Vehicle Body Repair And Painting RFP . - City Of Elk Grove
CITY OF ELK GROVERequest for ProposalsForVehicle Body Repair and PaintingCity Clerk’s OfficeCity of Elk Grove8401 Laguna Palms WayElk Grove, CA 95758Proposals Due by 2:00 PM September 28, 2015
Introduction:The City of Elk Grove (City) is accepting proposals from qualified SERVICE PROVIDERS (SERVICEPROVIDER(s)) for Vehicle Body Repair and Painting in accordance with the included specifications, terms,and conditions shown in this Request for Proposals (RFP). Prospective respondents are advised to readthis information over carefully prior to submitting a proposal.One signed original, three (3) copies, and one USB Flash Drive copy of the proposals must be submittedto the Office of the City Clerk by September 28, 2015. Proposal shall be submitted in a sealed envelopeclearly marked Vehicle Body Repair and Painting and addressed to:OFFICE OF THE CITY CLERKCITY OF ELK GROVE8401 Laguna Palms WayElk Grove, CA 95758Questions regarding this RFP are to be directed by e-mail to: Douglas Scott, Facilities and Fleet Manager,dscott@elkgrovecity.org. Such contact shall be for clarification purposes only. The City must receive allquestions no later than 5:00 PM September 21, 2015. Material changes, if any, to the scope of services orproposal procedures shall only be transmitted by written addendum and posted to the City web site.Addendums and answers to submitted questions will be available via the City of Elk Grove web site byclicking “View” under View Details/Documents for the RFP announcement.Proposals shall not be accepted by fax or electronically.Addenda to RFP:The CITY reserves the right to amend the RFP at any time. Any amendments to or interpretations of theRFP shall be described in written addenda. Failure of any prospective SERVICE PROVIDER to receivethe notification or addendum shall not relieve the SERVICE PROVIDER from any obligation under itsproposal as submitted or under the RFP, as clarified, interpreted or modified. All addenda issued shallbecome part of the RFP. Prospective SERVICE PROVIDERS shall acknowledge the receipt of eachindividual addendum and all prior addenda in their proposals in the form set forth in the Guidelines forProposal, Item 8, “Addendums”. Failure to acknowledge in their proposals receipt of addenda may at theCITY's sole option disqualify the proposal.If the CITY determines that the addenda may require significant changes in the preparation of proposals,the deadline for submitting the proposals may be postponed by the number of days that the CITYdetermines will allow SERVICE PROVIDERS sufficient time to revise their proposals. Any new Due Dateshall be included in the addenda.Late Proposals:Proposals arriving after the specified date and time shall not be considered, nor will late proposals beopened. Each SERVICE PROVIDER assumes responsibility for timely submission of its proposal.Withdrawal or Modifications of Proposals:Any proposal may be withdrawn or modified by a written request signed by the SERVICE PROVIDER andreceived by the City Clerk prior to the final time and date for the receipt of proposals. Once the deadline ispast, SERVICE PROVIDERS are obligated to fulfill the terms of their proposal.Proposal Acceptance and Rejection:The City reserves the right to accept any proposal, reject any and all proposals, and to call for new proposalsor dispense with the proposal process in accordance with the Elk Grove Municipal Code.Proposal Evaluation and Award:Evaluation shall be made on the basis of the weighted scoring as noted in Attachment A: ProposalEvaluation and Selection. A contract may be awarded to the responsible SERVICE PROVIDER who best2
meets the City’s needs by demonstrating the competence, and qualifications necessary for the satisfactoryperformance of the required services, shall not necessarily be based on the lowest priced proposal, butshall be based on a determination of which services offered serve the best interest of the City, except asotherwise provided by law, taking into consideration adherence to the included specifications. A contractmay be awarded to the next responsible SERVICE PROVIDER if the successful SERVICE PROVIDERrefuses or fails to execute the contract. All SERVICE PROVIDERS that were not selected by the City shallbe notified in writing. Nothing herein shall obligate the City to award a contract to any responding SERVICEPROVIDER. Any contract awarded will be non-exclusive, and the City reserves the right to seek servicesfrom other sources, in the City’s sole discretion.Waiver of Irregularities:The City retains the right, in its sole discretion, to waive any irregularities in proposals that do not complywith the strict requirements of this RFP, and the City reserves the right to award a contract to a SERVICEPROVIDER submitting any such non-compliant proposal, all in the City’s sole discretion.Validity of Pricing:SERVICE PROVIDERS are required to provide line item descriptions and pricing, applicable sales tax, anda total final price. No cost increases shall be passed onto the City after the proposal has been submitted.All prices quoted shall be C.I.F. (Cost, Insurance, Freight) to the destination designated by the City, freightprepaid (SERVICE PROVIDER pays and bears freight, insurance, and unloading charges, SERVICEPROVIDER owns goods in transit and must file any third-party claims for losses incurred during shipment).Each item must be listed separately. No attempt shall be made to tie any item or items contained in thisRFP with any other business with the City; each proposal must stand on its own.No Guarantee of Usage:Any quantities listed in this RFP are estimated or projected and are provided for tabulation and informationpurposes only. No guarantee of quantities is given or implied by the City. SERVICE PROVIDER mustfurnish the City’s needs as they arise.Samples and Demonstrations:When required, the City may request full demonstrations prior to award. When such demonstrations arerequested, the SERVICE PROVIDER shall respond promptly and arrange a demonstration at a convenientlocation. Failure to provide samples or demonstrations as specified by the City may result in rejection of aproposal.Use of Other Governmental Contracts:The City reserves the right to reject any part or all of any proposals received and utilize other availablegovernmental contracts.Qualification/Inspection:Proposals will only be considered from SERVICE PROVIDERS normally engaged in providing the types ofproducts and services specified herein. By responding to this RFP, the SERVICE PROVIDER consents tothe City’s right to inspect the SERVICE PROVIDER’s facilities, products, personnel, and organization atany time, or to take any other action necessary to determine SERVICE PROVIDER’S ability to perform.The City reserves the right to reject proposals where evidence or evaluation is determined to indicateinability to perform. The City reserves the right to interview any or all responding SERVICE PROVIDERSand/or to award a contract without conducting interviews.Delivery:The successful SERVICE PROVIDER will supply products and services in compliance with the provisionsof the contract and provisions of this RFP at the address listed below.Delivery Address:City of Elk GroveDouglas Scott, Finance Department8401 Laguna Palms Way3
Elk Grove, CA. 95624Acceptance and ConditionsThe products and services supplied in response to the RFP shall remain the property of the SERVICEPROVIDER until a physical inspection is made and the products and services are accepted to thesatisfaction of the City. The products and services must comply fully with the terms of the RFP, be of therequired quality and new unless specified by the City. Any substitutes of products or services not meetingspecifications will be rejected, and returned if applicable, at the SERVICE PROVIDER’S expense. The Citywill make payment only after receipt and acceptance of products and services.Other Governmental Entities:If the SERVICE PROVIDER is awarded a contract as a result of this RFP, the SERVICE PROVIDER shall,if the SERVICE PROVIDER has sufficient capacity or quantities available, provide to other governmentalagencies, so requesting, the products and services awarded in accordance with the terms and conditionsof the RFP.Federal Requirements:Should any portion of this procurement require the use of Federal Funds, all Federal requirements shallapply and all SERVICE PROVIDERS must consent to each certification and assurance, which will beincorporated into the contract.Payment Terms:Payment shall be made as set forth in the contract attached hereto as Attachment C. In submittingproposals under these specifications, SERVICE PROVIDERS should take into account all discounts, bothtrade and time, allowed in accordance with the payment terms.Performance:It is the intention of the City to acquire products and services as specified herein from a SERVICEPROVIDER that will give prompt and convenient service.Term of Contract:The term of the contract will be for a specific period of time, commencing upon execution. The Cityanticipates the contract to be for a term of three (3) years with one (1) two (2) year extension, at the optionof the City. The City reserves the right to set the term for a period deemed to be in the best interest of theCity, and terminate the contract as set forth therein.Amendments:If, in the course of the performance of the contract, SERVICE PROVIDER or the City proposes changes tothe goods and services provided, and informal consultation with the other party indicates that a change inthe terms and conditions of the contract may be warranted, SERVICE PROVIDER or the City may requesta change in the contract. The parties to the contract will meet to discuss and negotiate the requireddocuments. Upon completion of those negotiations, the negotiated documents will be submitted to the Cityfor approval. Upon approval by the City, an “Order to Proceed” with the approved changes will be submittedto SERVICE PROVIDER. Any amendment to the Contract will not render ineffective or invalidate anyunaffected portions of the Contract. Nothing in this section obligates the City to agree to any change orderor other amendment, and the City may withhold such agreement in its sole discretion.New Merchandise:Unless otherwise required by the specifications of this RFP all products furnished must be new and unused.Warranties:The SERVICE PROVIDER shall warrant all material, products and labor provided under the contract, inaddition to any manufacturers’ warranties that may also apply. Warranty periods must be included inresponses to proposal.4
The awarded SERVICE PROVIDER, as the contracting party, shall be considered primarily responsible tothe City for all warranty service, parts, and labor applicable to the material and products provided bySERVICE PROVIDER irrespective of whether SERVICE PROVIDER is an agent, broker, fabricator, ormanufacturer’s dealer. SERVICE PROVIDER shall be responsible for ensuring that warranty work isperformed at a local agency or facility convenient to the City, to the extent a local agency or facility isavailable, and that services, parts, and labor are available and provided to meet the City’s schedules anddeadlines. SERVICE PROVIDER may establish a service contract with a local agency satisfactory to theCity, to meet this obligation if SERVICE PROVIDER does not ordinarily provide warranty service. All suchnon-contractor warranty service, parts, and labor must be clearly identified in the proposal.Substitution:If SERVICE PROVIDER elects to propose an alternate manufacturer’s item that is of the same or betterquality, samples of the items to be substituted are to be submitted with the proposal. The sample must bereadily identified with the manufacturer’s name and model number or order number, along with thesupplier’s name and phone number. All substitutions must be proposed as options and clearly identifiedas a substitution.Guarantee of Continuity and Availability Products:Unless the manufacturer discontinues the products, all products specified by the SERVICE PROVIDER intheir proposal shall be available to the City during the life of the contract and extensions. All material, color,labor, and construction shall equal or exceed the standards set forth in these specifications as accepted bythe City.Service and support:All SERVICE PROVIDERS shall explain how all on-going service and support shall be handled by theSERVICE PROVIDER and the City of Elk Grove.Public Records Act:Proposals submitted in response to the RFP shall be public records under the California Public RecordsAct, and shall be available to the public unless a legal exemption applies to exempt disclosures in the City’sdetermination.Records:The SERVICE PROVIDER shall maintain complete and accurate records with respect to labor costs,material expenses, and other such information required by City that relates to the performance of servicesand delivery of goods under the contract. The SERVICE PROVIDER shall maintain adequate records ofservices provided and goods delivered in sufficient detail to permit an evaluation of services and goods. Allsuch records shall be maintained in accordance with generally accepted accounting principles and shall beclearly identified and readily accessible and in a form acceptable to the City, which the City may specifyand change from time to time. The SERVICE PROVIDER shall provide free access to the representativesof City or its designees, at reasonable times, to such books and records, shall give City the right to examineand audit said books and records, shall permit City to make transcripts there from as necessary, and shallallow inspection of all work, data, documents, proceedings, and activities related to the contract. Suchrecords, together with supporting documents, shall be maintained for City’s inspection for a period of atleast three (3) years after receipt of final payment,(See next page for Guidelines for Proposal)5
Guidelines for ProposalProposal Requirements:The following guidelines are provided for standardizing the preparation and submission of proposals. Theintent is to assist respondents in the preparation of their submissions and to assist the City by simplifyingthe review process providing standards for comparison of submissions.Statements submitted in response to this RFP shall include a complete response to the requirements inthis section in the order presented. Statements should be a straightforward delineation of the respondent’scapability to satisfy the intent and requirements of this RFP, and should not contain redundancies andconflicting statements.Proposals shall be printed double sided, submitted on 8-1/2” x 11” recycled paper, with easy to read fontsize and style. Pages shall be numbered, tabbed, and bound (spiral / comb / three ring binder). Tabbeddividers should separate and identify the response items described below.One signed original, three (3) copies, and one USB Flash Drive copy of the proposals must be submittedto the Office of the City Clerk by 2:00 PM September 28, 2015. Proposal shall be submitted in a sealedenvelope clearly marked Vehicle Body Repair and Painting and addressed to:OFFICE OF THE CITY CLERKCITY OF ELK GROVE8401 Laguna Palms WayElk Grove, CA 95758Proposals shall contain the following information in the order listed:1. Introductory letterThe introductory letter should be addressed to:Douglas ScottFacilities and Fleet ManagerCity of Elk Grove8401 Laguna Palms WayElk Grove, CA 95758The letter shall include the Service Provider’s name submitting the proposal, their mailing address,telephone number, and contact name. The letter shall address the Service Provider’s understandingof the project based on this RFP and any other information the Service Provider has gathered. Includea statement discussing the Service Provider’s interest and qualifications for this type of work. Aprincipal of the firm authorized to legally bind the firm shall sign the letter.2. Table of ContentsThe Service Provider shall insert a comprehensive table of contents denoting sections three (3) throughnine (9) of the proposal as indicated below.3. Qualifications and ExperienceDescribe the Service Provider’s capability for actually undertaking and performing the work, includingany professional licenses and certificates held by the Service Provider. List types and locations ofsimilar work performed by the Service Provider in the last five (5) years that best characterizes thequality and past performance. Include names and current phone numbers for contact on work quality6
and performance. References may be contacted as part of the selection Process.4. Work PlanThe work plan must state the Service Provider’s ability to meet each specification as outlined in thisdocument. The work plan should address the items of work as described in this RFP. The plan shouldbe simple, easy to read and follow, and address and satisfy the objectives and specifications as listedin the Scope of Work in this RFP.5. Conflict of Interest StatementAny activities or relationships of the Service Provider that might create a conflict of interest for theService Provider or the City, and, if such activities or relationships exist, a description of the facts, legalimplications, and possible effects sufficient to permit the City to appreciate the significance of theconflict and to grant any conflict waiver, if appropriate and necessary.6. Supportive Information/ReferencesThis section may include graphs, charts, photos, resumes, references, and any other relevantinformation in support of the Service Provider’s qualifications.7. PricingThis section should include Attachment B, “Pricing Schedule”, for the cost of requested products andservices outlined in the Scope of Work, and must specifically itemize the fees for the services statedunder the Specifications section of the Scope of Work. SERVICE PROVIDERS are required to provideline item descriptions and pricing. No cost increases shall be passed onto the City after the proposalhas been submitted.8. AddendumsForm A “Acknowledgment of Addenda” shall be included acknowledging receipt of each addendum toclearly establish any additions, changes or omissions to the RFP by the SERVICE PROVIDER.9. Sale of Goods and Services Contract:Attached to the RFP (Attachment C) is a copy of the City of Elk Grove’s standard Sale of Goods andServices Contract (Contract). The City’s standard Contract may be modified, in the City’s solediscretion, to address the specific provisions of this RFP and SERVICE PROVIDERS should note thatany specifications or other requirements specific to this RFP shall be included in the Contract andContract’s exhibits following an award of the Contract. Please review the Contract carefully and notein your proposal any exceptions or alterations to the Contract. Alterations or changes to the Contractthat are not in the Service Provider’s response will not be allowed after the selection of the ServiceProvider. This includes alterations, exceptions, or changes to the insurance and indemnity provisions.By requiring these requests up front, the City can compare all respondents on an equal basis. However,the City reserves the right, in its sole discretion, to accept or reject any and all proposed changes tothe City’s standard Contract. For reference, the insurance amounts that appear in the attachedContract are summarized below.TYPEGeneral Liability(1C)(or Garage Liability)Auto Liability (2C)(or Garage Liability)Work Comp (3A)Employer’s LiabilityGaragekeepers (9A)SINGLE LIMIT /OCCURRENCE 1,000,000 1,000,000 Scheduled,Hired and Non-OwnedStatutory 1,000,000 each 100,000AGGREGATE ENDORSEMENTS*** 1,000,000Additional InsuredWaiver of SubrogationPrimary Non ContribAdditional InsuredWaiver of Subrogation 100,000Deductible 5k or less7
***Must be actual endorsements. Typed statements on Certificates of Liability are unacceptable.This is a summary only. Please refer to the insurance section and/or exhibit of this contract for specificrequirements.(See next page for Scope of Work)8
Scope of WorkBackground:This RFP is being issued by the CITY for Vehicle Body Repair and Painting, in accordance with the termsand conditions set forth in this document. The Contract term shall be based on a firm-fixed price per laborhour for body/dent repair, labor hour for painting, labor hour for mechanical and electrical repairs, per partand per paint materials rate.About Elk Grove's Vehicle Fleet:The CITY's vehicle fleet consists primarily of Law Enforcement, Animal Control and Code Enforcementvehicles along with Integrated Waste and Facility support vehicles. This RFP does not include the City’sTransit Service Buses.About Elk Grove's Facilities and Fleet Manager:The City of Elk Grove’s Facilities and Fleet Manager, Douglas Scott, is responsible for all aspects ofpurchasing, maintaining and disposing of the City’s vehicle fleet. All correspondence, communicationand/or contact in regard to any aspect of this solicitation shall be in writing with the Facilities and FleetManager, at dscott@elkgrovecity.org; any such communication however is limited to clarifications regardingthe RFP and both the questions and responses shall be available to all SERVICE PROVIDERS.The work proposed shall be performed at the successful Service Provider’s place of business. The City ofElk Grove intends to enter into a contract with one qualified Service Provider to furnish auto body andpainting services for City vehicles and equipment, to include but not be limited to general body repair, dentrepair or component replacement to exterior/interior body components, repairing collision damage, glassrepair/replacement, painting all or portions of vehicle bodies, etc. as called for in the contract documents,specifications and the RFP.Shop Requirements:The Service Provider shall have a complete body shop meeting the following minimum requirements:a)Service Provider shall be able to perform complete body repairs as well as paint vehiclesand equipment.b)Service Provider’s shop shall reside within the City of Elk Grove’s geographical City Limits.c)Maintain a paint booth that is in legal compliance with all applicable laws.d)Maintain an inside storage area for all City owned vehicles which contain electronicequipment. For the purpose of this specification “inside storage” means storage within asecured area, which could include a locked and fenced area acceptable to the City.e)Possess a MIG and TIG welder or other electric spot welding equipment for body welding.Gas welding is not acceptable. The Service Provider shall ensure that the vehicle computersystems are disconnected from the vehicle before any welding is done. The ServiceProvider is to replace, at his/her expense, any vehicle on board computers damaged bynot disconnecting the computers before any welding operations.f)Service Provider’s facilities, at a minimum, must be available during normal business hoursMonday thru Friday, 8:00 a.m. to 5:00 p.m.Estimates:All repairs shall be approved by the City in writing, in advance of work being performed.Prior to any repair, Service Provider and City’s Facilities and Fleet Manager will conduct a “vehiclecondition” report. Service Provider shall assume full liability and responsibility for all vehicles and contents(including radios and other standard or installed equipment), placed in its custody by the City under the9
contract. Both parties will inspect to identify and describe the condition of the vehicle and list them on theestimate sheet.The estimate shall include:a) Make, model and mileage of vehicleb) License plate number, VIN number and City unit numberc) Itemized list of description of work to be performedd) Estimated number of labor hours of taske) Itemized list of parts and paint materials costsf)All incidentals or miscellaneous shop supplies and charges shall be included and pricedaccordingly.g) Sales tax and total repair estimateh) If applicable, any recommendations for future repairsi)All estimate shall be from an applicable industry standard Collision and Estimating ReferenceGuide used by insurance appraisers. Service Provider shall provide the name and version ofthe guide or software used and include it in Section 6: Supportive Information/References ofthe Work PlanParts:All parts used to provide automotive body repair shall be new Original Equipment Manufacturer (OEM). Allincidentals, materials, shop supplies and charges shall be included in Service Provider’s hourly rate.At the City’s option, used parts may be used depending on the age and value of the equipment beingrepaired.Bodywork and Painting Requirements:Service Provider shall be able to perform complete body repairs as well as paint vehicles and equipment.Bent parts are to be straightened and reinforced or replaced if necessary. In the event that vehicle decalsare damaged, Service Provider shall obtain new decals from the City’s decal provider and apply new decalsto the repaired vehicle. Decal removal and installation shall be included in the repair estimate.All bodywork shall require three coats of primer: two (2) during bodywork repair, and a minimum of one (1)during painting process. All work shall be performed at the same level of quality that is provided to allcustomers.Paint Process:The paint process shall consist of the following in the order listed, utilizing the latest state-of-the-art paintingand paint matching systems, mixing tools, and spraying tools: Primer (minimum of three coats) Base Coat Clear Coat (either solvent or water based)Acceptable Paint Manufacturers:All paints used shall be from a qualified and reputable paint manufacturer such as however not limitedto: Diamont, Dupont, Duramix, Kuston Shop, PPG and Sherwin-Williams. Service Provider shall10
provide the name of the paint manufacturer uses and include it in Section 6: SupportiveInformation/References of the Work Plan.Alignment:Service Provider shall agree to perform realignment of all vehicles when needed. This shall be a thrustalignment for frame vehicles and four wheel alignment for unibody vehicles. A printout of the readings afterthe alignment shall be provided with each repair order. Service Provider personnel or sub-contractor shallbe qualified to perform alignment work.Frame Work:Service Provider shall agree to perform frame straightening of all vehicles when needed. Service Providerpersonnel or sub-contractor shall be qualified to perform all frame work.Airbag Components:All airbag components shall be replaced with NEW O.E.M. parts when the decision has been made toreplace the components.Major Repairs:If metal body or plastic components are beyond repair, repairs shall be made by cutting out damaged areaand replacing with new metal or plastic that is equal to or greater than the original thickness.Pickup and DeliveryService Provider shall include free pickup and delivery of vehicles including vehicle tow as necessary. Uponreturn of finished vehicles, Service Provider personnel shall remain until the vehicle is inspected andaccepted. The vehicle shall be delivered to the City representative by someone who has theknowledge/experience necessary to review and discuss the quality and completeness of the repairs withthe City representative. If it is determined that the vehicle is not properly repaired, the Service Provider’spersonnel shall return the vehicle to Service Provider’s shop for repair and deliver at no additional charge.All vehicles shall be returned within 24 hours of completion.Miscellaneous:Unsatisfactory repairs include, but are not limited to, paint swirls, fish eye blemishes, mismatched paintcolor, buffer burns, as well as any other defects and/or imperfection in body work or paint finish.If the City determines that the workload of the Service Provider is such that timeliness is not possible in agiven situation, the City reserves the unilateral right to solicit for bids and award to a backup ServiceProvider. Repeated assignments to a backup Service Provider (more than six in a two month period) mayresult in contract termination. Time is of the essence in returning City vehicles to service. The successfulService Provider agrees that work assigned under contract shall receive priority over the other work in itsshop unless specific prior approval has been obtained from the City.The City has estimated that approximately 50,000 will be spent in automotive body work during each yearof the contract. This figure is only an estimate and is not a binding guarantee of the work to be done underthe contract. Actual requirements may be more or less than the amounts estimated. The Service Providershall perform such work as required by the City as needs are determined, and the contract shall be bindingonly for the actual services performed during the contract period.(See next page for Attachments)11
Attachment A: Proposal Evaluation and SelectionProposal Evaluation and Selection:Proposals shall conform to the specifications described in the RFP.The primary desire of the CITY for this procurement is to ensure an award will be made based on thehighest quality of service proposed that best matches the CITY’s requirements.Evaluation Committee:An Evaluation Committee will be established. The Committee will make all decisions regarding theevaluations, determination of responsible SERVICE PROVIDERS, the competitive range, and therecommendation for selection of the SERVICE PROVIDER, if any, that may be awarded the Contract. TheEvaluation Committee may include officers, employees and agents of the CITY. The Evaluation Committeewill carry out the detailed evaluations and report all of its findings to the City’s Facilities and Fleet Managerfor final approval.The Facilities and Fleet Manager will make a recommendation to the City Council for award of a contract,based upon the Evaluation Committee’s determination of the responsible SERVICE PROVIDER whoseproposal is the best valu
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