RFQ 211753-2 Automotive Maintenance Parts and Service

Agency:	City of Memphis
State:	Tennessee
Type of Government:	State & Local
NAICS Category:	441310 - Automotive Parts and Accessories Stores 811111 - General Automotive Repair
Posted Date:	Apr 4, 2024
Due Date:	May 1, 2024
Solicitation No:	RFQ 211753-2
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Bid Documents:	Please Login to View Page

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CITY OF MEMPHIS

REQUEST FOR QUALIFICATION (RFQ)

211753-2

For FORD AUTOMOBILE PARTS AND SERVICE

Date Issued:

20 February 2024

Proposal Submission Deadline

On or Before 1 May 2024 No Later than

12:00 PM CT

Summary of Request

The City of Memphis, through the Division of General Services, is seeking qualified

contractors to provide Ford automotive maintenance, parts and services as needed by the

City of Memphis. At the present time the City of Memphis desires to solicit Ford Service

and parts from reproable dealers.

The intention of this solicitation is to provide City of Memphis with an expedited means

of procuring supplies and/or services as well as maintenance for various divisions at the

lowest possible cost. This contract is for the convenience of the City of Memphis and is a

“Non-Exclusive” use of this contract. The City of Memphis does not guarantee any

usage.

The City intends to select an unspecified number of contractors and enter into five-year

(5) contractual agreements upon date of execution (date contract signed by the Mayor)

with two (2) one (1) year option periods based upon performance, need and/or funding

availability to be agreed upon by both parties.

The City of Memphis reserves the right to (a) accept or reject any and/or all submissions

of proposals; (b) to waive irregularities, informalities, and technicalities; and (c) to accept

any alternative submission of proposals presented which, in its opinion, would best serve

the interests of the City. The City shall be the sole judge of the proposals, and the

resulting negotiated agreements that are in its best interest, and its decision shall be final.

The City also reserves the right to make such investigation as it deems necessary to

determine the ability of any submitting entity to perform the work or service requested.

Information the City deems necessary to make this determination shall be provided by the

submitting entity. Such information may include, but is not limited to, current financial

statements by an independent CPA, verification of availability of equipment and

personnel, and past performance records.

If any addenda are issued to this Request for Proposals, the Purchasing Division will post

them to the City's website at https://www.memphistn.gov/business/rfps-rfqs/. Submitting

organizations are strongly encouraged to view this website often to see if addenda are

posted. Failure of any proposer to receive such addendum or interpretation shall not

relieve such Proposer from any obligation under his proposal as submitted. All addenda

so issued shall become part of the Contract Documents.

Request for Statements of Qualifications

For

Ford Automobile Parts and Service

The Ford parts and services scope of work includes but is not limited to furnishing Ford

Automobile Repair parts and/or labor as outlined in these specifications.

The terms “proposer”, “respondent”, “vendor”, “company”, “firm”, “bidder”, and

“contractor” maybe used interchangeably throughout this document.

1. The contractor shall furnish all supervision, labor, equipment, fuel, material, supplies,

and other necessities.

2. The contractor shall have the capability to make requests as determined by the City, as

described as per this RFQ.

3. The contractor shall not enter onto private property during the performance of this

contract without authorization from the Director or designee.

4. The contractor shall conduct the work so as not to interfere with activities of federal,

state, and local governments or agencies, or of any public utilities.

5. All service and materials shall be provided in a safe manner in accordance with

federal, state, and local laws.

6. The City will engage in monitoring the service/s provided by the contractor to

document project progression, material inspection, and other inspections to verify proper

methods, materials, and prompt progression to completion of the project. The contractor’s

failure to cooperate fully with the designated monitor may result in termination of the

contract.

7. Invoices for work completed shall be submitted within seventy-two (72) hours and

submitted electronically to the administrator or his/her authorized designee. The City’s

payment term is Net 30 days from the date of service/invoice.

8. The City will not reimburse vendor for travel & freight costs.

9. Response time: Notifications to the contractor for emergency and non-emergency

requests will be made to the contractor by phone and email by the administrator or his/her

authorized designee.

(a.) No work shall start under any circumstance until the administrator or his/her

authorize designee has been provided with a copy of the assessment in writing

along with a quote which details all the work to be done. The administrator or

his/her authorized designee for the City will then notify the contractor in writing

of notice to proceed with the work.

(b.) The contractor shall ensure a dedicated phone number(s) and point of contact is

provided to the City for calls during the day as well as for after hour calls. The

point of contact answering the phone must be trained and capable of obtaining all

information needed to properly document the call and ensure all information is

provided to the Administrator or approved City employee within the allotted time

frame mentioned above. The response time for all calls will begin when the City

makes initial contact with the contractor’s designated personnel.

10. The City reserves the right to call upon and utilize multiple awarded contractors

simultaneously on the same project as directed by the Director, so the services are

rendered seamlessly and efficiently to allow the vehicle to be restored as soon as

possible.

11. If services are determined by the contractor to require a change in scope of work,

budget, or time, the contractor shall contact the administrator or his/her authorized

designee in writing immediately upon such determination to receive approval to proceed

with the change of work. The contractor shall include a quote for all work required by

email to the administrator or authorized designee.

BRAND NAME OR TRADE NAME AND APPROVED EQUIVALENT:

Brand or Trade Names are given as quality reference to aid bidders in offering equivalent

quality items for this bid. Unless otherwise provided in these specifications, the

reference to a certain brand or trade name, make, part number, or manufacturer does not

restrict the response to the specific brand name, make, part number, or manufacturer

identified. Comparable products of other manufacturers will be considered if proof of

comparability is submitted with the bid response. Any item which the City, in its sole

discretion, determines to be equivalent to that which is referenced will be considered.

EXCEPTIONS TO SPECIFICATIONS:

The bidder is required to check each item in this bid for compliance or exception. If an

exception is noted by the bidder, the bidder is required to list and explain in detail, using

the attached designated form, all such exceptions, deviations, or variations to the

specifications must be set forth in a clear and logical fashion. Technical data should

accompany each proposal, but may not be considered as notice of exceptions, deviations,

or variations to these specifications.

AUDIT CLAUSE:

The City reserves the right to audit the records of the contractor. The contractor shall

make and keep as the same accrue, full and complete records and books of accounts of

revenue and income, and costs and expenses that specifically relate to performance under

this contract. Records and books of account, together with any or all other memoranda

pertaining thereto that may be kept, maintained, or possessed by the contractor, shall be

open to examination during regular business hours by the City or its representatives for

the purposes of inspecting, auditing, verifying, or copying the same or making extracts

therefrom. The contractor shall make and keep said records and books of accounts for a

period of three (3) years after the completion of the contractual obligations or the final

payment under the contract, whichever is later.

CONTACT INFORMATION:

All questions or further information regarding this bid should be forwarded to

Kristie Hardy at Kristie.hardy@memphistn.gov or Frances Brooks at

frances.brooks@memphistn.gov.

Only after issuance of a contract, the awarding vendor may contact the responsible parties

below:

Any questions or further information regarding this bid should be forwarded to Barry

Stroud (Administrator of Operations) barry.stroudd@memphistn.gov 901-636-7547,

Russell Heaston (Asset Manager) russell.heaston@memphistn.gov at 901-636-7513 or

Felicia Williams (Parts Supervisor) Felicia.Williams1@memphistn.gov at 901-636-7511.

RFQ 211753-2 Automotive Maintenance Parts and Service

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