Current fleet maintenance & repair agreement
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ϮϬϮϯ Ϯϱϵϵ ϭϭϭ ϰϰ<&dϰϮϴϵWtϮϯϵϮϵ ƵŵŵŝŶƐ>ϵ ůůŝƐŽŶϯϬϬϬ s^ ,ĂůĞYŵĂdžϮϬϬͲϮϯdžͬ ϭϬϬϬŐĂů E &ƵƚƵƌĞĞƌŝĂů &ƵƚƵƌĞĞƌŝĂů ĞƌŝĂů ƚƚĂĐŚŵĞŶƚ ŝƚLJŽĨ ůDŝƌĂŐĞ&ŝƌĞĞƉĂƌƚŵĞŶƚ&ůĞĞƚƐŽĨϱ͘ ϭ͘ ϮϬϮϰ Chassis -- Steering Components Task Check Service Schedule Completion Date Steering Linkage & Tie Rods A/B Steering Box Mounting A/B Steering System Plumbing Leaks A/B Chassis -- Tire/Wheels Task Check Service Schedule Completion Date Tire & Wheel Conditions A/B Lug Nuts for Torque A/B Tire Tread Depth A/B Tire Pressure A/B Rotate Tires A Chassis -- Driveline Task Check Service Schedule Completion Date Driveline U-Joints & Yokes A/B Driveline Carrier Bearings A/B Differential Oil Level & Leaks A/B Chassis -- Brakes Task Check Service Schedule Completion Date Brake Condition A/B Brake Adjustment & Operation A/B Air Brake Valves and Tanks A/B Lubricate Brake Pedal Pivot Pin A Drain Air Tanks & Check Air Dryer A/B Air Brake Lines & Chambers A/B Air Brake Leaks & Buildup A/B Hydraulic Brake Leaks A/B Hydraulic Brake Components A/B Parking Brake Operation A/B Chassis -- Transmission Task Check Service Schedule Completion Date Transmission Mounting & Condition A/B Transmission & Plumbing Leaks A/B Transmission Lock-Up System A/B $WWDFKPHQW%6HUYLFH6FKHGXOH Chassis -- Fuel Task Check Service Schedule Completion Date Fuel Tank & Plumbing Leaks A/B Fuel Tank Mounting A/B Chassis -- Front Axle Task Check Service Schedule Completion Date Front Spring & Shock Condition A/B Front Wheel Bearings & King Pins A/B Ball Joints A/B Chassis -- Rear Axle Task Check Service Schedule Completion Date Rear Spring Condition A/B Rear Spring Torque Tubes & Shocks A/B Axle Flanges & Cross Members A/B Frame Rails & Cross Members A/B Tie Rods & Ends A/B Walking Beam A/B Chassis -- Exhaust System Task Check Service Schedule Completion Date Exhaust System & Muffler A/B Cab & Body -- Cab Task Check Service Schedule Completion Date Cab Mounting & Tilt Mechanism A Cab Frame & Sheet Metal A/B Cab Hoist Motor Solenoid Voltage Drop A/B Door Mounting & Latches A/B Cab Glass Condition A/B Cab Seat Condition & Mounting A/B Seat Belt Condition & Mounting A/B Steering Wheel Mounting & Alignment A/B Horn Operation A/B Throttle Controls & Linkage A/B Window Operation A/B Transmission Shift Controls A/B Windshield Wipers & Washer A/B Mirror Condition, Mounting & Function A/B Cab & Body -- Body Task Check Service Schedule Completion Date Compartment Door Latches A/B Compartment Door & Hinge Condition A/B Body Compartment Condition A/B Step & Auxiliary Equipment Condition A/B Equipment/Ladder Rack Condition/Operation A/B Grab Handles A/B Compartment Seal Condition A/B Cab & Body -- Electrical Task Check Service Schedule Completion Date Headlights, Low/High Beams A/B Parking and Clearance Lights A/B Tail & Stop Lights A/B Back-Up Lights & Alarm A/B Turn Signal & Hazard Operation A/B Cab Scene Lighting A/B Cab Emergency Warning Lights A/B Body Emergency Warning Lights A/B Body Scene Lighting A/B Step Lighting A/B Compartment Lighting A/B Audible Warning Devices & Mounting A/B Do Not Move Indicator Light A/B Seat Belt Monitoring A/B Climate Control Systems Task Check Service Schedule Completion Date Check A/C Operation A/B Check A/C Sight Glass A/B Check A/C Hoses and Routing A/B Check Compressor and Mounting A/B Check for Leakage A/B Heater & Defroster Operation A/B Heater Valves A/B 050620200LB Winch Systems Task Check Service Schedule Completion Date Winch Mounting A/B Winch Wire or Synthetic Rope A/B Rollers and Guides A/B Lubrication A Power Supply Cable A/B Remote Control Cable A/B Attachment Points A/B Road Operation Task Check Service Schedule Completion Date Engine Oil Pressure A/B Engine Coolant Temperature A/B Tachometer Operation A/B Transmission Shifting A Brake Operation A/B Drive Line Vibration A/B Air Compressor Operation A/B Air Compressor Governor Setting A/B Speedometer Operation A/B Shimmy or Front-End Noises A/B Clutch Fan or Shutter Operation A/B Engine Compression Brake A/B Pump & Water Tank Task Check Service Schedule Completion Date Pump Shift Indicator Lights A/B Transmission Lock-Up System A/B Pump Transmission Shift Cylinders or Motor A/B Pump Transmission A/B Pump Panel Tachometer & Engine Gauges A/B Engine Speed Counter A/B Pump Panel Electrical Switches & Panel Lights A/B Master Gauges A/B Discharge Gauges A/B Water Tank Level Indicators A/B Pump Plumbing A/B Pressure Control Device Operation A/B Transfer Valve Operation A/B Intake Relief Valve Operation A/B Primer Operation A/B 0506020LB Task Check Service Schedule Completion Date Perform Dry Vacuum Test A Primer Motor Solenoid A/B Pump Packing A/B Mechanical Pump Seal A/B Discharge & Intake Valves A/B Valves, Linkage, Remote Rods & Pivot Rods A/B Drain Valves A/B Tank to Pump Valve A/B Tank Fill Valve A/B Auxiliary Cooler A/B Suction Strainer A/B Pre-connect Valves & Plumbing A/B Monitor Valve & Plumbing A/B Front & Rear Suction Valves & Plumbing A/B Auto-Lube Level & Fluid Condition A/B Water Tank Mounting & Integrity A/B Anodes in Tank & Pump A Reel Motor Solenoid Voltage A/B Primer Fluid A/B Lubricate All Valves A/B Lubricate Shift Motors A/B Dump Valves, Switching & Chute Extensions A/B Foam Proportioning System Task Check Service Schedule Completion Date Instrumentation, Gauges, Controls A/B Strainer or Filter A/B Foam Concentrate Pump A/B Lubricant Level & Condition A/B Hydraulic Pump A/B Hydraulic System A/B Hydraulic Fluid Tank Mounting & Integrity A/B Foam Concentrate Tank Mounting & Integrity A/B Foam Eductor System, Metering & Check Valve A/B Generator Task Check Service Schedule Completion Date Engine Oil A/B Oil Filter A/B Air Filter A/B Fuel Filter A Hydraulic Oil A Hydraulic Filter A Hydraulic Pump Mounting A/B Generator Frequency A/B Generator Transfer Case Oil A Generator Gearbox Oil A Coolant A Operation A/B Remote Start Operation A/B Aerial Task Check Service Schedule Completion Date Hydraulic Tank A/B Hydraulic Fluid Levels A/B Hydraulic Fluid Sample A/B Auxiliary Power Pump A/B Lines & Hoses A/B Hydraulic Filter A/B Steam Clean & Lubricate A AWARD PENDING Fire Apparatus Maintenance & Repair Services Request For Proposal Fire 81111 Project ID: EM24-RFP-FDMS01 Release Date: Thursday, June 20, 2024 · Due Date: Tuesday, July 30, 2024 3:00pm Posted Thursday, June 20, 2024 8:00am Bid Unsealed Tuesday, July 30, 2024 3:15pm by Valerie Ojeda Pricing Unsealed Tuesday, July 30, 2024 3:15pm by Valerie Ojeda All dates & times in Mountain Time - Arizona 3. Scope of Work 3.1. General Scope of Services A. General. The Contractor shall furnish all necessary supervision, labor, tools, parts and equipment required to perform inspections, maintenance, repairs and testing of fire apparatus. All services performed by the Contractor shall meet the National Fire Protection Association Standard (NFPA) 1911, Standard for the Inspection, Maintenance, Testing, and Retirement of In- Service Automotive Fire Apparatus, current edition. All services provided by the Contractor shall be consistent with industry best practices; meet all applicable federal, state and local standards and follow all manufacturers’ recommendations. It is the expectation of the City, as described herein, that the Contractor shall provide superior customer service and timely maintenance and repair services to correct deficiencies and return the vehicle to an in-service status. B. Facilities and Work Sites. The Contractor shall perform services, including inspection, maintenance, testing and repair, at the City worksite where the apparatus is located, the Contractor’s service facility or roadside as needed. The Contractor shall work with the City Representative to determine the most suitable location where services will be performed. If the apparatus/vehicle is to be serviced at the Contractor’s service facility, it shall be the responsibility of the Contractor to arrange for pick-up and delivery. The current list 3.2. Maintenance Scheduling and Completion of fire apparatus is attached Attachment A-Fleet Details. No apparatus shall be taken from a City worksite without prior approval from the City Representative. C. Fire Apparatus Security. The Contractor is responsible for the security of any apparatus in its custody. The Contractor’s custody includes any on-site work activity at a City facility by the Contractor; the Contractor’s transport of any apparatus to the Contractor’s place of business or other off-site facility; the return transport of the apparatus to its assigned location; and any period that the unit is located at the Contractor’s place of business or other off-site facility. The Contractor is responsible for all costs associated with correcting damage attributable to the Contractor while the unit is in the Contractor’s custody. While in the Contractor’s custody, apparatus shall be stored in a secured location. D. Contractor's Service Truck. The Contractor shall have a service truck operation sufficient to support the on-site inspection and maintenance, and emergency road call requirements of the Contract. The truck should be outfitted with tools, equipment and parts sufficient to support the spot repair of fire apparatus. The technicians operating the trucks should be certified as required by the Contract, and capable of making repair and logistic decisions in road call and on-site repair call situations. The Contractor warrants that its facility complies with all applicable local, state and federal regulations and will remain compliant during the Contract term. The City may inspect the facility and its operations at any time during the Contract term during normal business hours. A. Scheduling. The Contractor shall notify the City Representative when apparatus is due for regularly scheduled inspection, maintenance, or testing. The City Representative shall then contact the Contractor to schedule apparatus due for service. The location at which services will be performed shall be determined between the City Representative and the Contractor at the time when service is scheduled and confirmed. If services are to be performed at a City worksite, the Contractor shall provide the City Representative with the time at which the Contractor’s service personnel will arrive to begin the service and an approximate time in which the service will be completed. If services will be performed at the Contractor’s facility, the Contractor shall be responsible for pick-up and return of the apparatus. If services will be performed at the Contractor’s facility, the apparatus shall be picked up no later than 0800 hours on the day that the service has been scheduled. For scheduled routine service, the City Representative shall provide the Contractor with a list of non-priority repairs that need attention in addition to the scheduled service at least forty-eight (48) hours prior to the scheduled service. B. Notifications and Communication. Upon arrival at a City worksite, the Contractor shall check in with the on-duty supervisor and provide proper identification and state the purpose of the visit. Upon completion of on-site services, the Contractor shall check out with the on-duty supervisor and provide a report of services completed, deficiencies found, deficiencies repaired, deficiencies that require further attention and the status of the apparatus (in service or out of service). In the event that the on-duty supervisor is not available at the completion of services, a paper form shall be left on the driver's seat of the apparatus indicating what services were completed, deficiencies found, deficiencies repaired, deficiencies that require further attention and the status of the apparatus (in service or out of service). Apparatus shall be secured prior the Contractor leaving the site. C. Inspection and Maintenance Completion. The Contractor is responsible for the timely inspection and maintenance of fire apparatus, and the return of each unit to an in-service status. With the exception of Priority and Non-Priority Repairs (see definitions below), it is the expectation of the City that the Contractor will have readily available any routine parts, fluids, testing equipment, etc. that may be required to complete inspection and maintenance services at the time service is scheduled in an effort to reduce out of service and down time of the City's apparatus. The City’s performance standards for completing various work activities are as follows: a. “Service Schedule A” (Preventative Maintenance): See Attachment B- Service Schedule. Preventative maintenance listed on Service Schedule A is to be performed twice per year. If performed on-site, services shall be completed within eight (8) hours. If performed at the Contractor’s facility, services shall be completed within three (3) business days. If deficiencies are encountered that will require additional time to repair, the Contractor shall notify the Fire Department Representative immediately. b. “Service Schedule B” (Testing and Preventative Maintenance):See Attachment B- Service Schedule. Testing and preventative maintenance listed on Service Schedule B is to be performed twice per year, approximately ninety (90) days after Schedule A maintenance is completed. This work shall be performed at the Contractor’s facility unless prior arrangements are made with the Fire Department Representative or designee. The services shall be completed within five (5) business days. If deficiencies are encountered that will require additional time to repair, the Contractor shall notify the Fire Department Representative immediately. c. "Annual Performance and Certification Testing": Testing listed as Annual Performance and Certification Testing is to be performed once per year, in conjunction with either Service Schedule A or B maintenance. This work shall be performed at the Contractor's facility unless prior arrangements are made with the City Representative. The services shall be completed in concurrently with either Service Schedule A or B maintenance within five (5) business days. If deficiencies are encountered that will require additional time to repair, the Contractor shall notify the Fire Department Representative immediately. d. "Priority Repairs": If priority/emergency repairs are performed on-site, the contractor shall be on site within two (2) hours and services shall be completed within eight (8) hours. If priority/emergency repairs are performed at the Contractor’s facility, the contractor shall pick up the vehicle within three (2) hours and services shall be completed within two (2) business days. If additional time is needed for repairs the 3.3. Level of Service to be Provided Contractor shall notify the Fire Department Representative or the designated representative immediately. Priority/emergency repairs shall be determined following NFPA 1911 out of service criteria and industry standards. e. "Non-Priority Repairs": Non-priority repairs shall be resolved within seven (7) business days upon notification to the Contractor. The City Representative shall determine non-priority repair criteria following NFPA 1911 out-of-service criteria and industry standards. The Contractor and the Fire Department Representative will determine where these types of repairs will be performed. If additional time is needed for repairs the Contractor shall notify the Fire Department Representative immediately. F. Rescheduling. City fire apparatus may be unavailable for inspection or maintenance (due to emergency usage requirements) despite proper pre-notification and scheduling by the Contractor. In that event, the Contractor is asked to reschedule the unit for inspection or maintenance; the new date and time should not exceed five (5) business days from the originally scheduled date and time. The revised schedule shall be confirmed with the City Representative. The Contractor may invoice the City for a rescheduling fee only if the service had been properly scheduled and Contractor’s technician had responded to the City's facility for the service only to find the apparatus was unavailable due to an emergency operational requirement. The following establishes the level of services to be provided by the Contractor. The Contractor shall work with the City to determine the level of inspection and preventative maintenance and the required service interval for each piece of fire apparatus that the City operates. The criteria for each level of inspection and preventative maintenance shall be based on compliance with NFPA 1911, apparatus and component manufacturer’s most severe service recommendation, generally accepted best industry practices and any applicable federal, state and local standards. The Contractor shall also provide: A. "Service Schedule A": See Attachment B- Service Schedule. Includes inspection and preventative maintenance that be required for all apparatus components and systems. B. "Service Schedule B": See Attachment B- Service Schedule. Includes inspection and preventative maintenance that may be required for all apparatus components and systems. C. Annual Performance and Certification Testing. Includes: (1) Road Tests and Weight Verification (NFPA 1911, Chapter 16). (2) Performance Testing of Low Voltage Electrical Systems (NFPA 1911,Chapter 17). (3) Performance Testing of Fire Pumps (NFPA 1911, Chapter 18). (4) Performance Testing of Aerial Devices (NFPA 1911, Chapter 19). (5) Performance Testing of Foam Proportioning Systems (NFPA 1911, Chapter 20). (6) Performance Testing of Compressed Air Foam Systems (NFPA 1911, Chapter 21). (7) Performance Testing of Line Voltage Electrical Systems (NFPA 1911, Chapter 22). (8) Performance Testing of Breathing Air Compressor Systems (NFPA 1911,Chapter 23). (9) Arizona Emissions Testing. D. Priority Repairs. Priority repair status indicates that the apparatus has been placed into an out-of-service status due to mechanical breakdown or component failure. Calls for priority repairs may occur during and/or after normal business hours. E. Non-Priority Repairs. Non-Priority repair status indicates the apparatus has a deficiency that needs to be corrected, however does not meet the criteria set forth in NFPA 1911 to warrant the apparatus be placed into an out-of-service status. Non-Priority Repairs will be handled by the Contractor during normal business hours. Non-Priority Repairs may be deferred to the next inspection and preventative maintenance service to be corrected at the discretion of the City Representative. F. Inspections Handled by the City. Inspection, preventative maintenance, repairs and testing required for loose equipment (i.e., nozzles, hose, ground ladders, etc.) will be handled by the City and will not be the responsibility of the Contractor. G. Documentation. Anytime services are completed on City apparatus, the results, findings and actions taken shall be documented by the Contractor in a professional format. This documentation shall demonstrate that the Contractor’s procedures meet or exceed the Contract- required levels of service. The original copies of all service documentation shall be submitted along with the invoice for payment. In addition to recording the results, findings and actions taken, the service documentation shall contain the following information: a. Date services were performed; b. City Work Order Number; c. Name of the technician that performed the services; d. Location where services were performed; e. Unit Designation; f. City Vehicle Number; g. Apparatus Manufacturer; h. Apparatus Make; i. Apparatus Model; j. Manufacturer Job Number or Serial Number; k. Odometer Reading In; 3.4. Vehicle Maintenance and Repair l. Odometer Reading Out; m. Vehicle Identification Number (VIN); and n. Engine Hours. A. General. The Contractor shall perform scheduled preventive, recurring maintenance, repair and replacements for the fire apparatus included in this Contract as directed by an authorized Fire Department Representative. All maintenance activities for this equipment shall comply with the manufacturer’s recommendations including warranties. Maintenance intervals shall comply with the manufacturer’s recommended service schedule based on mileage, hours of operation, or time in service since the previous maintenance as approved by an authorized Fire Department Representative. B. Inspection and Preventative Maintenance Service. The objectives of inspection and preventative maintenance service are to ensure that: (a) fire apparatus safely operate to the next scheduled service without a failure; and (b) component service life is maximized. All minor deferred repairs will be completed during the inspection and preventative maintenance service. Inspection and preventative maintenance services shall include fluid analyses including oil and transmission fluid and coolant. Fluid samples shall be taken at each oil change interval and tested at a laboratory acceptable to the Fire Department. C. Recurring Maintenance. Recurring maintenance is the act of servicing a fire apparatus or a component in order to keep the vehicle and its components in proper operating condition, and to prevent failure or breakdown. Task examples include, but are not limited to, lamp and gauge replacement, scheduled oil changes, coolant and pneumatic hose replacement, belt replacement and adjustment, windshield wiper replacement, brake adjustments, system and component adjustments and calibration, and fastener replacement. D. Repair and Replacement. Repair is the work necessary to restore a fire apparatus or a component to sound condition after failure or damage. Replacement is the work necessary to remove an unserviceable item and install a serviceable counterpart in its place. Original equipment manufacturer (OEM) parts and supplies shall be used on repairs and replacements required on equipment included in this Contract unless approved by an authorized Fire Department Representative. E. Assembly. The Contractor shall ensure that all re-assembly tasks performed after any required vehicle repair maintain the vehicle’s OEM configurations as originally received from the manufacturer. System examples include, but are not limited to, the wiring and clamping, pump system pressures and flows, hydraulic system pressures, hose and orifice sizing, ladder table and ladder mounts. F. Repair Approvals. The Contractor shall have specific pre- approval from an authorized Fire Department Representative. prior to completing repairs. In obtaining approval, the Contractor shall advise the Fire Department Representative of the estimated cost of the repair work and the estimated time it will take to return the unit to an in-service status. Any repairs performed without pre-approval will be at the expense of the Contractor. G. Modifications. No modifications may be made by the Contractor to any component, system or piece of equipment maintained unless, and until, specific written authorization is provided by an authorized Fire Department Representative. A written cost estimate is required prior to consideration of the modification. H. Apparatus or Equipment Damage. No accident damage may be repaired until the Contractor receives authorization from an authorized Fire Department Representative. Any damage noted by the Contractor during an inspection shall be immediately reported to the on duty supervisor. The email or phone report should include the unit identification number, the date, a brief description of the damage, one or more digital photographs documenting the extent of the damage and an estimated cost of repair. The Contractor is responsible for all 3.5. Emergency Call Response for Priority Repairs costs of repair for any accident damage incurred while the Contractor has custody of the vehicle. I. Repair Facilities. If the Contractor receives authorization to repair accident damage, the Contractor shall ensure that all required repairs shall be performed by repair facilities capable of restoring the damaged vehicle, its systems and components to its original configuration, appearance and structural integrity; and meeting all OEM specifications for the equipment. The Contractor is responsible for transporting the vehicle to the repair facility location, including the original equipment manufacturer’s facility, when required, and for the vehicle’s return transport to the operational location of the equipment. The proposed repair facility shall be acceptable to the authorized Fire Department Representative. A written cost estimate is required prior to approval by the authorized Fire Department Representative. J. City Inspections. The Contractor shall advise the authorized Fire Department Representative, or on duty supervisor upon completion of repairs or replacements on any fire apparatus. Notification of completion shall be delivered promptly to facilitate making the apparatus available for use. The Fire Department will perform a quality control acceptance inspection of all equipment repairs or replacements. No equipment shall be returned to an in-service status, or work order placed in a "FINISHED” status until the authorized Fire Department Representative. has accepted the work as complete. A. General: A call for Priority Repair Service indicates that the apparatus has been placed in an out-of-service status due to mechanical breakdown and/or component failure which has rendered the apparatus unsafe to operate. Calls for Priority Repair Service require immediate assistance from the Contractor to evaluate the situation, decide on the best course of action, and/or take the necessary actions to place 3.6. Parts the apparatus back into an in-service status. Calls for Priority Repair Service may occur at any time. B. Emergency Contact: The Contractor shall have personnel accessible by phone or pager and available twenty-four (24) hours per day, seven (7) days per week to receive requests for Priority Repair Service. The Contractor shall provide either a single point of contact or a call-out list of no more than three points of contact. The Contractor is required to respond to the requestor within thirty (30) minutes of the initial message. At that time, the Contractor will provide the requestor with an estimated on-scene response time. The on-scene response time shall not exceed two (2) hours for both road-side repair service requests and break-down requests for equipment at a City facility. C. Non-Response: In an emergency situation, if the Contractor does not respond within thirty (30) minutes of the initial request or if on-scene response time exceeds two (2) hours, the City has the right to contact another vendor that is available and can provide the services needed. Any increase in cost to the City as a result of the failure of the Contractor to respond within thirty (30) minutes or to provide on-scene response within two (2) hours shall be credited to City. The City will reduce any outstanding Contractor invoices by the amount of the credit. D. Towing Service:The City does not have existing agreement in place for towing services. In the event that towing services are needed, the Contractor may be asked to provide or coordinate service to tow fire apparatus. Parts Inventory: The Contractor shall maintain reasonable inventory levels at its facility to assure timely repair of the City’s fire apparatus. The Contractor-supplied inventory shall remain the property of the Contractor upon completion of the Contract term. Contractor Furnished Parts: The Contractor shall include all parts used during the maintenance or service of a unit on the work order and specifically invoice the parts to the unit receiving the part. Parts should be listed by: Part Number; 3.7. Warranties Part Description; and Unit Price of Part Core Accounting: The Contractor is responsible for managing core parts returns and adjustments. No core charge may be applied to a work order and invoiced to the City. If the Contractor’s parts supplier denies a core charge, the Contractor may provide documentation verifying that denial, and a copy of the work order and an invoice requesting reimbursement for that denied cost. A. Warranty Repairs. The Contractor must ensure that all vehicle manufacturer warranty work is accomplished to guarantee compliance with necessary warranty requirements. The Contractor shall notify the authorized Fire Department Representative when a warranty repair is required, and will work with the Fire Department to determine the best course of action. The authorized Fire Department Representative will determine if the Contractor is able to handle the warranty repair or if it is more appropriate for the repair to be handled by the warranting vendor. If the Contractor fails to acknowledge a warranty repair and/or notify the Fire Department prior to proceeding with the repair, the Contractor shall be responsible for the labor and parts associated with the repair. The Contractor shall track all warranty work; work orders, including parts and labor expended for warranty work performed on equipment and components. Credit memos will not be accepted by the City in lieu of making the required repair(s) to correct a warranty problem. B. Contractor Repair Warranty. The Contractor shall warranty repairs for a period of not less than the manufacturer’s warranty for those parts replaced and at least ninety (90) days on other minor repairs. On major repairs, the Contractor shall warranty repairs for a period of not less than the manufacturer’s warranty for both labor and parts. In the event the repair is a Contractor in-house rebuild, the warranty shall be for not less than one (1) year, 12,000 miles or 750 operating hours, whichever occurs first. For purposes of this 3.8. Work Documentation Contract, a major repair is defined as one with a combined cost of parts and labor exceeding $2,000 for a single task. C. Original Equipment Manufacturer (OEM) Warranty. If the Contractor is a dealer or distributor of the part or component being repaired or replaced, the Contractor will, at no cost to the City, recapture the warranty from the OEM. If that repair or part had been charged to the City, the Contractor will credit that cost to the City account. This will be accomplished by adjusting the warranty work order with the applicable credit code. The City will reduce any outstanding Contractor invoices by the amount of the credit. If the Contractor is not a distributor, warranty recovery of any parts or labor costs is the responsibility of the Contractor. This includes recapturing any costs to the Contractor from the warranting entity. D. Warranty Claims. The Contractor shall be responsible for submitting claims for reimbursement to the manufacturer or supplier, including defending claims. Further, the Contractor shall be responsible for pursuing claims that have been denied, at the direction of a City Representative. A. Vehicle Record Files. The Contractor shall establish and maintain an individual folder for each piece of fire apparatus and ambulance being serviced in this Contract. The folders will be available for review by the City during normal business hours. The folders are to be numbered with the unit identification number and be filed numerically. All information pertaining to that unit will be included in the folder, including, but not limited to: a. Maintenance Requests; b. Work Orders and other Maintenance Actions; c. Safety Recalls; d. Completed Inspection Checklists; and e. All Records for Auxiliary Equipment on the Base Unit C. Ownership of Maintenance Information. The City shall own all information related to activity that occurs as part of the Contract. At the completion of the Contract term, all data, records, complete vehicle folders and other information developed and maintained by the Contractor during the Contract term remain the property of the City and shall be transferred to the City on the Contract completion date.