Township Council Meeting — Packet

CONTENT: Section [: Bus List Section Il: © West Orange Public Works Bus Service and Repair Requirements Section (Il: West Orange Public Works Bus Preventative Maintenance Scheduled Inspection Chassis Service Requirements . . Section IV; Proposal Form Section V; Bidder Instructions and Mandatory Forms

7 | | SPECIFICATIONS REPAIR AND MAINTENANCE OF BUSES FOR" TOWNSHIP OF WEST ORANGE PUBLIC WORKS DEPARTMENT GENERAL INTENT Bidding on this contract will be limlted to vendors actively engaged In the field-of Bus repair services. The successful bidder ——— wile expected to provide service tratimely, competent and} bprofesstoresh arir: fris recognized that the equipment to be serviced Is essential to Township of West Orange’s, to be known as the (“Township”), management operations, Vendors must be able to demonstrate the abllity and experience to provide superior quality of service. Vendor shall be actively in business for at least five (5} years in the maintenance, service, and repalr of equipment of similar manufacture, capacity, and operating characteristics as those covered by this contract, Bidders must provide documented proof of quallfications (Certifications) and three (3) references. Term of Contract This contract shall remain in effect for a period of two (2} years with an option to extend one (1) year based upon available funding. All terms and conditions of the contract shall remain the same for the additional years Time and Materials All quotes for work other than preventive maintenance services os which w will be based ‘on am annual cost) will include an hourly labor rate, overtime, any travel costs, and percentage of markup from wholesale on materials to be provided. Turnaround time for repairs to be complated will be 2-3 business days, unless there is an issue with parts shortages. Acceptance The Township reserves the right to examine all work performed under this contract. The Contractor will correct any and all defects and unsatisfactory work found by the Township, The Vendor shall correct sald defects and unsatisfactory work at Its own expense, Parts The Vendor must supply replacement parts equal or greater than Original Equipment Manufacturer {OEM) parts. The Township has the right to inspect all parts that will be used by the vendor. All replacement parts must be saved for fourteen (14) days for review by the Township. Guarantee Any work that is performed under this contract shall be guaranteed for a period of six (6) months from the date of acceptance. Sald guarantee shall survive the expiration of this contract, Payment Payment shall he made tn accordance with Township policy. No payment shall be made without an invoice

om the date of acceptance. Sald guarantee shall survive the expiration of this contract, Payment Payment shall he made tn accordance with Township policy. No payment shall be made without an invoice and signed voucher (purchase order). a A detailed Invoice for repairs or service shall be given at the time of pick up, Details and specifics on scheduling repair maintenance will be arranged with Garage Supervising Mechanic or designee. b, During the course of this contract, vehicles may be added or deleted by the Township of West Orange.

Cancellation and completed. If in the opinion of the Township of West Orange the contractor Is not performing in a satisfactory rnanner, the Township of West Orange may at any time during the contract perlod terminate the contract by giving thirty (20) days’ notice in writing to the other party of Its Intentions to do so for non-compliance with the terms and conditions of the contract, In the event the Township of West Orange cancels the contract, the contractor shall only be entitled to payments for work properly performed BUSES SECTION | While it could change at any time, the current fleet of Buses Is as follows: Quantity | Vehicle # Year Make Chassis 4 BUS 2 2014 FORD E450 BUS 1 BUS 3 2014 FORD E450 BUS 1 BUS 4 2014 FORD E 450 BUS 1 BUS 5 2016 FORD E 450 BUS 1 BUS 6 2017 FORD F 550 BUS : 1 BUS 8 2014 FORD E 450 BUS : 1 BUS 9 2017 FORD F550 BUS : 1 BUS 10 2017 FORD F550 BUS 1 BUS 1 2023 FORD E 450 BUS ‘ 1 BUS7 2023 FORD £450 BUS

SECTION Il West Orange Public Works Bus Service and Repair Requirements i i 1 +—_“Irrarreffort to-ensure the quality of work to be provided to our department, we consider the requirements 7 below to be the minimum service qualifications for the apparatus service center ta maintain, A, The service center must have the ability to provide a maintain service facility for repairs that cannot be performed within the Public Works, B. The service center be located no further than 20 miles from the Township of West Orange. €, The service center shail offer pickup and delivery service to the Township of West Orange at no extra cost occurred te the Tawnship. D. The service center shall demonstrate the capability and experience in maintaining and repairing Ford vehicles of the type identified in this document. E, This minimum inventory level, which must Include major electrical system components ([.e., input/output modules, display panels, etc.), HVAC components, and body trim components, must represent the majority of manufacturers utilized by the Township of West Orange Public Works Department. Exceptions: Yes No

SECTION II West Orange Public Works Department Bus Preventative Maintenance Scheduled Inspection Chassis Service Requirements The preventative maintenance scheduled inspection provided chassis services shall be performed In accordance with ‘the manufacturer's maintenarice specifications. The following stall include but not be limited tor A, Preventative Maintenance at 5,000-mile Intervals Engine Oil— Drain oil, inspect for metallic material. Refill with manufacturer's recommended lubricant Oil Filter — Reptace with new Lubricate all lube points of undercarriage Clean battery terminals and install anti-corrosion washers Check and fill all fluid levels Inspect all drive belts and advise Inspect tie rad ends and advise Inspect tire wear and advise Fill all tires to manufacturer's recommended alr pressure |. Inspect exhaust system . - . Inspect undercarriage area for potential leaks (oil, antifreeze, power steering fluid, etc.) . Inspect all hoses far wear and advise . Inspect heater vaives for potential leaks and overall operation . Inspect ali emergency lighting and sirens for functionality . Inspect chassis lights (headlights, turn signals, interior dome lights, etc.) . Inspect brake pads , Inspect HVAC system In cab and module for overall operation . Inspect wheel chalr lift operation. . Road test vehicle and advise , Inspect passenger compartment and advise of all deficiencies

1 2 3. 4, 5 6, B. Preventative Maintenance at 10,000-mile Intervals Inspect tires for wear and aclvise Rotate tires . . Fill all tires to manufacturer’s recommended air pressure Check front end alignment and advise Inspect. brakes, note wear and advise Check kingpins and advise Excaptions: vA 8 a Inspect tle red ends and advise Service transmission and replace screen Service rear differential and add rear additive 10. Air Filter -- Replace with new 11, Fuel Filter - Replace with new 12. Check glow plug circuit {if applicable) and advise 13. Align headlights as needed 14, Inspect and lube rear step bumper area 15, Inspect all U-joints and advise 16. Inspect steering IInkage 17, Road test vehicle and advise Yes, No

i i | SECTION IV PROPOSAL TO THE TOWNSHIP COUNCIL, TOWNSHIP OF WEST ORANGE, NJ Dear Council Members: © In accordance with and subject to all stipulations, conditions, requirements, and Instructions to bidders, specifications so far as they relate to this proposal are made part of it, subrnit a bid of: t | | i . Re-Bid Repair and Maintenance of the Buses for the Township of West Orange Public Works Department Contract Preventative Maintenance Cost 5,000 mile interval as specified 10,000 mile interval as. specified Total Pa atd Total in words 4898 Be advised that the price bid for the 10,000 mile interval will be for those tasks as specified for that interval only, At 10,000 mile intarvals, the 5,000 mile preventative maintenance shall also be provided, and It will be paid at the 5,000 mile interval bid price.**** General Repair Rates: Hourly Repair Rate Hourly Overtime Rate Travel Cost OEM Parts Mark Up % WO COMPANY NAME ADDRESS PHONE Email DATE, BY. (Signature and Title of Officer of Company authorized to execute a contract) PROPOSAL TO BE SUBMITTED IN DUPLICATE WHICH CAN BE ON A USB/FLASH STICK

t SECTION V GENERAL INSTRUCTION TO BIDDERS - 1, The Township of West Orange reserves the right to reject any or all bids, of to walve any Informalities In the bids, and unless otherwise specifled by the kidder, to accept any item in the bic, should It be deemed in the best interest +-—————— oF the Township of West Orange to dso, t i | i} | 2. in case of default by the bidder or contractor, the Township of West Orange may procure the articles or services from other sources and hold the bidder or contractar responsible for any excess cost occasioned thereby. 3. Tha bidder, if awarded a contract, agrees to protect, defend and save harmless the Township of West Orange against any damage for payment for the use of any patented material pracess, article or devise that may enter into manufacture, construction, or form a part of the work covered ky either order or contract, and the bidder furthar agraes to indemnify and save harmless the Township of West Orange from sults or actions of every nature and description brought agalnst It, for, or on account ef any injuries or damages recelved or sustained by any party or parties by, or frars any of the acts of the contractor, hls servants or agents. 4, ‘The contractor shall maintain sufficient insurance ($1,000,000.00) to protect against all claims under Workers Compensation, General Liability and Automobile and shall be subject to approval for adequacy of protection and certificates of such Insurance shall be provided to the Township cf West Orange when required. 5. Itisto be understood by the bidder that this bid Is submitted on the basis of specificatlons prepared by the Township of West Orange and the fact that any bidder is not familiar with these specifications or conditions will not be accepted as an excuse, 6. Each bid must be signed In ink by the person authorized to do so, 7. Bidders must use the proposal form furnished by the Township of West Orange when submitting their bid, if applicable. 8 Non-Collusion Affidavit must be completed and Included with bid. 9. A Performance Bond In the amount of 100% of total bid is not required. 10. Insert prices for furnishing all of tha material and/or labor described or required. Prices shall be net, including any charges for packing, crating, containers, etc. and all transpertation charges fully prepald by the contractor. F.0.B. destination and

r labor described or required. Prices shall be net, including any charges for packing, crating, containers, etc. and all transpertation charges fully prepald by the contractor. F.0.B. destination and placement ai locations specified by the Township of West Orange. No additional charges will he allowed for any transpartation costs resulting from partial shipments made at the vendor's convenience when a single shipment Is ordered. subject to the Township of West Granges customary procedures. 12. Contract will be awarded on a (Line item) or (Lump Sum} basis, if applicable. This contract may be awarded to multiple bidders based upon the lowest hourly labor rate. 13. Award will be made by Township of West Crange within sixty (60) days after receipt of bids, --d1—-Payments-will-be-made-upon-the approval of-vouchaers with the-requirements.of-the-Township of West-Orange-and—-— —— =