltage are to be considered Out of Service until battery is fully charged or replaced.

6.2.3 Oil Lubrication Products. The Contractor shall provide all oil and lubrication products, including addon oil, required in the performance of the work described in this Contract. Contractor shall provide recycled oil that has been certified as re-refined oil which meets or exceeds these specifications by the American Petroleum Institute (API). Contractor furnished products shall meet the requirements established by the vehicle manufacturers.

6.2.4 Tires. Contractor shall provide all tires and be responsible for their proper disposal. Tires shall meet the requirements established by the vehicle or equipment manufacturers. Tires will be replaced when the tread reaches 4/32”, Except police patrol vehicles which shall be replaced when the tread depth reaches 5/32”. Or when a tire has aged beyond 84 Months of manufacture date.

6.2.5 Hazardous Waste. The Contractor shall control, provide for and dispose of all hazardous waste materials generated from the performance of this contract including: oil, fuel, coolant, brake fluid, hydraulic fluid, power steering fluid, solvents, batteries, asbestos, oil filters, fuel filters, transmission filter, hydraulic filters, tires, brake pads / Brake materials, contaminated grease sweep, etc., according to all applicable laws and regulations.

6.2.6 Hand Tools. The Contractor shall ensure that each Technician has adequate tools to perform the required repairs and services as set forth in this contract. Contractor to provide insurance for each technician’s tools & toolbox(es) against theft, damage, and loss to include fire, flood and earthquake.

6.2.7 Computer and Software. The Contractor shall provide a Computerized Fleet Maintenance Information system capable of providing computerized records and scheduling of preventive maintenance on the vehicles and equipment detailed in this Contract, and other computerized records pursuant to this Contract as required. Computerized Records and Schedules will include as a minimum those listed in Technical Attachment C. Upon termination of this contract, the Contractor shall provide the City or successor with current and historical cost/productivity data and software as may be required for phasein/phaseout.

The Contract is to provide real time functionality for Heads Up Display such as internet connected TV to display vehicles under the shop control – Vehicle detail to include unit number, department, Service Request, date & time in, current status (e.g. Diag, pending tech waiting on parts, etc.), notes, and estimated time & date of completion. This system must be accessible to remote end users and offer department filter capability.

All records/data maintained during the term of the contract shall remain the property of the City.

6.2.8 Custodial Service. In all facilities furnished by the City, the Contractor shall maintain the facilities in such a condition that would not jeopardize safety, be conducive to fire hazards or cause deterioration of the facilities. Wash and rest areas will be kept clean and litter will be removed.

6.2.8 Physical Security. The Contractor shall be responsible for safeguarding all City property in its work area. At the close of each work period, facilities and equipment shall be secured.

6.3 TELEPHONE SERVICE. The Contractor shall use existing telephone lines and will bear the cost of usage.
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4 6.4. REMOVAL OF CONTRACTOR PROPERTY. Upon completion of the contract, a City representative will observe the removal of incumbent Contractor's equipment from installation premises: all Contractor equipment, supplies, and materials will be removed. The facilities being vacated by the outgoing Contractor shall be cleaned to the satisfaction of the City.

6.5 GROUNDS MAINTENANCE. The Contractor shall be responsible for policing his assigned grounds, sidewalks, storage and parking areas. This includes at least 50 feet from outside wall of furnished facilities.

6.6 REPAIR AND REPLACEMENT PARTS.

6.6.1 The Contractor shall provide motor vehicle and equipment repair parts equal in quality to replacement parts supplied by the original equipment manufacturer.

6.6.2 Commercially purchased or Contractor rebuilt parts may be used if they equal or exceed the quality of the original parts.

6.6.3 Used parts may be used only on an exception basis when other sources have been exhausted and with written approval of the Contract Officer. Used parts include cannibalized parts from City furnished vehicles.

6.6.4 The Contractor will be responsible to assure that parts are available to meet the requirements of the Contract.

6.6.5 Replacement Parts. The Contractor shall furnish all replacement parts. Quality of parts shall be equal to or better than the parts in the equipment when the equipment was turned over by the City.

SECTION 7 SPECIFIC TASKS

7.1 VEHICLE MAINTENANCE.

7.1.1 General. The Contractor shall maintain vehicles and equipment listed in Technical Attachment B to meet standards established by the original equipment manufacturer and as further amended by directives stated in this Contract. The Contractor shall perform maintenance, diagnostic, and repair service on all units covered by this contract in the facilities provided for this service, or in the field as required. Third party vendors may be utilized on a case by case basis and as approved by the City Contracting Officer.

7.1.1.1 The Contractor shall maintain vehicle and equipment listed in Technical Attachment B to meet standards; including scheduled and unscheduled maintenance.

7.1.1.1.1 Repair of vehicles damaged by accident, abuse and incident are the responsibility of the Contractor up to $1,000.00 per occurrence. All repair costs beyond this limit are to be approved by the City Contracting Officer. Contracting Officer is to be advised in advance of the commencement of any vehicle body repairs.

7.1.1.3 If a vehicle repair estimate exceeds the component repair limit, the Contractor shall submit the requirement to the Contracting Officer. The portion of the costs that exceeds the component repair 1 1
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4 limit shall be worked and paid in accordance with the over and above procedures outlined in this Contract. The repair cost will be authorized by the Contracting Officer and the Contractor prior to performing the work. VOC calculations stop when the City Representative receives the repair estimate and starts again when the Contracting Officer gives approval for the repair. If it is determined that the repair limit will not be exceeded, the VOC is calculated from the time the vehicle enters the shop.

7.1.1.4 Repair Parts.

7.1.1.4.1 The Contractor shall provide motor vehicle and equipment repair parts equal in quality to replacement parts supplied by the original equipment manufacturer.

7.1.1.4.2 Commercially purchased or Contractor rebuilt parts may be approved by the Contracting Officer on a case by case basis. Such parts must be of equal or superior quality of the original parts.

7.1.1.4.3 Used parts may be used only on an exception basis with Contracting Officer approval when other sources have been exhausted or when it is economically or chronologically advantageous to the City. Used parts include cannibalization of parts from City furnished vehicles.

7.1.1.4.4 Invoices for all parts purchased by the Contractor from any source shall be maintained for the duration of contract and options. The invoice and sales slip files shall be made available to the City upon request. Parts charged to individual vehicles shall be priced at Contractor's acquisition cost and sales slips will be attached to and filed with the work order.

7.1.1.5 Vehicle warranty work will be the responsibility of the Contractor. All warranty work that is out of commission and is not the fault of the Contractor will not be counted in VOC calculations.

Documentation of follow up actions shall be maintained and provided to the City every 10 days.

Scheduling, Vehicle Conveyance to and from warranty work is the responsibility of the Contractor.

7.1.1.6 Radio Installation, Maintenance and Repair.

7.1.1.6.1 The Contractor shall be responsible for coordinating the maintenance and repair of radio equipment with an approved vendor. These costs will be covered by the Contactor up to $1,000.00 per vehicle per occurrence.

7.1.1.6.2 The Contractor shall submit requests for the repair of radio equipment through the Contracting Officer.

7.1.1.6.3 The Contractor shall be responsible for repair and associated costs of Contractor caused damage to radio equipment.

7.1.1.7 Vehicle Accessory and Special Equipment. An item added to a vehicle to meet an operational requirement will be purchased by the vehicle using activity (requestor) and will be installed and maintained by the vehicle maintenance Contractor. The item will be transferred from one vehicle and installed on another vehicle upon receipt of an approved authorization. Examples of accessory and special equipment are spotlights, spare tire racks, mirrors, horns, lights, campers, cargo shells, hydraulic tail gates, towing hitches, winches, etc.

7.2 MINOR REPAIR. The Contractor shall:
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4 7.2.1 Provide a quick turnaround repair service for repairs estimated to take one half hour or less.

Repairs shall begin not later than 5 minutes after arrival of vehicle.

7.2.2 Operate a tire facility to provide repair, replacement and balancing of vehicle tires. Remove and reinstall mounted tires (includes unscheduled roadside service). Repair of flat tires will be by patching or patch/ plugging. Tire sealant is not to be utilized unless specifically authorized by the City on a case by case basis. Provide in contract dismount and disposal of orphan or cast off tire and rim assemblies.

7.3 ROAD CALLS. The Contractor shall provide onsite scheduled and unscheduled maintenance, diagnostics and repair for vehicles which because of design or immobility cannot be economically delivered to the vehicle maintenance facility.

7.3.1 Service calls to start, repair, or unlock vehicles that are disabled away from the shop area are the responsibility of the Contractor. Service calls shall be responded to immediately. Once Contractor is notified of a disabled vehicle, Contractor shall provide City staff with an estimated time for tow/repair service. Contractor shall provide this update within thirty (30) minutes of the original call for service.

Contractor shall make necessary arrangements for tow service or repair within one (1) hour from original time of service call. All service calls will be recorded. A service call control register using a consecutive numbering system will be maintained and these will be retained for the duration of the contract period.

7.3.2 AFTER HOURS/EMERGENCY SERVICE. Contractor shall provide an emergency contact telephone number for after hours and/or emergency service.

7.4 MAJOR REPAIR. Contractor is responsible for:

7.4.1 Repair or replacement of parts, assemblies, sub-assemblies, and components.

7.4.2 Fabrication or parts when required (weld, lathe work, etc.)

7.4.3 Glass replacement. The Contractor shall provide glass & mirror services, or have an approved third party vendor available as an on call basis. Glass shall be of an OEM approved type and tint. Where plastic film tint is utilized, the vendor will provide these services or an approved third party. Where units are fitted with Advanced Driver Safety Devices – those items shall be calibrated by an authorized vendor or the OEM dealer upon windshield replacement.

7.4.4 Body and Frame Repair (Major). Major or extensive body work shall be performed by a qualified body shop. The Contractor shall be responsible for arranging and managing the repairs of wrecked vehicles through an outside body shop. Before releasing a damaged or wrecked vehicle for repairs, the Contractor shall obtain three proposals on the repairs. Proposals shall include labor rates, and itemized cost for parts and labor. The Contractor shall submit the proposals to the Contracting Officer for approval to proceed. If the cost of repairing the unit exceeds its service value to the City, the Contracting Officer will review with the Contractor the cost-effectiveness of repairs versus replacement.

Invoices for major body work performed by an outside body shop will be accepted solely by the Contractor, who will be reimbursed by the City at cost.

7.4.5 Body Repair (Minor). Minor repair (under $1,000.00) on vehicle bodies, trim, decals, logos, glass replacement, mirror, Camera systems, painting, corrosion control and upholstery repair shall be accomplished as necessary to preserve safe operation and maintain the City image. Paint shall meet or exceed original equipment manufacturer's specifications. 1 1
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4 7.4.6 Painting and Marking. The Contractor is responsible to maintain the overall image of the City fleet. Decals, logos and wraps will be maintained and replaced as needed by the Contractor. A qualified body and paint shop will perform all painting of vehicles and corrosion control; however, complete vehicle/equipment painting to maintain cosmetic appearance shall be accomplished only when required and approved by the Contracting Officer. Paint shall meet or exceed original equipment manufacturers specifications. City logos, decals and wraps will be of premium quality and of design, color and size as approved by the City.

7.4.7 Upholstery Repair. Contractor is responsible for the repair and replacement of damaged, worn or threadbare upholstery, seating hardware and door panels. Material used in upholstery repair will meet or exceed original manufacturer's specifications and be of matching color. City Approved Seat Covers may be substituted upon special request.

7.4.8 Recalls, Technical Order modifications, service bulletins, and approved local modifications will, where applicable, be accomplished by the manufacturer (or designee). If not applicable, Contractor will perform same and will be reimbursed for parts and labor on an "over and above" basis. Vehicle Conveyance to and from manufacturer for the purposes of such items as described will be the responsibility of the Contractor.

7.4.9 Seasonal Equipment Repair. The Contractor shall establish a program to ensure seasonal equipment is fully serviceable at the start of the season. At the conclusion of the season, equipment to be stored shall be properly protected to include fuel stabilization and fogging along with any other storage preparations.

7.4.10 Corrosion Control. Corrosion control shall be accomplished by the Contractor. Early stages of corrosion are to be treated with a rust inhibitor or converter and paint sealed (e.g. SEM “rust mort”, CRC rust converter, etc.)

7.4.11 Delayed Maintenance Program. Contractor shall complete all delayed maintenance at the earliest possible date. As a minimum, it shall be completed on the next scheduled/unscheduled work order, not to exceed 180 calendar days from the last date the vehicle was seen for scheduled/unscheduled maintenance. If work consists of deferred parts and said parts are backordered for over 30 days, follow-up on parts will immediately be accomplished and documented. Follow-up shall be done every 5 working days thereafter and documentation provided to the City.

7.4.12 Provide Scheduled Maintenance and Service. The Contractor shall be responsible for the following:
a. Providing a comprehensive Preventive Maintenance Program. b. Adherence to the vehicle / equipment manufacturer’s scheduled maintenance guidelines c.CNG Annual inspection
d.Smog inspections will be performed in accordance with California State Regulations (biannual program).
e.HD/IM- Diesel powered vehicles requiring mandated HD/IM testing shall be performed by the Contractor.
f.BIT - Contractor will comply with the state's "Biennial Inspection of Terminals" (BIT) Program by performing the appropriate inspections and keeping proper maintenance and driver's records. g.Aerial Devices - Contractor shall perform or provide through a certified third party provider annual inspections and dielectric testing for aerial type equipment. The Contractor shall assure the safety inspection and preventive maintenance programs are accomplished during the month it is scheduled.
h.Other Regulatory Compliance
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4 7.4.13 Shipment and Storage of Vehicles. The Contractor shall process vehicles as directed by the City.

Contractor employees shall only park in the city’s employee lot or on street. Employees are not permitted to operate their vehicles within the Corporation Yard without City approval.

7.4.14 Receiving New Vehicles and Equipment. The Contracting Officer shall coordinate receipt and delivery of all new fleet vehicles and equipment through the Contractor and the City. The Contractor shall prepare and maintain files for all new vehicles added to the fleet.

7.4.15 Salvage Vehicles and Equipment. Units scheduled for salvage will be removed from the Contractor's active files. The Contractor shall assist the City in determining when fleet vehicles and equipment have reached their optimum period of retention. Contractor is responsible for decommissioning of Salvage units.

7.4.16 Decommissioning Vehicles and Equipment. The Contractor is responsible and shall include in the Fixed Annual Target Price for the decommissioning of City owned vehicles in preparation for auction sale or disposal. This includes removing all decals, license plates and, City owned equipment such as two-way radios, specialty safety lighting and equipment not originally equipped when vehicle was placed into service. Vehicles are to be cleaned and washed prior to dispatch to auction. The City may, at their discretion, send some specialty vehicles to a third party vendor for specialty equipment decommissioning. A typical example may include patrol car decommissioning. Decommissioning shall be performed in a timely manner and items to be redeployed are to be stored onsite until they can be reinstalled.

7.5 ADMINISTRATION.

7.5.1 The Contractor shall provide information concerning the maintenance status (for example, awaiting parts, estimated time in commission, etc.) of vehicles in the vehicle maintenance facility upon request. Contractor will provide functionality for a continuously updated, remotely viewable heads-up display type system to report to each end user department the current vehicle status.

7.5.2 The Contractor shall maintain a log to reflect the current status of manufacturer recalls, technical service bulletins and local modifications. Contractor is responsible for scheduling, conveyance and completion of recalls, technical service bulletins and local modifications.

7.5.3 The Contractor shall maintain a work order control register for the duration of the contract and shall issue all work order numbers. A consecutive numbering system shall be used. Work order system must reflect the City vehicle numbering system, vehicle year, make, model, assigned department along with date stamps for vehicle time in and completion along with a technician work hours log. This system is to be accessible to the City and shall be delivered to the city in digital form upon conclusion of the contract.

7.5.4 The Contractor shall maintain historical information of repair actions on each vehicle utilizing a City approved Fleet Maintenance Software System. The City is to have access to the Fleet Management Software and this historical data is to be supplied to the city in digital form upon the conclusion of the contract.

7.5.5 The Contractor shall comply with documentation requirements for vehicle accident/abuse in accordance with City requirements.
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4 7.5.6 The Contractor shall attend local meetings pertaining to vehicle maintenance, and safety as required by the Contracting Officer or City Representative.

7.5.7 The Contractor shall provide records, reports, and analysis as specified in the reports section.

Analysis will consist of a written in-depth assessment of all collected data to verbally explain what, when, why, and how actions occurred and recommendations to resolve any deficient area.

7.5.8 When requested, the Contractor shall prepare and submit budget estimates for City provided supplies (fuel, parts, supplies etc.) to the Contracting Officer.

7.5.9 Maintenance Manuals and Shop Manuals. The City has many of the maintenance manuals which will be turned over to the Contractor at the start of the contract period; however, it shall remain the Contractor's responsibility to obtain missing manuals and documents, and to update maintenance/repair manuals regularly. All Maintenance manuals shall become property of the City upon completion of the contract.

7.5.10 Technical Advisor. The Contractor shall act in the capacity of technical advisor to the City regarding the acquisition of new vehicles and equipment and shall provide historical maintenance data on proposed equipment as may be useful in determining selection of vehicles.

7.5.11 Correspondence. The Contractor shall prepare Vehicle Maintenance and Analysis related correspondence. Correspondence shall consist of replies, requests for assistance, suggestions (including evaluations), and other routine correspondence. Correspondence shall be answered in a timely manner.

7.6 POLICING THE GROUNDS. The Contractor shall be responsible for keeping the grounds around the facilities and interior shop areas, which the Contractor occupies, free of debris and litter. Vehicles under the Contractor’s control shall be safely parked, secured, locked and keys secured in a lock box inside the Fleet Garage.

7.7 VEHICLE ABUSE. The Contractor shall document areas of vehicle abuse, and furnish evidence of breakdown or failure due to suspected abuse to the Contracting Officer. The Contracting Officer will assess the evidence and may rule not to penalize the Contractor and to address the repair through Vehicle Rehabilitation.

7.8 ACCIDENTS. The Contractor shall record and report promptly to the Contracting Officer all available facts related to each instance of damage to City vehicles while being operated by Contractor personnel, and each instance of injury to either Contractor or City personnel. All accidents involving City of San Mateo vehicles must be reported and documented in accordance with the City's Accidents Involving City Vehicles policy.

7.9 EQUIPMENT MAINTENANCE. The Contractor is responsible for maintenance and repair of the City furnished equipment listed in Technical Attachment C.

7.9.1 Minor Maintenance. Shall include cleaning, adjusting, ordinary lubrications, tightening of nuts and bolts, and preventive maintenance actions recommended by the equipment manufacturer and the City.

7.9.2 Major Maintenance. Shall include repair of inoperable equipment, replacing components, parts, filters, hinges, gaskets, compressors, etc.

7.9.3 Repair Limits. The Contractor is responsible for individual unit repair costs up to $1,000 per 1 1
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4 component, per occurrence to include parts, consumables, and associated labor (industry standard labor guide – i.e. Mitchell, ALLDATA.) At Contract agreed labor rate - If no labor guide is available for the repair, Contractor will consult City Fleet manager. Repair costs to include Diagnostics, Preventive Maintenance, repairs, glass, keys, key FOBS, breakdowns / towing, body damage, or abuse. Body damage repaired in a single event will be considered a single occurrence in which the $1,000 will function as a deductible. Rework required due to faulty diagnostics, repair or parts shall be the sole responsibility of the contractor.

7.9.4 Repairs on Rolling Stock. The Contractor shall perform all maintenance, diagnostics and repairs on rolling stock as required. Routine repairs include, but are not limited to hitches, wheels, bearings, seals, safety lights and electrical wiring harnesses.

7.9.5 Repairs to Stationary Equipment. The Contractor shall perform all maintenance, diagnostics, and repairs on stationary equipment (i.e., standby generators).

7.9.6 Vehicle Master Key Library. The Contractor shall maintain spare Keys & Key FOBS for all City vehicles. The City has an existing inventory and provides duplicates upon new vehicle acquisition. The Contractor will provide replacement keys and FOBs in the event of end user or Contractor loss. The Contractor shall provide secure locking key storage and regularly complete an inventory of Keys & FOBs ensuring every unit has a spare set in the master Key Library. Costs of maintaining the Keys and FOBs shall be covered under BASE contract.

7.9.7 Vehicle On-Site Charging. On occasion it may be necessary for EV units to be charged, or vehicles repositioned within the Corp Yard charging infrastructure. The Contractor is uniquely positioned to access such units and may be called upon to act as a liaison for these needs as they arise. Contractor agrees to provide those services at no charge to the City.

7.9.8 Interim Maintenance Items. The Contractor shall provide support for interim maintenance items.

Interim maintenance items are periodic tasks that occur outside of a typical PM cycle. These items often include services such as- tire inflation, wiper blade replacement, grease points, sweeper broom replacement, lawn mower blade sharpening or other services. The Contractor will provide a convenient means to coordinate these “on-demand” services and prioritize technician support to ensure these tasks are completed in a timely manner.

7.9.9 BATTERY SHOP. Operate a battery shop to provide replacement batteries and battery services for all equipment. Establish a baseline battery inventory and ensure batteries are charged and ready for installation.

7.9.10 TOWING, RECOVERY AND ROADSIDE ASSISTANCE The Contractor will be responsible for providing towing/recovery of disabled vehicles/equipment. Towing to also include conveyance of a vehicle to and from a third-party vendor as needed. Roadside assistance to include: flat tires replacement, lock out / lost keys, “dead” battery replacement or other roadside mechanical repair.

7.10 MOBILITY DEPLOYMENT, DISASTER PREPAREDNESS AND OTHER CONTINGENCY/ EXERCISES.

7.10.1 Upon notification, the Contractor shall provide vehicle maintenance to support activation or exercise of contingency operations or plans.

7.10.2 The Contractor shall appoint a manager/supervisor to represent Fleet Services at the Emergency Operations Center (Logistics Section) during emergency drills/activation. 1 1
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4 7.10.3 The Contractor shall provide vehicle maintenance 24 hours a day, seven days a week, if required, for the duration of the contingency.

7.10.4 The Contractor shall use the priorities established by the City if the activation or exercise of multiple contingency plans generates conflicting support requirements. If the Contractor cannot accomplish a routine workload due to activation or exercise or any contingency plan, reductions in payment, based upon the performance requirements, summary shall not be made for non-support of the lower priorities.

7.10.5 The Contractor shall submit, on contract start date, a plan for providing the maximum required support. The plan must be approved by the Contracting Officer.

7.11 EMERGENCY OPERATIONS.

7.11.1 Upon notification by the Contracting Officer, the Contractor shall provide vehicle maintenance diagnostic, and repair to support national commitments, up to and including a declared war.

7.11.2 The Contractor shall appoint a manager/supervisor to represent Fleet Services at the Emergency Operations Center (Logistics Section) during emergency drills/activation.

7.11.3 The Contractor shall provide vehicle maintenance 24 hours a day, seven days a week, as required, for the duration of the emergency. The Contracting Officer shall advise the Contractor verbally of the required level of effort and follow up with a written change to the contract. A supplemental agreement shall be negotiated to compensate for services over and above the normal workload, pursuant to the "changes" clause of this contract.

SECTION 8 INDUSTRIAL SAFETY REQUIREMENTS

8.1 GENERAL REQUIREMENTS.

8.1.1 Mishap Reporting and Investigation:

8.1.1.1 The Contractor shall report within one hour to the Contracting Officer all pertinent facts relating to each case of damage to City property or lost time injury.

8.1.1.2 If the City decides to investigate the mishap, the Contractor shall cooperate fully and assist the City personnel until the investigation is completed.

8.1.2 The Contractor shall include a clause in all subcontracts to require sub-contractors to comply with the safety provisions of this section as applicable.

8.1.3 The Contractor shall submit to the Contracting Officer and the Safety Coordinator a detailed safety program and continuous safety training plan which will be followed during the life of the Contract. The Contractor will not deviate from the safety provisions of this section or make changes to the safety 1 1
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4 program plan without prior review and approval by the Contracting Officer and the Safety Coordinator.

8.1.4 Contractor will ensure that an inspection of all shop areas is accomplished daily. These inspections will be documented as to findings and corrective actions taken and monthly copies supplied to the Contracting Officer.

8.1.5 The Contractor will assign the Contract Manger to participate as a member of the City Service Center Safety Committee which meets monthly.

8.1.5 The Contractor will provide shop employees with weekly safety training on relevant training topics.

Training documentation to be supplied to the Contracting Officer monthly.

8.1.6 The Contractor will ensure shop employees are properly trained/licensed to operate vehicles and equipment assigned for repair. This shall include Forklift, bucket truck, CDL’s and other license or certifications as applicable.

8.2 SPECIFIC REQUIREMENTS.

8.2.1 The Contractor shall load, handle, and transport City property in such a way as to prevent damage to the City property.

8.2.2 City property shall be stored in such a manner as to prevent damage to the City property.

8.2.2.1 Broken or damaged pallets shall not be used for storage of City property.

8.2.2.2 The Contractor shall provide sufficient aisles between storage areas for any material handling equipment that may be required. Aisles shall be kept clean and dry at all times.

8.2.3 The Contractor shall inspect, maintain, and operate hoists, cranes, slings, and other lifting equipment in a safe manner to prevent damage to City property.

8.2.3.1 All lifting devices and equipment shall be visually inspected by the operator before each use or daily. On a periodic basis (annually) a documented inspection and weight test will be made on all hoists, cranes, slings, and other lifting equipment. (IAW ANSI B30 Series Standards). Vehicles should not remain on lifts or lifting devices for extended periods of time or overnight.

8.2.3.2 Slings shall not be used when tied in knots or when damaged.

8.2.3.3 All jacks shall have a sufficient rating to lift and sustain the load.

8.2.4 The Contractor shall provide equipment specific training and certifications for equipment utilized by Contractor’s employees to include but not limited to – vehicle lifting devices, forklifts, aerial devices etc.

8.2.4 The Contractor shall maintain a workplace chemical list, maintain an OSHA Material Safety Data Sheet file, and advise and train his employees concerned of the chemical hazards to which they are exposed. The informed handling and controlled disposal of hazardous and toxic materials shall be the responsibility of the Contractor.

Contract to supply a digital copy of these files to the City Fleet Manager on a quarterly basis, on City 1 1
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4 request or upon Contractor changes to the file.

8.2.5 Flammable liquids in the vicinity of City property shall be handled and stored in a safe manner as per regulations to include:

8.2.5.1 Precautions shall be taken to prevent the ignition of flammable vapors.

8.2.5.2 No smoking, spark producing equipment or open flames shall be permitted in any flammable liquid storage area. (smoking is not permitted on any city property per city ordinance).

8.2.5.3 Proper handling of spills and approved disposal of waste material.

8.2.6 Spray applications using flammable and combustible materials in the vicinity of City property shall be done in accordance Cal OSHA and the following:

8.2.6.1 All spray operations shall be done in a power ventilated spray booth or spray room.

8.2.6.2 All electrical service and electrical equipment within the spray booth or spray room shall be explosion proof.

8.2.6.3 No spark-producing equipment or open flames shall be permitted within ten feet of any opening in a spray booth or room.

8.2.6.4 Portable electric lamps shall not be used in any spray area during spray operations.

8.2.5 Proper PPE shall be worn by all personnel in the vicinity.

8.2.7 Compressed gas from cylinders in the vicinity of City property shall be handled and stored in accordance with Cal OSHA and the following:

8.2.7.1 Compressed gas from cylinders shall not be used without reducing the pressure through a regulator.

8.2.7.2 When cylinders are not in use, the valve shall be closed tightly.

8.2.7.3 During use or storage, cylinders shall be restrained to prevent accidental upsetting or falling.

8.2.7.4 Smoking is not permitted on any city owned property. "NO SMOKING" signs shall be posted.

8.2.7.5 Oxidizing gases shall not be stored within 50 feet of flammable liquids unless separated by a wall with one-hour fire rating.

8.2.7.6 All compressed gas cylinders shall be labeled as to contents.

8.2.7.7 Valve protector caps shall be installed on all compressed gas bottles in storage.

8.2.8 No smoking, spark producing equipment or open flames shall be allowed in the battery shop. 1 1
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4 8.2.9 Only qualified persons shall be authorized to perform welding operations and a qualified observer is to be deployed for the duration of welding operation.

8.2.10 Welding operations shall not be permitted where flammable materials, gases or liquids are present.

8.2.11 All precautions shall be taken during vehicle fueling to prevent the possibility of spillage, fire or explosions.

8.2.11.1 Vehicles shall not be fueled near open flames or spark producing devices.

8.2.11.2 Vehicles shall not be fueled indoors and personnel shall not smoke during fueling operations.

8.2.11.3 Vehicles being supplied with fuel shall have the ignition off and the parking brake applied.

8.2.11.4 During fueling, the nozzle of the fuel hose shall be kept in constant contact with the intake pipe of the vehicle's fuel tank.

8.2.11.5 Spilled fuel is to be handled in accordance with regulations and properly disposed.

8.2.11.6 EV Charging – Precautions shall be taken in the charging of EV vehicles. Any cords, connectors, ports or devices found to be out of compliance must be tagged out and the Contracting Officer notified.

8.2.11.7 EV Charging Cords- EV charging cords shall be placed in a manner as not to pose a tripping hazard. Upon completion of vehicle charging cords are to be properly stored on the Charging Device and the port placed in the assigned storage port.

8.2.12 Shop machinery will be inspected daily by shop personnel, and periodically maintained.

8.2.13 Shop machinery found to be out of compliance shall be locked out / tagged out and repairs scheduled. Contracting Officer to be notified.

8.2.13 Good housekeeping is essential to safe motor vehicle shop operations.

8.2.13.1 Shop floors will be kept clean and free of oil, grease, water, gasoline, or other hazardous and slippery materials. Fuel and oil spills or other hazardous waste shall be promptly cleaned up and disposed of in an appropriate manner. Contractor to supply hazardous waste spill kits.

8.2.13.2 Drip pans under vehicles and mechanized equipment is essential.

8.2.13.3 Suitable containers with lids shall be strategically located throughout the work area for easy disposal of oil and grease soaked rags. All containers for this purpose shall meet OSHA requirements and be UL listed. Trash and oily rag receptacles shall be emptied daily.

8.2.13.3 Vehicle Storage Units left in the shop for extended periods or overnight shall be confirmed to be powered off or electrically isolated. Vehicles should not remain for extended periods or overnight on lifts or jackstands. Should the need arise, units remaining on a lift or 1 1
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4 jackstands are to have secondary securement. Units without oil, or other vital fluids, waiting for parts or serious repair concerns are to have keys removed along with Out of Service tags, cones or steering wheel covers to ensure unit is not operated. These items are to be supplied by the Contractor.

8.2.14 Shop personnel will wear appropriate personal protective equipment, to include but not limited to high visibility Jackets, protective eyewear, gloves, bump/hardhats, slip resistant steel / composite toe boots, fall protection, as required when performing any hazardous maintenance operation. PPE requirements will adhere to Cal OSHA Regulations and this equipment will be provided by the Contractor.

8.2.15 Chassis and axle supports will be used during vehicle maintenance. No makeshift devices will be used for chassis and axle supports.

8.2.16 Tire Mounting. Shop personnel will use mechanical devices, such as dollies, to help them mount or remove large, heavy tires.

8.2.16.1 Personnel will use guard cages when inflating heavy truck tires.

8.2.16.2 Personnel will use extreme caution when inflating tires or large trucks or heavy construction equipment.

8.2.17 Jacks. The rated load will be legibly and permanently marked in a prominent location on the jack by casting, stamping, or other suitable means (jacks supplied with the vehicles as standard tool equipment are excluded). The operator will make sure that the jack used has a rating sufficient to lift and sustain the load. Jacks will be inspected, tested, and documented in compliance with ANSI B30.1 American National Standard Safety Code for jacks, or an applicable technical order. After a vehicle has been raised by a jack, it will be securely blocked to prevent falling. At no time will a Technician place any part of their bodies directly under the wheels of a jacked vehicle.

8.2.18 Cables and Cords. Power cables and cords on portable electrical equipment will be made of heavy armored rubber or similar material, to prevent damage from oil or grease, and by chafing. Power cables and cords on all portable and fixed electrically operated equipment will be of the three-wire construction with a plug equipped with a ground lug. (Note: this requirement does not apply to double insulated tools.) Cables will be constructed to provide automatic grounding of equipment through integral conductors. Any cords or cables found to be worn or damaged must be removed from service and tagged out of service. Technicians utilizing portable electrical tools and lights will not string cables carelessly across shop floors.

8.2.19 Work area Isolation Areas where vehicle repair work is being performed, or vehicles are actively lifted or jacked shall have controlled access by means of cordoning off the area, closing of the garage door or safety chain across the garage door opening or other similar means.

8.2.20 Roadside Safety On the occasion of a roadside break down / repair, employees must have proper Cal OSHA approved PPE (such as High Visibility clothing etc.) additionally the work zone must be properly marked with safety triangles, flares and/or safety cones. Vehicle should be moved to the safest possible location for roadside service or vehicle recovery. Best practices to be applied. Local authorities to be notified as necessary and in a timely manner to ensure safety at the scene.

8.2.21 Fire Prevention. The Contractor will follow all local fire laws, regulations, and standards to 1 1
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4 ensure that damage does not occur to City property or personnel.

8.2.22 Ventilation The Contractor will ensure proper ventilation of the shop area and avoid operating Internal Combustion Vehicles within the confines of the shop area. All safety measures shall be taken to avoid buildup of fumes, dust and airborne debris in the shop vicinity or into adjacent buildings.

SECTION 9 DEFINITIONS
91 Add On Oil Oil added to a vehicle/equipment between oil changes.

9.2. ASI (Annual Safety Inspection) Maintenance performed annually; in accordance with state inspection requirements including LOF.

9.3 ASE Automotive Service Excellence is an automotive institute that certifies automotive technicians in an array of automotive vocations, of these certifications ASE Master Technician is the pinnacle

9.4 BIT Biennial Inspection of Terminals A terminal Inspection with a requirement to inspect every 90 days and maintain specific files for vehicles in excess of 10,000 lbs.

9.5 Captive Shop A vehicle maintenance facility dedicated to the sole service of a single client’s fleet

9.6 CNG Compressed Natural Gas A vehicle fuel that is comprised primarily of Methane and stored under pressure. Vehicles utilizing this fuel require specially certified technicians to maintain these systems.

9.6 Component An individual part or piece of a larger system (i.e. Alternator, Starter, Fuel Pump)

9.7 Component Repair Limit. The Component Repair Limit shall be $1,000.00 per component, per occurrence, per vehicle. All repair costs beyond this limit are the burden of the City and to be approved by the City Contracting Officer in advance of repair. Examples of typical Components are – Battery, Alternator, Water Pump, Catalytic Converter, Radiator, Brake Master Cylinder etc.

Component Repair Limit will include diagnostics, labor (approved book time – Mitchel / ALLDATA etc.) component part, ancillary items and / or fluids.

Examples of a Typical Component repair: Failed Alternator- Alternator diag, R&R labor- Alternator (part) along with replacement of the alternator belt (ancillary) in this example: should a failed battery be found, the battery is a separate component, and not part of the Alternator Component Repair Limit.

Bodywork in a single event shall be considered a single Component Repair with a limit of $1,000.00

9.8 Contingency Operation. Unanticipated increase or decrease of the level of service required.

9.9 Contractor. A person or entity submitting a proposal under this RFP.

9.10 Contractor Assigned Vehicles. City vehicles are defined as pooled vehicles which are operated and controlled primarily by Contractor personnel.

9.11 Contract Manager A person responsible for the performance of the work proposed under this RFP.

9.12 Contracting Officer. A City person responsible for surveillance of Contractor performance. 1 1
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4 9.13 Contracting Officer Approval Authorization to proceed with a repair, accept charges or otherwise grant permission

9.14 Defective Service. A unit of service which contains one or more defects, or nonconformance with specified requirements.

9.15 Delayed Maintenance. Maintenance that can be delayed without damage to the vehicle/equipment or compromise safety standards or prevents the vehicle/equipment from being used for its designed function.

9.16 DTC Diagnostic Trouble Codes a system by which vehicle conditions are stored within the vehicle’s on-board computer

9.17 Fleet Management Information System). Computer Software utilized to provide computerized record of Fleet operations.

9.18 Joint Serviceability Inspection. Inspection of vehicles, equipment, facilities by City and Contractor representation to inventory and determine their serviceability and physical condition.

9.19 Key Performance Indicator (KPI) KPI’s are a metric utilized to evaluate performance and adherence to contract requirements.

9.20 LOF (Lube, Oil and Filter). Maintenance performed periodically as specified by the manufacturer

9.21 Major Repair. Repair that is generally done in fixed workshops. It includes, but is not limited to, the following type of work: (1) repairing and replacing parts, assemblies, subassemblies and components; (2) fabrication of parts, when required (weld, lathe work, etc.) (3) body and structural repairs; (4) painting; (5) upholstery repairs; (6) scheduled inspections; (7) modification; and (8) corrosion control.

9.22 Minor Repair. Minor repair is the changing of parts such as mirrors, radiator and gas caps, windshield wiper arms and blades, fuses, lightbulbs, fan belts, etc. This includes minor adjustments that can be finished in one half hour or less. These repairs can be completed in or by the diagnostic and quality assurance section, general purpose repair shop, or any combination of them. As a rule, the operator stays with the vehicle while these repairs are done.

9.23 Monitoring. Those actions taken by a Contractor to control the performance of services so that they meet the requirements of the Scope of Work section.

9.24 On Board Data Vehicle information stored with in a vehicle’s on-board computer. Typical Data may include Diagnostic Trouble Codes, vehicle mileage, fuel level and battery state of charge.

9.25 Operational Contract Start Date. The date the Contractor assumes all responsibility for vehicle maintenance in accordance with the Scope of Work section.

9.26 Original Equipment Manufacturer. The manufacturer of the complete production vehicle, commercial or military, whether assembled from parts of its own manufacture or from parts or components furnished by other manufacturers or a combination of both.

9.27 Original Parts Manufacturer. A manufacturer of automotive parts supplied direct to the original 1 1
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4 equipment manufacturer for incorporation into the production vehicle and/or resale as replacement parts. The original equipment manufacturer is the actual parts manufacturer for those parts produced solely by it.

9.28 Out of Contract Costs Costs for maintenance, diagnostics, repair or installation that fall outside the scope of the contract.

9.29 Performance Requirement Indicator The maximum limit of acceptable downtime that is established per fleet vehicle classification.

9.30 Personal Protective Equipment. Personal protective equipment, commonly referred to as "PPE", is equipment worn to minimize exposure to hazards that cause serious workplace injuries and illnesses.

9.31 Priority Repair. Repair required of emergency vehicles or other vehicles when further loss of vehicles will degrade mission support.

9.32 Quality Assurance. Those actions taken by the City to assure services meet the requirements in the Scope of Work Section.

9.33 Rebuilt / Remanufactured Parts. Used parts that have been dismantled and reconstructed as necessary; all internal and external parts are cleaned and free from rust and corrosion; all impaired, defective, or substantially worn parts are restored to a sound condition or replaced with new, rebuilt, or unimpaired used parts; all missing parts are replaced with new, rebuilt, or unimpaired used parts; and such other operations are performed as necessary to put the product in sound working condition. Must meet or exceed original manufacturer's specification.

9.34 Recalibration A process by which a system is reset or calibrated to new or updated conditions

9.35 Special Marking. Any marking authorized of special significance to a particular user essential to effective communication within that unit.

9.36 Telematics A system by which vehicle on board data may be recorded and transmitted.

9.37 TPMS Tire Pressure Monitoring System A system that can alert a driver to an under inflated tire

9.38 Vehicle. An item of equipment mounted on wheels, tracks, runners, rollers or any combination of them which is designed for highway and/or land operation which derive power from a self-contained power unit or is designed to be towed by and/or used in conjunction with such self-propelled equipment.

9.39 Vehicle Accessory and Special Equipment. An item added to a vehicle to meet an operational requirement. The item shall be transferred from one vehicle and installed on another vehicle when authorized by the Contracting Officer. Examples of accessory and special equipment are spotlights, spare tire racks, mirrors, horns, coolant/oil/battery heaters, lights, campers, cargo shells, hydraulic tail gates, tow hitches, winches, etc.

9.40 VDP (Vehicle Deadlined for Parts). A vehicle placed in an out of commission status due to the nonavailability of parts.

9.41 VDP (Vehicle Deadlined for Repair) A vehicle placed in an out of commission status for repair 1 1
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4 9.42 VOC (Vehicle Out of Commission) The total time a vehicle is out of commission for repair and parts (VDR plus VDP).

SECTION 10 PERFORMANCE REQUIREMENTS INDICATORS

10.0 GENERAL The City intends to establish performance standards and utilize specific Key Point Indicators (KPI’s) to monitor Contractor performance. These KPI’s may include Safety, Regulatory Compliance, Technician Certification Compliance, Staffing, Fleet Availability, Vehicle Down Time, PM Currency, Shop productivity, rebound / rework statistics, and other metrics the City deems relevant to performance under this agreement. These standards will factor as “Key Performance Indicators” in correlation with “Performance Based Compensation” award

10.0.1 FLEET PERFORMANCE STANDARDS:

Performance standards have been established for each class of vehicle or equipment based on availability. Availability will be calculated by multiplying the number of units X hour basis X 30 days. The results will be multiplied by the percentage of acceptable downtime in order to establish the allowable hours of downtime. Exceeding the allowable downtime limits will cause the deduction to be made from the next monthly payment.

10.0.2 Downtime Calculation: Downtime shall start at the time the vehicle or equipment is delivered to the Contractor for service. “Requests for Services slips” will be date and timed stamped at the time the vehicle is left for service.

10.0.3 Acceptable levels of down time and deductions: The following downtimes are acceptable for each Class. The percentage deduction will be made from the monthly flat fee should the downtime limits be exceeded.

Fleet Class Downtime
%
Hour
Basis
Deduction (% of
monthly invoice)
Police Patrol Vehicles 2% 24 Hr 2%
Emergency or Essential Priority Units 2% 24 Hr 2%
Public Works Sweepers 8% 16 Hr 2%
VacCons 4% 16 Hr 2%
Field Mowers 4% 16 Hr 1%
Utility Trucks 4% 16 Hr 1%
All Other Classes 4% 8 Hr 1%

10.0.4 No single vehicle or piece of equipment shall be out of service for more than seven calendar days. After this period, should the City need to rent a substitute vehicle or piece of equipment, the Contractor shall reimburse the City for the resulting rental charges. Contractor may petition the contracting officer to exonerate payment of rental costs when documented evidence demonstrates the repair was impossible due to conditions outside the Contractor’s control. 1 1
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4 10.0.5 Key Performance Indicators shall include the following KPI list with a total obtainable score of 100 points. Contractor shall provide documentation for each KPI monthly and will supply a detailed report at each quarterly meeting for consideration of PBC distribution. KPI points award will be taken into consideration when calculating the quarterly Performance Based Compensation distribution.

KPI Scope Points
Safety KPI Safety Record, Lost time incident report, Safety Training Log 10 Staffing KPI 1 Manager, 1 Shop Lead, 2 Techs (Minimum Staffing - Full- time employees) 10
Productivity KPI Total Shop hours / Service Production hours 10 Certification / License KPI CNG Cert., ASE Master, ASE Techs, Commercial Drivers licensed Techs, etc. 20
Regulatory Compliance KPI Compliance with regulatory requirements BAR, BIT, CARB etc. 10
PM Currency KPI PM Currency Percentage MTD (Overdue/Current) 20 Fleet Availability (Up-Time) Availability by hours, percentage MTD 10 Rework Report Work Order report MTD Rework/Completed WO 5 Proactive Communications KPI
Proactive, timely updates of vehicle status, location, issues, reporting & requests 5
Total Possible KPI Points to Award 100
1 1
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4 TECHNICAL ATTACHMENT A - FACILITIES AND WORK AREA LAYOUT

1 1
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4 TECHNICAL ATTACHMENT B - VEHICLE MASTER LIST
List is subject to change.

Year Make Model Count
1957 PLYMOUTH BELVEDERE 1
1976 13' BOAT BT2 1998 CALKIN BOAT & TRAILER 1
1989 BOBCAT TRENCH3023 1
1991 ZIEMA 1150-TRAILER FOR S20 CASE PAVER 1
1998 FORD F800 1
1998 JHNDR T6A60-B Pump 1
1999 BOSTON WHL BOAT 1
1999 FORD EAGLE RV 1
1999 HAULMARK TRAILER 1
2000 FORD E250 VAN 1
2000 FORD F350 1
2000 FORD RANGER 2
2000 JOHN DEERE Aux Engine Schwarze Street Sweeper 3
2001 CARRIER BGTX 1
2001 FORD F350SUPER 1
2001 FORD GRUMMAN 1
2001 HAULMARK Cargo 1
2001 YALEX FORKLIFT 1
2002 FORD EXCURSION 1
2002 FORD F350 1
2002 HAULMARK Cargo 1
2002 ORLADI TRAILER 1
2004 CRSN SWAT TRAILER 1
2004 VOLVO MQ Power 400 1
2005 FORD RANGER 1
2005 FORD TAURUS 1
2005 TOYOTA PRIUS 2
2006 FORD F150 1
2006 SCHWARZE STREET SWEEPER 1
2006 TORO GROUNDSMASTER 580D 1
2006 TORO Mower 1
2006 UTILITY TRAILER BGTEX 1
2007 FORD EXPEDITION 1
2007 FORD F150 2
2007 FORD F350 2
2007 FORD F350SUPER 2
2007 GORMAN RUPP TRAILERED PORTABLE 6"Pump 1
2007 ISUZU NPR LCF-Irrigation Truck 1
2008 CASE 580M-BACK-HOE 1
2008 FORD F350 7
2008 FORD F-650 RODDER 1
1 1
7 4
4 2008 FORD RANGER 2
2008 FORD SPORT TRAC 1
2008 FORD TAURUS 1
2008 JOHN DEERE 542/5625 TRACTOR 1
2008 ODB LTC600 Leaf Vacuum 1
2008 RU2 SYSTEMS RU2 SYSTEMS SMART 850 RADAR TRAILER 1
2008 TOYOTA PRIUS 6
2009 FORD E-150 VAN 2
2009 FORD F650 -CRANE 1
2009 FORD RANGER 3
2009 INTER WORKSTAR-SEWER FLUSHER 1
2009 JACOBSEN H683 TRAILER 1
2009 NISSAN FORKLIFT 1
2009 VAC-CON Aux Engine VacCon 1
2009 WELLS CARGO CONFINED SPACE TRAILER TMT104 1
2011 TORO GROUNDSMASTER 360 1
2012 FORD E350 VAN PASSENGER VAN 1
2012 FORD EXPLORER-INTERCEPTOR 1
2012 FORD F250 1
2012 KIA SORENTO 1
2013 FORD ESCAPE 1
2013 FORD TAURUS 1
2013 JOHN DEERE 5075M TRACTOR 1
2013 TORO GROUNDSMASTER 5910 1
2013 TORO PRO CORE 648 AERATOR 1
2014 Aux Engine Aux Engine AUX VacCon 2
2014 FORD EXPLORER-INTERCEPTOR 2
2014 FORD FUSION HYBRID SE 5
2014 FORD TAURUS 4
2014 FREIGHTLINER VAC-CON 2
2014 TOYOTA TACOMA 1
2015 CLARK 9,000 LBMODEL C45 PNEUMATIC FORKLIFT 1
2015 CHEVROLET IMPALA 1
2015 FORD ESCAPE S 1
2015 FORD EXPLORER-INTERCEPTOR 13
2015 GEM GEM EL HD ELECTRIC UTILITY 1
2015 ISUZU Loadmaster Trash Truck 1
2015 JOHN DEERE 4066M UTILITY TRACTOR W/LOADER 1
2015 KUBOTA BX1870-1N TRACTOR 1
2015 TOYOTA TACOMA 9
2016 CASE DV23 Compactor-Roller 1
2016 CLUB CAR CARRYALL 500 ELECTRIC UTILITY 4
2016 FORD EDGE SE 1
2016 FORD F150 2
2016 FORD TRANSIT CONNECT XL CARGO VAN 1
1 1
7 4
4 2016 MULTIQUIP MQ POWER 125 KVA WHISPERWATT GENERTOR 1 2016 PACIFIC UTILITY HARBOR PATROL BOAT TRAILER 1
2016 TORO GROUND MASTER 2
2016 TORO GTX WORKMAN CART 1
2017 ALCOM LLC MISSION EQ-TILT TRAILER 2
2017 FORD F550 1
2017 FORD EXPLORER-INTERCEPTOR 14
2017 FORD F350 5
2017 FORD F350 UTILITY TRUCK WITH DUMP 9
2017 FORD F550 SST40-EIH (Bucket Truck) 1
2017 FORD F550 STAKE BED TRUCK 1
2017 FORD TRANSIT CONNECT XL CARGO VAN 1
2017 FORD E350 TRANSIT VAN 1
2017 KUSTOM -AMERICAN SMART VMS I MESSAGE BOARD TRAILER 3 2017 MERCURY Aux Engine - 90 HP 4 OUTBOARD ENGINE 1
2017 MULTIQUIP MQ POWER 125 KVA WHISPERWATT GENERTOR 2
2017 RU2 SYSTEMS RU2 FAST-870 SPEED RADAR TRAILER 2
2017 TOYOTA TACOMA 1
2018 CHEVROLET EQUINOX 1
2018 FORD F150 1
2018 LAMAR EQ-TILT TRAILER 2
2018 PETERBILT SCHWARZE STREET SWEEPER 2
2018 TOYOTA TACOMA 1
2019 BMW BMW850 GS-P POLICE MOTORCYLE 4
2019 BOBCAT T595 T4 TRACK LOADER 2
2019 FORD EXPEDITION 1
2019 FORD F150 1
2019 FORD T150 TRANSITVAN 2
2019 JEEP LATITUDE 2
2019 KENDON POLICE MOTORCYCLE TRAILER 1
2019 NISSAN FRONTIER 4X4 1
2019 TOWMASTER T-16DT BOBCAT TRAILER 1
2019 TOYOTA RAV4 HYBRID 7
2019 TOYOTA TACOMA 1
2019 WANCO WTSV VERTIAL ARROW BOARD 1
2020 CASE 580SN BACK-HOE 2
2020 CHEVROLET EQUINOX LE 1
2020 FORD EXPLORER-INTERCEPTOR 7
2020 FORD F550 PLATFORM TRUCK 1
2020 FORD RANGER 1
2020 MERCEDES-BENZ GLC 300 1
2020 TORO SAND PRO 5040 FIELD GROOMER 1
2020 TOYOTA CAMRY 2
2020 TOYOTA SIENNA LE 1
2020 WANCO WVTM(B) MINI MATRIX SIGN TRAILER 2
1 1
7 4
4 2021 BEST TB82X14T TILTBED TRAILER 1
2021 DODGE DURANGO-POLICE PURSUIT 1
2021 DOOSAN P185WDO-T4F PORTABLE AIR COMP 1
2021 FREIGHTLINER VAC-CON 1
2021 TAKEUCHI MINI EXCAVATOR MODEL TB216R 1
2021 WANCO TRAILERED WLTT-4MM6K COMPACT DIESEL LIGHT TOWER 2 2022 MULTIHOG MULTIHOG CV350 COMPACT MULTI-PURPOSE 1
2022 BIG TEX BLACK SINGLE AXLE TRAILER 1
2022 BMW 1250 RT-P POLICE MOTORCYCLE 3
2022 FORD EXPLORER-INTERCEPTOR 8
2022 FORD F750 BUCKET TRUCK 1
2022 FREIGHTLINER PB LOADER ASPHALT TRUCK 1
2022 LEMCO CABLE REEL TRAILER 1
2023 BMW 1250 RT-P POLICE MOTORCYCLE 2
2023 CART-AWAY ST-125 CONCRETE BUGGY 1
2023 CHEVROLET BOLT EUV 4
2023 CHEVROLET TAHOE 1
2023 CHRYSLER PACIFICA 1
2023 CIMLINE Aux Engine 2023 M2 Series Crack Sealer 1
2023 DOOSAN P185-HP150WDO-T4F PORTABLE AIR Comp 1
2023 FORD E-TRANSIT CARGO VAN 2
2023 FORD EXPEDITION 1
2023 FORD EXPLORER-INTERCEPTOR 2
2023 FORD F150 2
2023 FORD F350 7
2023 FORD F650 DUMP 2
2023 FORD LIGHTNING 2
2023 FORD MAVERICK 9
2023 FREIGHTLINER VAC-CON 1
2023 MULTIQUIP MQ POWER 125 KVA WHISPERWATT GENERTOR 3
2023 VAC-CON AUX ENGINE EQUIPMENT 1
2024 FORD F150 1
2024 FORD F650 DUMP 2
2024 TPD DUI Trailer Model ST714 1
2025 TORO GROUNDSMASTER 4000-D 1
1 1
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4 TECHNICAL ATTACHMENT C - CITY FURNISHED EQUIPMENT

City Furnished Equipment (Subject to Change)
Description Quantity Make Model
Vehicle Hoist - Parallel 1 OMER 44,000 lbs. capacity
Vehicle Hoist 1 Benwil 7,000 lbs.

Vehicle Hoist 1 Rotary 10,000 lbs.

Vehicle Hoist 1 Challenger 12,000 lbs.

Brake Lathe 1 Ammco Disc/Drum
3' X 10' Workbench 1
3' X 5' Workbench 2
3' X 6' Workbench 1
Oil / Grease Reels 8
Water Reels 1
Air Reels 2
Waste Oil Container 500 Gallons 1
Oil Tank 15-40 500 Gallons 1
Waste Oil Portable Drain 4
Wheel Balancer 1 Hunter SW00
Tire Changer Machine 1 Hunter TCX500A
Tire Changer 1 Coats 850 40/50
Brake Lathe 1 Ammco Disc/Drum
Waste Oil Container 500 Gallons 1
Oil Tank 15-40 500 Gallons 1
Oil Filter Crusher 1
Tire Inflation Cage 1 Myers
Wire Spool Center 1
Roll Around 30-gallon Oil Drain Basket 1
Air Compressor 1 Curtis
1 1
7 4
4 Exhibit B- Cost Schedule

FIRM FIXED ANNUAL COSTS
This sum represents the FIRM FIXED ANNUAL COSTS as detailed below:

Contract Costs
Total “BASE” costs: $____861,678.90________ (Matches Total “Base” Cost on next page) Performance Based Compensation
Percentage: ______ 8________ %
PBC Max (“BASE” x %): $______ 68,934.31 ____ (Per year, up to 25% to be awarded quarterly) Total Annual Contract Amount: $______ 930,613.21________ (Total “Base” Costs plus PBC Max) Non-Contract Labor
Technician Labor rate per hour $____51.25______

Shop Lead Labor rate per hour $_____53.29______

Manager Labor rate per hour $_____0_________
Any approved annual cost adjustments shall comply with the Scope of Services Section 2.12. 1 1
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4 1
1 7
4 4
Exhibit C- Insurance Requirements
Minimum Scope of Insurance
Coverage shall be at least as broad as:

1.Commercial General Liability (CGL): Insurance Services Office (ISO) Form CG 00 01 12 07 covering CGL on an “occurrence” basis, including products-completed operations, personal & advertising injury, with limits no less than $2,000,000 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit.

2.Automobile Liability: ISO Form Number CA 00 01 covering any auto (Code 1), or if Contractor has no owned autos, hired, (Code 8) and non-owned autos (Code 9), with limit no less than $1,000,000 per accident for bodily injury and property damage.

3.Workers’ Compensation: as required by the State of California, with Statutory Limits, and Employer’s Liability Insurance with limit of no less than $1,000,000 per accident for bodily injury or disease.

4.Contractors’ Pollution Legal Liability and/or Asbestos Legal Liability and/or Errors and Omissions (if project involves environmental hazards) with limits no less than $1,000,000 per occurrence or claim, and $2,000,000 policy aggregate If the contractor maintains higher limits than the minimums shown above, the City requires and shall be entitled to coverage for the higher limits maintained by the contractor.

Other Insurance Provisions
The insurance policies are to contain, or be endorsed to contain, the following provisions:

Additional Insured Status
The City of San Mateo and the Estero Municipal Improvement District, their elected and appointed officials, employees, and agents are to be covered as insureds on the auto policy for liability arising out of automobiles owned, leased, hired or borrowed by or on behalf of the Contractor; and on the CGL policy with respect to liability arising out of work or operations performed by or on behalf of the Contractor including materials, parts or equipment furnished in connection with such work or operations. General liability coverage can be provided in the form of an endorsement to the Contractor’s insurance (at least as broad as ISO Form CG 20 10, 11 85 or both CG 20 10 and CG 20 37 forms if later revisions used).

Primary Coverage
For any claims related to this contract, the Contractor’s insurance coverage shall be primary insurance as respects the City of San Mateo and the Estero Municipal Improvement District, their elected and appointed officials, employees, and agents. Any insurance or self-insurance maintained by the City of San Mateo and the Estero Municipal Improvement District, their elected and appointed officials, employees, or agents shall be excess of the Contractor’s insurance and shall not contribute with it.

Notice of Cancellation
1 1
7 4
4 Each insurance policy required above shall provide that coverage shall not be canceled, except after thirty (30) days’ prior written notice (10 days for non-payment) has been given to the City.

Waiver of Subrogation
Contractor hereby grants to the City of San Mateo and the Estero Municipal Improvement District a waiver of any right to subrogation which any insurer of said Contractor may acquire against the City by virtue of the payment of any loss under such insurance. Contractor agrees to obtain any endorsement that may be necessary to effect this waiver of subrogation, but this provision applies regardless of whether or not the City has received a waiver of subrogation endorsement from the insurer.

Deductibles and Self-Insured Retentions
Any deductibles or self-insured retentions must be declared to and approved by the City. The City may require the Contractor to purchase coverage with a lower deductible or retention or provide proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention.

Acceptability of Insurers
Insurance is to be placed with insurers with a current A.M. Best’s rating of no less than A:VII, unless otherwise acceptable to the City.

Verification of Coverage
Contractor shall furnish the City with original certificates and amendatory endorsements or copies of the applicable policy language effecting coverage required by this clause. All certificates and endorsements are to be received and approved by the City before work commences. However, failure to obtain the required documents prior to the work beginning shall not waive the Contractor’s obligation to provide them. The City reserves the right to require complete, certified copies of all required insurance policies, including endorsements required by these specifications, at any time.

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