Vehicle tire repair and replacement services

CITY OF AUSTIN
SCOPE OF WORK
VEHICLE TIRE REPAIR AND REPLACEMENT SERVICES
SOLICITATION NO.: IFB 7800 MLJ1043
1. PURPOSE
The City of Austin (City) seeks to establish a contract with qualified Contractors to provide Original Equipment
Manufacturer (OEM) tires, associated components, and vehicle tire repair and replacement services for City of
Austin vehicles and equipment on an as needed basis; BFGoodrich, Bridgestone, Crosswind, Deestone,
Duramax, Eagle, Enforcer, Firestone, Goodyear, Hercules, Michelin, Omni, Rubbertrax
The Contract will be utilized by the City's Fleet Mobility Services. The City reserves the right to allow other City
Departments to utilize the Contract.
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 may designate a Primary Contractor and one or more Secondary Contractors for each category
or service area to ensure there is no lapse of services throughout the contract period.
If multiple awards are made, the City will likely award a contract based on the categories listed in Price
Submittal. A single contractor may be awarded one or more of these categories. A single category may be
awarded to multiple contractors.
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 remain in effect for an initial term of twenty-four (24) months or the City terminates the
Contract. This Contract may be extended beyond the initial term for up to three (3) additional twelve (12) month
periods at the City's sole option.
3. DEFINITIONS
3.1 Back-ordered (or Out-of-Stock) Parts: parts that are not currently in stock but have been ordered or will
be ordered.
3.2 Code Red: when the City designates an order for parts that are critical to the extent that the City is willing
to pay expedited shipping charges.
3.3 Disposal: The final placement of waste under proper process and authority with no intention to retrieve
or reuse. This included waste sent to landfills and end-of-life disposition of materials sent to incinerators,
waste-to-energy facilities, and other disposal facilities.
3.4 Emergency Disaster Services: services provided by the contractor during an emergency or major
disaster to repair City vehicles and/or equipment ahead of all other non-City vehicles and/or equipment
at the Contractor's facility.
3.5 Expedited Repair Services: when the City requests priority or accelerated repair services for City-
owned vehicles and/or equipment.
3.6 Fleet Tire Shop: Term used to designate any City facility where tires and associated components will be
delivered.
3.7 Non-Regular Business Hours - When the Contractor provides tire repair/replacement services during
the weekday between the hours of 7:00 P.M. and 7:00 A.M, any time on the weekend, or official City
holiday.
3.8 Non-Stock Parts: low usage, high dollar parts that are not kept in inventory.
Scope of Work Page 1 of 12

CITY OF AUSTIN
SCOPE OF WORK
VEHICLE TIRE REPAIR AND REPLACEMENT SERVICES
SOLICITATION NO.: IFB 7800 MLJ1043
3.9 Primary Contractor: Contractor has priority over a repair and purchase orders and receives first choice
when a repair or purchase is requested
3.10 Replace: means to remove the damaged or failed tire from the existing rim and replace it with a new tire
and mount the new tire on the existing rim.
3.11 Regular Business Hours: When the Contractor provides tire repair/replacement services during the
Weekday between the hours of 7:00 A.M. and 7:00 P.M
3.12 Service Center: any City facility where vehicles and equipment are repaired or serviced.
3.13 Special Order Items: parts that are hard to find such as parts for older vehicles and equipment that are
no longer manufactured or parts that are made to order or new parts that have a limited supply.
3.14 Stock Parts: high turnover parts that are most commonly needed by the City.
3.15 Tier 1 Level: Major tire companies' premium brands. Tier 1 brands include Bridgestone, Goodyear, and
Michelin
3.16 Tier 2 Level: Tire companies' mid-market brands. Tier 2 brands include BFGoodrich, Continental, Dunlop,
Firestone, Hankook, Pirelli, Toyo, and Yokohama.
3.17 Tier 3 Level: Tire companies' "value" brand. Tier 3 brands include GT Radial, Runway, Primewell,
Douglas, Might Lift, and Riken.
4. CONTRACTOR QUALIFICATIONS
4.1 Tire Repair and Replacement
The Contractor shall:
4.1.1 Have a tire repair and replacement facility equipped with all tools, diagnostic equipment, and
supplies necessary for tire repair and replacement services. The repair facility shall be located
within 30 miles of the Texas State Capitol with the ability to be reached by email and telephone.
Approximately 200 square feet of the Contractor's facility shall be reserved exclusively as a
storage area for the City's tire bank for tires the City has purchased. These City-owned tires will
be used in the event that a tire is unrepairable and must be replaced during Non-Regular
working hours.
4.1.2 Repair and replace tires for the entire City's fleet of vehicles ranging from sedans, light and
medium-duty trucks and vans, heavy-duty trucks, truck-mounted cranes, refuse haulers, aerial
devices, motor graders, fire equipment, ambulances and other emergency vehicles.
4.1.3 Maintain a storage area that is reasonably secure from vandalism or theft for all City
vehicles/equipment in the Contractor's possession.
4.1.4 Have a minimum of three (3) service technicians, qualified to work on tire repair and
replacements on vehicles specified herein. The Contractor shall be able to verify that all service
technicians have had sufficient training with a minimum of three (3) years hands-on experience
within the last five (5) years working on tire repairs and replacements for these type vehicles.
4.1.5 Provide and maintain a telephone dispatch system that is operational 24 hours per day, seven
(7) days per week, 365 days per year (including holidays).
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CITY OF AUSTIN
SCOPE OF WORK
VEHICLE TIRE REPAIR AND REPLACEMENT SERVICES
SOLICITATION NO.: IFB 7800 MLJ1043
Telephone answering machines do not meet the requirements of this paragraph. Comply with
all Federal, State, and local codes, rules, and regulations concerning safety requirements.
4.1.6 Maintain a fleet of well-stocked mobile service trucks adequate to handle vehicle volume.
The service trucks shall be equipped to make tire repairs on vehicles up to 87,000 GVWR,
with tire sizes up to 24R21.
4.2 Tire and Associated Components
4.2.1 Be an authorized representative for each brand of tire offered. Contractors shall have
experience providing tires and associated components for a minimum of three (3) consecutive
years within the last five (5) years to municipalities or organizations similar in size and scope of
the City. Be a manufacturer authorized parts dealer/reseller for the specified tire.
4.2.2 Contractor shall provide proof of your authorized status with manufacturers by submitting one
of the following:
4.2.2.1 Authorized Distributor Certificate: An official certificate issued by the manufacturer
confirming your status as an authorized distributor, dealer, or reseller.
4.2.2.2 Dealer Agreement: A copy of the dealer agreement or contract that outlines your
relationship with the manufacturer and your authorization to sell their products.
4.2.2.3 Letter of Authorization: A letter from the manufacturer specifically stating that you
are authorized to distribute their products.
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 and the Fleet Service Center Manager, or their designee, of recall
notices, warranty replacements, safety notices, or any applicable notice regarding the tire repair
parts sold. Failure to report this within fifteen (15) calendar days after receipt of notice may result
in cancellation of the contract.
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CITY OF AUSTIN
SCOPE OF WORK
VEHICLE TIRE REPAIR AND REPLACEMENT SERVICES
SOLICITATION NO.: IFB 7800 MLJ1043
5.1.4 Provide a report for a City department of all parts or repair services performed for a specified
timeframe (monthly, yearly, etc.) within five (5) working days upon request by an authorized City
representative of the department, or at a time mutually agreed to between the Contractor and the
authorized City representative. The report shall be in a sortable electronic or other City-approved
format.
5.1.4.1 For parts, the report shall itemize parts by date purchased, invoice number, part
number, part description, price per part, requesting Service Center, and the total dollar
amount for all parts purchased.
5.1.4.2 For service, the report shall itemize the repair date, requesting Service Center, type
of repair, cost for labor (including hours and rates), description and cost for parts,
total cost of repair, and the repaired vehicle or equipment identification number
(license plate, VIN or unit number).
5.1.5 Be responsible for the safeguard of all city vehicles and property on/within the Contractor
premises. 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 Tire Repair and Replacement Services
5.2.1 Provide all labor, parts, equipment, materials, tools, supervision, and transportation required to
perform the services described herein. Contractor shall perform all services according to the
manufacturer's recommended repair techniques and standards.
5.2.2 Provide tire repair services for any City fleet vehicle or equipment that may be disabled and
located within the City of Austin or greater Austin area including but not limited to Bastrop, Blanco,
Burnet, Caldwell, Fayette, Hays, Lee, Llano, Travis, and Williamson counties. In addition, the
Contractor is expected to complete tire repair services as specified below, regardless of the
location of the City's disabled vehicle.
5.2.3 Stock or have immediate access to parts and City-owned tire inventory sufficient to complete
needed repairs within the timeframe stipulated in this Scope of Work.
5.2.4 Respond to emergency service calls within two (2) hour of notification by the City for any location
served by City vehicles. The repair and replacement services shall be completed immediately
after arrival but not more than one (1) additional hour after arrival.
5.2.5 Arrive at the location site of unit in need of non-emergency repair the mutually agreed upon
time by the City representative.
5.2.6 If services cannot be completed in the given time, Contractor shall contact a designated City
representative.
5.2.7 If vehicle is unattended by a City representative, Contractor's technician shall immediately notify
the Service Center that originated the repair request.
5.2.8 The City reserves the option of receiving tire repair and replacement services at the Contractor's
premises using tires from the City's tire bank. In some cases, the City's vehicle operator may wait
for tire repair and replacement services to be completed.
5.2.9 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.
Scope of Work Page 4 of 12

CITY OF AUSTIN
SCOPE OF WORK
VEHICLE TIRE REPAIR AND REPLACEMENT SERVICES
SOLICITATION NO.: IFB 7800 MLJ1043
5.2.10 Non-Regular hour repairs, Contractor may use its own inventory. The tires used must match
what City currently stocks for the vehicle/equipment.
5.2.11 Include a work order number and unit number when returning marked non-usable tires with
equipment or unit number and return it to the Service Center who requested the repair next
business day after completion of the repair job.
5.2.11.1 The disposition of the used tire (s) if any were changed out, and whether casing was
returned to City.
5.2.12 The Contractor shall anticipate that repairs made will be tested and/or inspected by the City
during the term of the Contract. 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 vehicle/equipment manufacturer's specifications and are fit for their intended use.
5.2.13 Be responsible for the risk of loss or damage to all vehicles/equipment and parts in the care,
custody, and control of the Contractor until accepted by an authorized City representative.
5.2.14 Return all non-usable cores to the requesting authorized City representative upon completion of
each repair, if requested by the City. The Contractor shall not charge a fee for usable cores
removed from a City vehicle/equipment repaired at the Contractor's facility.
5.2.15 Provide any parts removed in the repair of the vehicle/equipment for verification purposes upon
request by an authorized City representative.
5.2.16 Include a work order number and unit number when returning marked non-usable tires. The
Contractor shall return these tires to the Service Center that requested the repair, no later than
the next business day after completion of the repair job.
5.2.17 Shall provide an itemized electronic or hard copy invoice and Work Order for to the Fleet
Service Center Manager, or their designee, within 24 hours or next business day after
completion of each repair. The City representative will retain a copy of the form. The Work
Order form and invoice shall include the following information:
5.2.17.1 Work order number and City assigned delivery order number.
5.2.17.2 Time/date/location the vehicle was serviced. (Time: called in/arrival at
vehicle/completion). NOTE: City representative will note arrival and completion times.
5.2.17.3 List of repairs made.
5.2.17.4 Itemized list of parts and other products used for the repairs
5.2.17.5 The flat repair/replacement bid rates and travel fee, if applicable
5.2.17.6 The total cost for repairs and services provided
5.2.17.7 The name of the City individual and Vehicle Service Center responsible for placing
order for services
5.2.17.8 Repaired unit identification (either unit number, license plate, or VIN)
5.2.17.9 The disposition of the used tire (s) if any were changed out, and whether casing was
returned to the City.
5.2.17.10 Images of the tire to repair/replace and a second image of the repaired or replaced
tire.
5.2.18 The City will not process payment until all information required on the Work Order form and
invoice is received from the Contractor.
Scope of Work Page 5 of 12

CITY OF AUSTIN
SCOPE OF WORK
VEHICLE TIRE REPAIR AND REPLACEMENT SERVICES
SOLICITATION NO.: IFB 7800 MLJ1043
5.2.19 Submit copies of all documentation related to hazardous waste to both the Fleet Mobility
Service Center Manager and the City's Occupational Health & Safety Specialist located within
Fleet Administration.
5.2.20 Warrants that all repair parts are free from manufacturer defects in material and workmanship
for a minimum of thirty (30) days, or for the standard period as provided by the manufacturer,
whichever is for the greatest length of time. The warranty period shall not start until the tire is
installed on a unit as evidenced by the Contractor's invoice for repair services. Replacement
parts shall be provided per the warranty and shall include pick up and return of the unit,
removal of the defective part, and installation of the replacement part at no additional cost. A
copy of the manufacturer's parts warranty shall be provided to the Fleet Mobility Service Center
Manager or their designee with each delivery.
5.2.21 Provide tire mounting and dismounting services for City tires and rims that are not associated
with a tire repair on a vehicle or equipment.
5.2.22 Provide new parts. Parts must meet all applicable federal, state, and local requirements for
quality and safety.
5.2.23 Tire patch plugging will be considered with Service Center approval.
5.3 Tire Replacement Pickup Process
5.3.1 Weekday During Regular Working Hours - If the City knows that the tire is not repairable, the
City will communicate this to the Contractor at the time the City places the order for tire repair
service. The Contractor is required to pick up the replacement tire first from the Service Center
who placed the order. If the Service Center does not have the tire in stock, the Contractor will
pick up the replacement tire from the City's tire inventory located at the Tire Shop, 6301-K
Harold Court, Austin, TX 78721. If the Tire Shop does not have the replacement tire in
inventory, the Tire Shop personnel will issue a purchase order to the Contractor to purchase
the replacement tire.
5.3.2 Weekday During Non-Regular Working Hours/Weekends/Holidays - The City's On-Call
personnel at the Service Center requesting the tire(s) will be the contact point for tire repair
service. If the Contractor must replace the tire, the Contractor is required to pick up the
replacement tire from the Service Center requesting the tire(s). If the Service Center does not
have the tire in inventory, the City personnel will issue a purchase order to the Contractor to
purchase the replacement tire.
5.3.2.1 Tires used directly from Contractor's inventory must be consistent with City inventory.
5.3.3 In addition to routine repairs and replacement services, other types of services are required
including but not limited to
5.3.3.1 Poly Filled Tires: These services are required to extend the life of tires and rims by
preventing nail damage etc. Foam filled tires have to be initially removed from the
equipment/vehicle, returned to Contractor facility to be foam filled and then taken
back and re-installed back on the equipment/vehicle.
5.3.3.2 Mobile Press Service Call and Press-On/Solid Tire Services: These services are
required for solid tire forklifts. Those require a machine that Contractor brings to
City's facilities to replace those tires.
5.3.3.3 Lug/Unlug Services: These services are required when Contractor removing or re-
installing solid tires or foam filled tires.
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CITY OF AUSTIN
SCOPE OF WORK
VEHICLE TIRE REPAIR AND REPLACEMENT SERVICES
SOLICITATION NO.: IFB 7800 MLJ1043
5.3.3.4 Replacement of Tweel Tires - These services are required when Contractor
removes and reinstall Tweel Tires.
5.3.3.5 Rubbertrax Replacements These services are required when Contractor removes
and reinstalls Rubbertrax.
5.4 Rubbertrax Disposal Requirements
5.4.1 The City requires that Scrap Rubbertrax collected during repair and replacement services be
disposed of (i.e., the final placement of wastes under proper process and authority with no
intention to retrieve or reuse) without using landfills, land reclamation projects, and
incineration/burning (i.e., energy recovery for tire-derived fuel) unless there is no viable
alternative.
5.4.2 The Contractor must also obtain and maintain proper agreements with processing and disposal
facilities. The Contractor shall specify in the Price Sheet which landfill(s) and any other facilities
(third-party weight facility, recycling facility, composting facility, disposal for hazardous waste,
etc.) they intend to use for this contract. The Contractor shall include with their bid: A. The
name of each facility; B. Confirmation the facility is permitted by TCEQ, if applicable; C. Facility
address; and D. The types of materials the Contractor plans to take to the facility.
5.4.3 No waste from this contract may be taken for disposal to Austin Community Landfill located at
9900 Giles Ln, Austin, Texas, 78754, in accordance with the policy direction given on Item #37
at the February 20, 2020, meeting of the Austin City Council.
5.5 Tire and Associate components
The Contractor shall
5.5.1 Maintain a stock level equivalent to two (2) weeks supply of inventory or have immediate
access to a tire inventory sufficient to fill stock orders 95% of the time. The Contractor and City
Contract Manager or designee will develop and mutually agree on a tire and associated
components list to maintain the two (2) weeks supply within one (1) month of contract effective
date or at a time mutually agreed between the Contractor and Contract Manager or designee.
The Contractor shall understand, all tires and associated components will be ordered on an as-
needed basis.
5.5.2 Provide new tires that meet all applicable federal, state, and local requirements for quality and
safety.
5.5.2.1 Tires shall be of current production, of the latest design/construction, and have equal
or improved specifications to current production tires. In addition, tires shall not be
more than one (1) year old according to the U.S. Department of Transportation (DOT)
code branded on the sidewall.
5.5.2.2 Only Manufacturer's tier level 1 and tier level 2 tires will be acceptable. Tier level 3
tires are not acceptable. The "Tiers" are a general term describing the quality of the
product.
5.5.3 Provide a copy of the manufacturer's tires warranty within five (5) working days of request by
the Tire Shop Manager or their designee. The warranty period for all tires shall start when the
tire(s) is physically installed on the City unit as evidence by the Contractor's invoice for repair
services or City work order.
Scope of Work Page 7 of 12

CITY OF AUSTIN
SCOPE OF WORK
VEHICLE TIRE REPAIR AND REPLACEMENT SERVICES
SOLICITATION NO.: IFB 7800 MLJ1043
5.5.3.1 The Contractor shall warrant that all parts are free from manufacturer defects in
material and workmanship for a minimum of twelve (12) months or for the standard
period as provided by the manufacturer, whichever is the greatest length of time. This
warranty shall provide for replacement parts and shall include pickup of the defective
part and delivery of the replacement part at no additional cost to the City.
5.5.4 Notify the Contract Manager or their designee of recall notices, warranty replacements, safety
notices, or any applicable notice regarding all City purchased tires and associated components
within two (2) weeks of publication.
5.5.5 Provide confirmation of the shipment quantity within two (2) hours after an Authorized City
representative places an order.
5.5.6 Ship complete orders for tires, and associated components unless arrangements for partial
shipments are made in advance with the requesting authorized City representative. Each
shipped order shall include an invoice showing the tires and associated components part
number, description, quantity, and unit price for each item.
5.5.7 Deliver stock tires and associated components ordered before 10:00 AM to the Tire Shop within
24 hours. Tires ordered after 10:00 AM shall be delivered within two (2) working days.
5.5.8 Deliver non-stock tires and associated components to the ordering Service Center within five
(5) working days of request from an authorized City representative placing an order. If delivery
cannot be made as specified, the Contractor shall notify the requesting authorized City
representative of by telephone or email of an estimated delivery date.
6 Workflow - Tire Repair, Replacement, and Purchasing
During the term of the contract, the city will utilize primary contractors and secondary contractors for tire
repair, replacement, and tire purchasing services. Work will be assigned based primarily on response
time, availability, and estimated completion time, depending on the urgency of the request.
6.1 Role of Primary and Secondary Contractors
6.1.1 The primary contractors will be contacted first for all tire-related service or purchase
requests.
6.1.2 If the primary contractors cannot meet the City's required response timeframe or provide
the required tires/services within the desired completion window, the city may proceed to
contact secondary contractors.
6.1.3 The City may also contact all awarded contractors simultaneously when response time is
critical, or when it is operationally beneficial to do so.
6.2 Emergency Tire Service Requests
For emergency repairs (e.g., roadside disabled vehicles, public safety-related vehicles, or any urgent
operational impact), the City will:
6.2.1. Contact all awarded contractors within the applicable category (repair/replacement) to
confirm:
6.2.1.1 Ability to respond on-site within two (2) hour of notification.
6.2.1.2 Estimated completion time for the service.
6.2.1.3 Availability of required tires or repair resources.
6.2.2 The first contractor to confirm their ability to meet the City's response and completion
requirements will be assigned the work, regardless of their primary or secondary status.
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CITY OF AUSTIN
SCOPE OF WORK
VEHICLE TIRE REPAIR AND REPLACEMENT SERVICES
SOLICITATION NO.: IFB 7800 MLJ1043
6.2.2.1 If no contractor can respond within the required timeframe, the city may take
any action necessary to restore operations, including contacting non-
awarded vendors as permitted.
6.3 Non-Emergency Tire Service Requests
For non-emergency or scheduled requests, the city will prioritize the primary contractor, but
may award the service or purchase order to Secondary contractor based on:
6.3.1.1 Ability to respond and complete the work within two (2) hour of notification.
6.3.1.2 Availability of tires (from the City tire inventory or contractor inventory);
6.3.1.3 Pricing, where multiple contractors meet the same timeline;
6.3.1.4 Proximity to the service center or vehicle location, when applicable.
6.3.1.5 If the primary contractor cannot meet the required time or inventory needs,
the City will offer the work to the secondary contractor.
6.4 Tire Purchasing Requests
Tire purchasing under this contract will follow a tiered approach based on availability, urgency,
and the contractor's ability to deliver within the required timeframe:
6.4.1 The City will first check its own tire bank inventory to fulfill the need.
6.4.2 If the required tire is not available, the City will:
6.4.2.1 Place the order with the primary contractor, if the tire is available and can be
delivered within the required timeframe.
6.4.2.1.1 If the primary contractor does not have the required tire in stock or
cannot meet the city's delivery needs, the City may place the order
with the secondary contractor.
6.4.2.1.2. For urgent tire purchases, including those needed during non-
regular business hours, weekends, or holidays:
6.4.2.1.2.1 The City may contact all awarded contractors to
confirm:
6.4.2.1.2.1.1 Immediate availability of the required
tire(s)
6.4.2.1.2.1.2 Estimated delivery or pickup time
6.4.2.1.2.1.3 Total cost, if applicable
6.4.2.1.2.1.4 The order will be placed with the
contractor that can fulfill the request
within the required timeframe,
regardless of primary or secondary
designation.
6.4.3 Contractors must provide accurate and timely responses regarding tire availability and
delivery timelines. Repeated failure to meet confirmed timelines may impact future
assignments and contract performance evaluations.
6.4.4 The City reserves the right to rotate purchasing opportunities among awarded
contractors when beneficial to support tire supply continuity or operational flexibility.
However, the City is not obligated to distribute purchases equally among all
contractors.
6.5 General Assignment and Response Requirements
6.5.1 All requests will indicate whether urgency, time, or cost is the determining factor for
that order.
6.5.2 Contractors responding to service or tire purchase requests must confirm that their
stated arrival and completion times are accurate and achievable.
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CITY OF AUSTIN
SCOPE OF WORK
VEHICLE TIRE REPAIR AND REPLACEMENT SERVICES
SOLICITATION NO.: IFB 7800 MLJ1043
6.5.3 Failure to meet confirmed times without timely notice may result in documented
performance issues and may impact future work assignments.
6.6 WORK HOUR
6.6.1 Vehicle tire repair and replacement services shall be provided twenty-four (24) hours
per day, seven (7) days per week, 365 days per year, including holidays.
6.6.2 Service call rates shall be priced based on regular hours and non-regular hours,
including weekends and official City holidays (see Pricing Submittal). Regular
working hours are define as 7:00 A.M. to 7:00 P.M. Monday through Friday. Non-
regular working hours are 7:00 P.M to 7:00 A.M. Monday through Friday and all-day
weekends and City holidays. Holidays observed by the City are specified in Terms
and Conditions. If a Contractor performs any work during non-regular or Holiday
hours, the City will pay the regular working hours service call rate unless the City
requested work during the non-regular or Holiday hours.
6.7 PICKUP AND DELIVERY REQUIREMENTS
Pickup and delivery of City-owned tires shall be made as specified herein during each Service
Centers business hours Monday through Friday between the hours of 7:00 A.M. through 4:00 P.M.
except for City-recognized legal holidays and weekends unless requested by Fleet Services in
advance.
6.8 SAFETY
The Contractor shall not start repairs until City employees have exited the vehicle. City employees
may not stay in the vehicle while repairs are being performed, even if weather is inclement, so as to
reduce the potential for injury if the vehicle slips off lifting or repair equipment used by the Contractor.
6.8.1 The Contractor shall deploy suitable warning and marking devices such as hazard
warning triangles, traffic cones, flares, or warning lights to communicate the location of
the breakdown to other motorists. The use and recovery of these devices is the
Contractor's sole risk. In addition, Contractor's employees shall wear high visibility
safety vests.
6.8.2 The Contractor shall provide safe, tested lifting and repair equipment to minimize the
danger to the City and Contractor employees, City equipment, and surrounding
property.
6.8.3 The Contractor shall be responsible for ensuring the safety of Contractor's employees,
City employees, and the public during the performance of all services under this
Contract.
6.8.4 The Contractor shall ensure that all Contractor employees are properly equipped and
trained to perform services promptly and safely without delay.
6.9 MILEAGE
6.9.1 The Contractor shall not bill mileage. However, the Contractor may charge one flat fee
as indicated on the Bid Sheet for pickup and delivery of City tires.
Scope of Work Page 10 of 12