REMOVAL, REPLACEMENT, INSTALL OF OIL REELS, DISPNDER NOZZLES, PUMPS, AND RELATED PARTS

CITY OF AUSTIN
SCOPE OF WORK
REMOVAL, REPLACEMENT, INSTALL OF OIL REELS, DISPNDER NOZZLES, PUMPS, AND
RELATED PARTS
SOLICITATION NO.: IFQ 7800 CAH1004
1. PURPOSE
The City of Austin (City) seeks to establish a one-time contract with a qualified Contractor(s) to provide
service to relocate, remove, and install OEM Graco Oil Reels, Dispenser Nozzles, OEM Speedaire Pumps,
and related parts at three Service Centers.
The Contract will be utilized by the City's Fleet Mobility Services Department.
The City reserves the right to make multiple awards based on individual or groups of specific line items,
based on cost, convenience, or any criteria deemed by the City to be most advantageous. If multiple awards
are made, the City will likely award a contract based on the categories listed in Bid Sheet. A single contractor
may be awarded one or more of these categories.
Any requirements or services that have been omitted from this scope of work that are clearly necessary or in
conformance shall be considered a requirement although not directly specified or called for in the scope of
work.
2. TERM OF CONTRACT
This Contract shall become effective on the date executed by the City ("Effective Date") and shall remain in
effect until the earliest of when the deliverables set forth in the Contract are complete or the City terminates
the Contract.
3. DEFINITIONS
3.1 Repair: the removal of parts and installation of replacement parts
3.2 Service Center: any City facility where vehicles and equipment are repaired or serviced.
4. CONTRACTOR QUALIFICATIONS
The Contractor shall:
4.1 Have a minimum of three (3) consecutive years of experience providing parts and repair services within
the last five (5) years to municipalities or organizations similar in size and scope to the City. Prior to
award determination, the City may require contractors to provide proof of experience of
projects/services provided within the past five years.
4.2 Be a manufacturer authorized parts dealer/reseller for requested OEM parts.
Contractor shall provide proof of your authorized status with manufacturers by submitting one of the
following:
* Authorized Distributor Certificate: An official certificate issued by the
manufacturer confirming your status as an authorized distributor, dealer, or
reseller.
* Dealer Agreement: A copy of the dealer agreement or contract that outlines your
relationship with the manufacturer and your authorization to sell their products.
* Letter of Authorization: A letter from the manufacturer specifically stating that
you are authorized to distribute their products.
Scope of Work Page 1 of 5

CITY OF AUSTIN
SCOPE OF WORK
REMOVAL, REPLACEMENT, INSTALL OF OIL REELS, DISPNDER NOZZLES, PUMPS, AND
RELATED PARTS
SOLICITATION NO.: IFQ 7800 CAH1004
4.3 Maintain a storage area that is reasonably secure from vandalism or theft for all City equipment in the
Contractor's possession.
4.4 Have a minimum of two (2) service technicians, qualified to work on the specified equipment. The
Contractor shall submit proof of technician experience, certifications, training, within five (5) working
days of request by the City.
4.5 Comply with all Federal, State, and local codes, rules, and regulations concerning safety requirements.
5. CONTRACTOR'S RESPONSIBILITIES
5.1 General
The Contractor shall:
5.1.1 Provide a single point of contact and relevant contact information (name, phone number, fax,
email, etc.) for receiving orders from the City within five (5) working days of request by the City,
or at a time mutually agreed to between the Contractor and the Contract Manager.
5.1.1.1 An authorized City representative will contact the Contractor by e-mail, fax, or
telephone to place an order for parts or requesting repair services.
5.1.2 Be responsible for any and all damage to City vehicles, equipment, or property by the
Contractor's representative actions.
5.1.2.1 If damage occurs, Contractor shall notify the Contract Manager immediately.
5.1.2.2 The Contractor shall repair any damage to the satisfaction of the City, at no cost to
the City. The City may however, at its sole discretion, elect to make repairs or
replacements of damaged property and deduct the cost from any payments owed to
Contractor or to recover costs if no payments are owed.
5.1.3 Notify the Contract Manager of recall notices, warranty replacements, safety notices, or any
applicable notice regarding all City purchased parts within two (2) weeks of publication.
5.1.4 Ensure that only Contractors employees are able to access City property and no one else is
able to approach and/or enter the vehicle at any time while in Contractor's possession.
5.2 Remove and Install Services
The Contractor shall:
5.2.1 Provide all labor, parts, equipment, materials, tools, supervision, and transportation required to
perform the specified repairs according to the manufacturer's recommended repair techniques
and standards.
5.2.2 Perform instalment work at designated City Service Centers.
5.2.3 Not proceed with repairs until after receiving written authorization (e.g. email) and a unique
delivery order from an authorized City representative based on the written estimate provided by
the Contractor. The Contractor shall not proceed with repairs based on verbal authorizations
Scope of Work Page 2 of 5

CITY OF AUSTIN
SCOPE OF WORK
REMOVAL, REPLACEMENT, INSTALL OF OIL REELS, DISPNDER NOZZLES, PUMPS, AND
RELATED PARTS
SOLICITATION NO.: IFQ 7800 CAH1004
and assumes all liability and responsibility for repairs performed based on such verbal
authorizations.
5.2.4 Notify the requesting authorized City representative of any hidden damage discovered,
additional parts needed, or other cause of price increase from the original estimate provide to
the City. The Contractor shall submit a new estimate that identifies any additional cost, material,
and time added based on the hidden damage to the requesting authorized City representative
for written approval and an updated delivery order before proceeding with the repairs.
5.2.5 Complete the installation within the timeframe specified in the estimate. If the Contractor cannot
complete the work within the estimated timeframe, the Contractor shall request an extension in
writing (e.g. email) that includes the reason for the extension and the date work will be
completed to the requesting City representative. The requesting City representative will provide
the Contractor with a written (e.g. email) approval or denial of the extension request.
5.2.6 Understand that the City may inspect and/or test the installation of equipment within two (2)
working days of completion and function in a satisfactory manner.
5.2.6.1 If the City detects deficiencies in the workmanship or parts, the City will notify and the
Contractor shall correct the deficiencies in the repair at its own expense, which shall
include picking up and returning of parts and equipment as applicable.
5.2.6.2 The Contractor shall arrange for repairs within one (1) working day of notification,
complete the corrective repair within two (2) working days of notification by the
requesting authorized City representative, or at a time mutually agreed to between
the Contractor and authorized City representative.
5.2.6.3 The City reserves the right to conduct any tests or inspections deemed necessary to
confirm repairs and parts conform to the vehicle/equipment manufacturer's
specifications. The inspections completed by the City will not relieve the Contractor of
its obligation to ensure all repairs, articles, materials, and parts are consistent with
the equipment manufacturer's specifications and are fit for their intended use.
5.2.7 Be responsible for the risk of loss or damage to all equipment and parts in the care, custody,
and control of the Contractor until accepted by an authorized City representative.
5.2.8 Provide any parts removed during the instalment of equipment for verification purposes upon
request by an authorized City representative.
5.2.9 Provide a 12-month labor warranty for all repair services. The Contractor shall provide a copy of
the labor warranty to the requesting authorized City representative with each delivery, or within
five (5) working days of request by an authorized City representative.
5.2.10 Not charge the City additional fees for repair services performed during the Contractor's off-shift
hours.
5.3 Parts for Inventory and Repair Services
5.3.1 General
The Contractor shall:
Scope of Work Page 3 of 5

CITY OF AUSTIN
SCOPE OF WORK
REMOVAL, REPLACEMENT, INSTALL OF OIL REELS, DISPNDER NOZZLES, PUMPS, AND
RELATED PARTS
SOLICITATION NO.: IFQ 7800 CAH1004
5.3.1.1 Provide new OEM Garaco and OEM Speedaire parts for the specified equipment,
except for core components on renewed assemblies, which meet all applicable
federal, state and local requirements for quality and safety.
5.3.1.1.1 Used, factory seconds, shopworn, demonstrator, prototype, and
discontinued parts or materials are not acceptable.
5.3.1.1.2 Remanufactured or rebuilt parts may be used if new parts are not
available or if the City requests them in writing (e.g. email).
5.3.1.2 Seek approval from an authorized City representative in writing (e.g., email) to use
non-OEM, rebuilt, or remanufactured parts, if new OEM parts are not available. The
non-OEM parts shall meet or exceed the manufacturer's specification for the original
OEM parts.
5.3.1.3 Provide a minimum of a 12-month warranty or the standard period as provided by the
manufacturer, whichever is for the greatest length of time, for defects in material and
workmanship.
5.3.1.3.1 The warranty period for all parts shall start when the part is installed on
the City property as evidenced by the Contractor's invoice for repair
services or City work order.
5.3.1.3.2 This warranty shall provide for replacement parts and shall remove the
defective part and installation of the replacement part at no additional
cost.
5.3.1.4 Guaranty that the parts provided shall not void any existing manufacturer's warranty
for City equipment.
5.3.1.5 Provide a copy of the manufacturer's parts warranty within five (5) working days of
request by an authorized City representative.
4. CITY REQUIREMENTS
The City will:
6.1 Provide the Contractor with name(s) of personnel authorized to install services within one week of
Contract effective date.
6.2 Contact the Contractor by e-mail or telephone to confirm day and timeframe of work to be performed at
each Service Center.
5. SPECIFIC INVOICE REQUIREMENTS
The City's preference is to have invoices emailed to the ordering Service Center location as identified in
Section "Delivery Locations and Point of Contact". Statements should be mailed to the below address:
City of Austin
Department Fleet Mobility Services
Attn: Accounts Payable
Address 1190 Hargrave Street
City, State, Zip Code Austin, Texas 78702
Scope of Work Page 4 of 5

CITY OF AUSTIN
SCOPE OF WORK
REMOVAL, REPLACEMENT, INSTALL OF OIL REELS, DISPNDER NOZZLES, PUMPS, AND
RELATED PARTS
SOLICITATION NO.: IFQ 7800 CAH1004
For questions regarding your invoice/payment please contact the City Contract Manager.
6. PRE AWARD
Prior to awarding a Contract, the City reserves the right to visit the premises of any Offeror being considered
for a Contract. The site visit will be made during the evaluation process to determine whether or not the Offeror
has the appropriate facilities, equipment, inventory, licenses, registrations, permits, and qualified personnel to
perform according to the Scope of Work. Offerors, who in the City's opinion, do not have the resources to
perform, will not be considered for Contract award regardless of their Bid price. The Offeror shall furnish, or
cause to be furnished, without additional charge, all reasonable assistance to the City to facilitate the site visit.
In addition, in order to determine if the Offeror is responsible, the City reserves the right to review the Offeror's
plan to comply with the requirement to make "Code Red" deliveries and "Expedited Services" as specified in
the Scope of Work. Offerors who, in the City's opinion, do not have existing Agreements or resources in place
will not be considered for Contract award regardless of their Bid price.
7. POST AWARD
The Contractor may be required to attend a post award meeting with City personnel within thirty (30) calendar
days after Contract award. The purpose of the meeting is to discuss the terms and conditions of the contract.
The City may perform site visits during the term of the Contract to verify that the Contractor or the Contractor's
Subcontractor maintains the appropriate facilities, equipment, inventory, licenses, registrations, permits, and
qualified personnel to perform according to the Scope of Work. The Contractor, or the Contractor's
Subcontractor shall furnish, or cause to be furnished, without additional charge, all reasonable assistance to
the City to facilitate the site visit.
8. DESIGNATION OF KEY PERSONNEL
The City and the Contractor resolve to keep the same key personnel assigned to this engagement
throughout its term. In the event that it becomes necessary for the Contractor to replace any key
personnel, the replacement will be an individual having equivalent experience and competence in
executing projects such as the one described herein. Additionally, the Contractor shall promptly notify the
City and obtain approval for the replacement. Such approval shall not be unreasonably withheld. The
Contractor's and City's key personnel are identified as follows:
Name/ Title Phone Number Email Address
City Contract Manager Christina Harding 512-974-1755 Christina.harding@austintexas.gov
City Contract
Administrator,
Procurement Specialist
Contractor's Key
Personnel
Contractor's Key
Personnel
Scope of Work Page 5 of 5