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AGREEMENT FOR
AUTO BODY REPAIR AND PAINTING SERVICES
City of Glendale Solicitation No. RFP 23-05
This Agreement for Auto Body Repair and Painting Services (‘Agreement") is effective and entered into between
CITY OF GLENDALE, an Arizona municipal corporation ("City"), and Streamline Collision Center, LLC, an
Arizona limited liability company, authorized to do business in Arizona, (the "Contractor"), as of the day of
, 20
RECITALS
A City intends to undertake a project for the benefit of the public and with public funds that is more fully set
forth in Exhibit A, pursuant to Solicitation No. RFP 23-05 (the "Project";
B. City desires to retain the services of Contractor to perform those specific duties and produce the specific
work as set forth in the Project attached heteto;
Cc. City and Contractor desire to memorialize their agreement with this document.
AGREEMENT
In consideration of the Recitals, which are confirmed as true and correct and incorporated by this reference, the
mutual promises and covenants contained in this Agreement, and other good and valuable consideration, City and
Contractor agree as follows:
1 Key Personnel; Sub-contractors.
11 Services. Contractor will provide all services necessary to assure the Project is completed timely
and efficiently consistent with Project requirements, including, but not limited to, working in close
interaction and interfacing with City and its designated employees, and working closely with othets,
including other contractors or consultants, retained by City.
2. Schedule. ‘The setvices will be undertaken in a manner that ensures the Project is completed timely and
efficiently in accordance with the Project.
3. Contractor’s Work
3.1 Standard. Conttactot must perform services in accordance with the standards of due diligence,
cate, and quality prevailing among contractors having substantial experience with the successful
furnishing of services for projects that are equivalent in size, scope, quality, and other criteria under
the Project and identified in this Agreement.
3.2 Licensing. Contractor warrants that:
a. Contractor and Sub-contractors will hold all appropriate and required licenses, registrations
and other approvals necessary for the lawful furnishing of services ("Approvals"); and
b. Neither Contractor nor any Sub-contactor has been debarred or othetwise legally
exchided from contracting with any federal, state, or local governmental entity
(‘Debarment").
(1) City is under no obligation to ascertain or confirm the existence or issuance of any
Approvals or Debatments or to examine Contractor's contracting ability.
(2) Contractor must notify City immediately if any Approvals or Debarment changes
during the Agreement's duration and the failure of the Contractor to notify City as
required will constitute a material default under the Agreement.
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3.3 Compliance. Services will be furnished in compliance with applicable federal, state, county and
local statutes, rules, regulations, ordinances, building codes, life safety codes, and other standards
and criteria designated by City.
Contractor must not discriminate against any employee or applicant for employment on the basis
of race, color, religion, sex, national origin, age, marital status, sexual orientation, gender identity or
expression, genetic characteristics, familial status, U.S. military veteran status or any disability.
Contractor will require any Sub-contractor to be bound to the same requirements as stated within
this section. Contractor, and on behalf of any subcontractors, wartants compliance with this
section.
3.4 Coordination; Interaction.
a. For projects that the City believes requires the coordination of various professional
services, Contractor will work in close consultation with City to proactively interact with
any other professionals retained by City on the Project ("Coordinating Project
Professionals").
Compensation for the Project.
4.1 Compensation. Contractor's compensation for the Project, including those furnished by its Sub-
contractors will not exceed $750,000, as specifically detailed in Exhibit B (the "Compensation"),
4.2 Change in Scope of Project. The Compensation may be equitably adjusted if the originally
contemplated scope of services as outlined in the Project is significantly modified.
a. Adjustments to the Compensation require a written amendment to this Agreement and
may require City Council approval.
b. Additional services which are outside the scope of the Project contained in this Agreement
may not be performed by the Contractor without prior written authorization from the City.
c. Notwithstanding the incorporation of the Exhibits to this Agreement by reference, should
any conflict arise between the provisions of this Agreetnent and the provisions found in
the Exhibits and accompanying attachments, the provisions of this Agreement shall take
priority and govern the conduct of the parties.
Billings and Payment.
5.1 Applications.
a, Contractor will submit monthly invoices (each, a "Payment Application") to City's Project
Manager and City will remit payments based upon the Payment Application as stated
below.
b. The period covered by each Payment Application will be one calendar month ending on
the last day of the month or as specified in the solicitation.
5.2 Payment.
a. After a full and complete Payment Application is received, City will process and remit
payment within 30 days.
b. Payment may be subject to or conditioned upon City's receipt of:
(1) Completed work generated by Contractor and its Sub-contractors; and
Q) Unconditional waivers and releases on final payment from Sub-contractors as City
may reasonably request to assure the Project will be free of claims arising from
required petformances under this Agreement.
53 Review and Withholding. City's Praject Manager will timely review and certify Payment
Applications.
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b.
6. Termination.
If the Payment Application is rejected, the Project Manager will issue a wzitten listing of
the items not approved for payment.
City may withhold an amount sufficient to pay expenses that City reasonably expects to
incur in correcting the deficiency or deficiencies rejected for payment.
6.1 For Convenience. City may terminate this Agreement for convenience, without cause, by
delivering a written termination notice stating the Effective Termination date, which may not be
less than 30 days following the date of delivery.
a.
Contractor will be equitably compensated for Goods or Services furnished prior to receipt
of the termination notice and for reasonable costs incurred.
Contractor will also be similarly compensated for any approved effort expended and
approved costs incurred that are ditectly associated with project closeout and delivery of
the required items to the City.
6.2 For Cause. City may terminate this Agreement for cause if Contractor fails to cure any breach of
this Agreement within 15 days after receipt of written notice specifying the breach.
a.
Contractor will not be entitled to further payment until after City has determined its
damages. If City's damages resulting from the breach, as detetmined by City, ate less than
the equitable amount due but not paid Contractor for Service and Repair furnished, City
will pay the amount due to Contractor, less City's damages, in accordance with the
provision of § 5.
If City's direct damages exceed amounts otherwise due to Contractor, Contractor must pay
the difference to City immediately upon demand; however, Contractor will not be subject
to consequential damages of more than $1,000,000 or the amount of this Agreement,
whichever is greater.
7. Conflict. Contractor acknowledges this Agreement is subject to A-RS. § 38-511, which allows for
cancellation of this Agreement in the event any person who is significantly involved in initiating,
negotiating, securing, drafting, or creating the Agreement on City's behalf is also an employee, agent, or
consultant of any other party to this Agreement.
8. Insurance.
81 Requirements. Contractor must obtain and maintain the following insurance (""“Requited
Insurance"):
a
Contractor and Sub-contractors. Contractor, and each Sub-contractor performing work or
providing materials related to this Agreement must procute and maintain the insurance
coverages described below (collectively referred to herein as the "Contractor's Policies"),
until each Party's obligations under this Agreement are completed.
General Liability.
(1) Contractor must at all times relevant hereto carry a commercial general liability
policy with a combined single limit of at least $1,000,000 per occurrence and
$1,000,000 annual aggregate for each property damage and contractual property
damage.
(2) Sub-contactors must at all times relevant hereto carry a general commercial liability
policy with a combined single limit of at least $1,000,000 per occurrence.
(3) This commercial general liability insutance must include independent contractors’
liability, contractual liability, broad form property coverage, XCU hazards if
requested by the City, and a separation of insurance provision.
-3
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h
(4) These limits may be met through 2 combination of primary and excess liability
coverage,
Auto. A business auto policy providing a liability limit of at least $1,000,000 per accident
for Contractor and $1,000,000 per accident for Sub-contractors and covering owned, non-
owned and hired automobiles.
Workers’ Compensation and Employer's Liability. A workers' compensation and
employer's liability policy providing at least the minimum benefits required by Arizona law.
Notice of Changes. Contractor's Policies must provide for not less than 30 days' advance
written notice to City Representative of
(1) Cancellation or termination of Conttactor or Sub-contractor's Policies;
(©) Reduction of the coverage limits of any of Contractor or and Sub-contractor's
Policies; and
(3) Any other matetial modification of Contractor or Sub-contractotr’s Policies related
to this Agreement.
Certificates of Insutance.
(1) Within 10 business days after the execution of the Agreement, Contractor must
deliver to City Representative certificates of insurance for each of Contractor and
Sub-contractor's Policies, which will confirm the existence or issuance of
Contractor and Sub-contractor's Policies in accordance with the provisions of this
section, and copies of the endorsements of Contractor and Sub-contractor's
Policies in accordance with the provisions of this section.
(3) City is and will be under no obligation either to ascertain or confirm the existence
ot issuance of Contractor and Sub-contractor's Policies, or to examine Contractor
and Sub-contractor’s Policies, or to inform Contractor or Sub-contractor in the
event that any coverage does not comply with the requirements of this section.
(3) Contractor's failure to secure and maintain Contractor Policies and to assure Sub-
contractor policies as required will constitute a material default under the
Agreement.
Other Contractors or Vendors.
(1) Other contractors or vendors that may be contracted with in connection with the
Project must procure and maintain insutance coverage as is appropriate to their
particular contract.
2) This insurance coverage must comply with the requirements set forth above for
Contractor's Policies (e.g., the requirements pertaining to endorsements to name
the patties as additional insured parties and certificates of insurance).
Policies. Except with respect to workers' compensation and employer's liability coverages,
City must be named and properly endorsed as additional insureds on all liability policies
required by this section.
(1) The coverage extended to additional insureds must be primary and must not
contribute with any insurance or self insurance policies or programs maintained by
the additional insureds.
(2) Allinsurance policies obtained pursuant to this section must be with companies
legally authorized to do business in the State of Arizona and reasonably acceptable
to all parties,
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10,
11.
8.2 Sub-contractors.
a. Contractor must also cause its Sub-contractors to obtain and maintain the Required
Insurance.
b. City may consider waiving these insurance requirements for a specific Sub-contractor if
City is satisfied the amounts required are not commercially available to the Sub-contractor
and the insurance the Sub-contractor does have is appropriate for the Sub-contractor's
work under this Agreement.
c. Contractor and Sub-contractors must provide to the City proof of the Required Insurance
whenever requested.
8.3 Indemnification.
a. To the fullest extent petmitted by law, Contractor must defend, indemnify, and hold
hatmless City and its elected officials, officers, employees and agents (each, an
"Indemnified Party," collectively, the "Indemnified Parties"), for, from, and against any and
all claims, demands, actions, damages, judgments, settlements, personal injury (including
sickness, disease, death, and bodily harm), property damage (including loss of use),
infringement, govetnmental action and all other losses and expenses, including attorneys’
fees and litigation expenses (each, a "Demand or Expense"; collectively, "Demands or
Expenses") asserted by a third-party (Le. a person of entity other than City or Contractor)
and that arises out of or results from the breach of this Agreement by the Contractor or
the Contractot’s negligent actions, errors or omissions (including any Sub-contractor or
other person or firm employed by Contractor), whether sustained before or after
completion of the Project.
b. This indemnity and hold harmless provision applies even if a Demand or Expense is in
part due to the Indemnified Party's negligence or breach of a responsibility under this
Agreement, but in that event, Contractor shall be liable only to the extent the Demand or
Expense results from the negligence or breach of a responsibility of Contractor ot of any
person or entity for whom Contractor is responsible.
c. Contractor is not required to indemnify any Indemnified Parties for, from, or against any
Demand or Expense resulting from the Indemnified Party's sole negligence or other fault
solely attributable to the Indemuitied Party.
E-verify, Records and Audits. To the extent applicable under A.R.S. § 41-4401, the Contractor warrant
their compliance and that of its subcontractors with all federal immigration laws and regulations that relate.
to their employees and compliance with the E-verify requirements under A.R.S. § 23-214(A). The
Contractor or subcontractor’s breach of this warranty shall be deemed a material breach of the Agreement
and may result in the termination of the Agreement by the City under the terms of this Agreement. The City
retains the legal sight to randomly inspect the papers and records of the other party to ensure that the other
party is complying with the above-mentioned warranty. The Contractor and subcontractor warrant to keep
their respective papers and records open for random inspection during normal business hours by the other
party. The parties shall cooperate with the City’s random itspections, including granting the inspecting party
entry cights onto their respective ptoperties to perform the random inspections and waiving their respective
rights to keep such papers and records confidential,
No Boycott of Israel. To the extent A-R.S § 35-393 through § 35-393.03 are applicable, the parties hereby
certify that they are not currently engaged in, and agree for the duration of the Agreernent to not engage in,
a boycott of goods of services from Israel, as that term is defined in A.R.S § 35-393.
Attestation of PCI Compliance, When applicable, the Contractor will provide the City annually with a
Payment Card Industry Data Security Standard (PCI DSS) attestation of compliance certificate signed by an
officer of Contractor with oversight responsibility.
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12. Notices,
12.1 A notice, request or other communication that is required or permitted under this Agreement (cach
a "Notice") will be effective only ift
The Notice is in writing; and
Delivered in person or by overnight courier service (delivery charges prepaid), certified or
registered mail (return receipt requested); and
Notice will be deemed to have been delivered to the person to whom it is addressed as of
the date of receipt, if:
(1) Received ona business day, or before 5:00 p.m., at the address for Notices
identified for the Party in this Agreement by U.S. Mail, hand delivery, or overnight
courier service on or before 5:00 p.m.; or
(2) As of the next business day after receipt, if received after 5:00 p.m.
The burden of proof of the place and time of delivery is upon the Party giving the Notice;
and
Digitalized signatures and copies of signatures will have the same effect as original
signatures.
122 Representatives.
a.
Contractor. Contractor's representative (the "Contractor's Representative”) authorized to
act on Contractor's behalf with respect to the Project, and his or her address for Notice
delivery is:
Streamline Collision Center, LLC
c/o Ronnie Starling, Owner
13215 N Cave Creek Road
Phoenix, AZ 85022
Tel: 623-939-3033
Email: streamlinecollision@gmail.com
City. City's representative ("City's Representative") authorized to act on City's behalf, and
his or her address for Notice delivery is:
City of Glendale
c/o Craig Croner, Deputy Director, Field Opetations
6210 W Myrtle Avenue
Glendale, Arizona 85301
623-930-2621
With required copy to:
City Manager City Attormey
City of Glendale City of Glendale
5850 West Glendale Avenue 5850 West Glendale Avenue
Glendale, Arizona 85301 Glendale, Atizona 85301
Concurrent Notices.
(b All notices to City's representative must be given concurtently to City Manager
and City Attorney.
(2) A notice will not be deemed to haye been received by City's representative until
the time that it has also been received by City Manager and City Attorney.
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472912021
14,
(6)) City may appoint one or more designees for the purpose of receiving notice by
delivery of a written notice to Contactor identifying the designee(s) and their
respective addresses for notices.
d. Changes. Contractor or City may change its representative or information on Notice, by
giving Notice of the change in accordance with this section at least ten days prior to the
change,
Financing Assignment. City may assign this Agreement to any City-affiliated entity, including a non-
profit corporation or other entity whose primary purpose is to own or manage the Project.
Entire Agreement; Survival; Counterparts; Signatures.
14.1 Integration. This Agreement contains, except as stated below, the entire agreement between City
and Conttactor and supersedes all prior conversations and negotiations between the parties
regarding the Project or this Agreement,
a. Neither Party has made any representations, warranties or agreements as to any matters
concerning the Agreement's subject matter.
b. Representations, statements, conditions, or warranties not contained in this Agreement will
not be binding on the parties.
c. The solicitation, any addendums and the response submitted by the Contractor are
incorporated into this Agreement as if attached hereto. Any Contractor response modifies
the original solicitation as stated. Inconsistencies between the solicitation, any addendums
and the response or any excerpts attached as Exhibit A and this Agreement will be
resolved by the terms and conditions stated in this Agreement.
14.2 Interpretation.
a. The parties fairly negotiated the Agreement’s provisions to the extent they believed
necessary and with the legal representation they deemed appropriate.
b. The parties are of equal bargaining position and this Agreement must be construed equally
between the parties without consideration of which of the parties may have drafted this
Agreement.
c. The Agreement will be interpreted in accordance with the laws of the State of Arizona.
14.3 Survival. Except as specifically provided otherwise in this Agreement, each warranty,
representation, indemnification and hold harmless provision, insurance requirement, and every
other right, remedy and responsibility of a Party, will survive completion of the Project, or the
earlier termination of this Agreement.
i44 Amendment. No amendment to this Agreement will be binding unless in writing and executed by
the parties. Any amendment may he subject to City Council approval. Electronic signature blocks
do not constitute execution.
14.5 Remedies. All rights and remedies provided in this Agreement are cumulative and the exercise of
any one or more right or remedy will not affect any other rights or remedies under this Agreement
or applicable law.
14.6 Severability. If any provision of this Agreement is voided or found unenforceable, that
determination will not affect the validity of the other provisions, and the voided or unenforceable
provision will be deemed reformed to conform to applicable law.
14.7 Counterparts. This Agreement may be executed in counterparts, and all counterparts will together
comprise one instrument.
Term,
15.1 Renewals. ‘The term of this Agreement commences upon the effective date and continues for a one
(1)-year initial period. The City may, at its option and with the approval of the Contractor, extend
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471972021
16.
17.
18.
the term of this Agreement an additional four (4) years, renewable on an annual basis. Conttactor
will be notified in writing by the City of its intent to extend the Agreement period at least thirty
(30) calendar days prior to the expiration of the original or any renewal Agreement petiod. Price
adjustments will only be reviewed during the Agreement renewal period and any such price
adjustment will be a determining factor for any renewal. There are no automatic renewals of this
Agreement.
15.2 Extension for Procurement Process. Upon the expiration of the Term of this Agreement, including
the initial tetin and any renewals, at the City’s sole discretion, this Agreement may be extended on a
month-to-month basis for a maximum of six (6) months to allow for the City to complete its
procutement process to select a vendor to provide the services/matetials similar to those provided
under this Agreement. The City will notify the Contractor in writing of its intent to extend the
Agreement at least thirty (30) calendar days prior to the expiration of the Term. Any extension
ptovided under this subsection will continue under the same terms and conditions as in effect
immediately prior to the expiration of the then-current term.
Dispute Resolution. Any controversy ot claim arising out of or relating to this contract, or the breach
thereof, shall be settled by arbitration administered according to the American Arbitration Association’s
Commercial Arbitration Rules, and judgment on the award rendered by the arbitrator may he entered in any
court having jurisdiction thereof.
Cooperative Use of Contract. This agreement may be extended for use by other governmental agencies
and political subdivisions of the State. Any such usage by other entities must be in accord with the
ordinances, charter, rules and regulations of the respective entity and the approval of the Contractor and
City. For a list of SAVE members, click on the following link:
hitp:/ werw.mesaaz.zov “business /purchasing/save
Exhibits. The following exhibits, with reference to the term in which they ate first referenced, are
incorporated by this reference.
Exhibit A Project
Exhibit B Compensation
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‘The parties enter into this Agreement as of the Effective Date shown above.
City of Glendale,
an Arizona municipal corporation
By; Kevin R. Phelps
Its: City Manager
ATTEST:
Julie K. Bower
City Clerk (SEAL)
APPROVED AS TO FORM:
Michael D. Bailey
City Attorney
By: Ronnie Starling \
Its; Owner
29/2021
EXHIBIT A
AUTO BODY REPAIR AND PAINTING SERVICES
PROJECT
Streamline Collision Center, LLC, shall provide miscellaneous auto body repairs and painting services on various
vehicles and equipment owned by the City on an “as needed” basis as per attached RFP 23-05 Scope of Work.
WY
Glendale
AR| ZONA
SOLICITATION NUMBER:
ONLINE BID NUMBER:
TITLE:
PUBLISHED DATE:
PRE-OFFER CONFERENCE:
OFFER DUE;
CONTACT:
CITY OF GLENDALE
PROCUREMENT DIVISION
REQUEST FOR PROPOSAL
RFP 23-05
42300003
AUTO BODY REPAIR AND PAINTING SERVICES
AUGUST 31, 2022
SEPTEMBER 8, 2022, 10:00 AM Local Time
A pre-offer conference will be held at the City of Glendale Operations
Complex, Building G, Fleet Management Conference Room, 6210 W
Myrtle Avenue, Glendale, AZ 85301. (The entrance is located off of
Orangewood between Grand Avenue and 67* Avenue). Attendance is
NOT required but strongly encouraged.
SEPTEMBER 27, 2022, 2:00 PM Local Time
Offer Submission Through Vendor Self-Service (VSS) Online Bid
System.
NOTE: This is a sealed proposal process requiting proposals to be
submitted before the date/time shown above. /f errors occur when
submitting through VSS, email or call using contact information
below.
Elmer Garcia, NIGP-CPP
Procurement Officer
623-930-2866
egarcial @glendaleaz.com
Proposals shall be opened using the City’s electronic bidding system on the specified due time
and date identified herein. All information contained in the proposals shall be confidential to
avoid disclosure of contents prejudicial to competing Offerors.
OFFERORS ARE STRONGLY ENCOURAGED TO CAREFULLY READ THE ENTIRE SOLICITATION
The Vendor Self-Service - New and Existing Vendor Registration Guide provides detailed
instructions for registration for both new and existing vendors.
City of Glendale CiTY OF GLENDALE
© Solicitation Number: RFP 23-05 / 42300003 | saso weer Glennie avenue,
cl AUTO BODY REPAIR AND PAINTING SERVICES Suite $17
lendale Glendale, Arizona 85301
AWLEGNA
Table of Contents:
RFP Package
INTRODUCTION
OBJECTIVE .........
SCOPE OF WORK..
HOW WE CHOOSE.
SUBMISSION CHECKLIST.
SUBMISSION REQUIREMENTS
ONLINE SUBMITTAL CHECKLIST.
NQAOPWNE
Exhibits Package
Exhibit 1: Special Notices
Exhibit 2: RFP Special Terms and Conditions
Exhibit 3: Insurance Requirements
Exhibit 4: Sample Agreement Template
Required Submittal Documents
1. Response Workbook — To be completed by Offeror and submitted as their response.
Cover Sheet
Offer Sheet
Required Responses
2. Pricing Workbook — To be completed by Offeror and submitted as their response.
2 rey,
12.11.2020
City of Glendale CITY OF GLENDALE
© Solicitation Number: RFP 23-05 / 42300003 | saso west Glendale Avenue,
Glendale | AUTO BODY REPAIR AND PAINTING SERVICES | g.,,,°%%8217 00.0,
ARDC OWA
1. INTRODUCTION
11. The City of Glendale, Arizona (“City”), Fleet Management Division invites sealed
proposals from qualified vendors to perform miscellaneous auto body repairs
and painting services on various vehicles owned by the City.
1.2 The City operates a vehicle maintenance facility located at 6210 W. Myrtle
Avenue, Glendale AZ 85301.
1.3 The Fleet Management Division provides fleet and equipment services for all
City vehicles and equipment. However, to streamline its operations, the Division
seeks contractors to provide auto body repair and painting services to City
vehicles on an “as needed” basis. This will allow the Fleet Management Division
to adequately meet the City’s need for vehicle body repair and painting
services.
1.4 This service may or may not be related to vehicle collision damage. Services
shall include, but not limited to, damage analysis and estimating, structural
analysis and body work repair, frame alignment, rebuilding, wheel alignment,
mechanical and electrical work, glass work, painting, and refinishing. Qualified
vendors shall complete all services in a reasonable period of time since most
of these vehicles are for used for serving the public and for public safety and
emergency purposes.
1.5 The following are estimated statistics to assist vendors in responding to this
Request for Proposal.
From July 1, 2021 through June 30, 2022:
Estimated number of City vehicles damaged annually: 85
Average number of collision repair calls per month: 6 to 7 Calls
2. OBJECTIVE
The City of Glendale is seeking qualified contractors to provide miscellaneous auto
body repair and painting services in support of its Fleet maintenance operations.
3. SCOPE OF WORK
3.1 Specific Requirements
A. Contractors may provide services on the following vehicle categories:
1. Automobiles and light trucks with OEM or aftermarket bodies
3 rey,
12.11.2020
City of Glendale CITY OF GLENDALE
© Solicitation Number: RFP 23-05 / 42300003 | seso weet Glewisic Avenue,
» AUTO BODY REPAIR AND PAINTING SERVICES Suite 317
endale Glendale, Arizona 85301
AR LONA
2. Medium duty trucks with aftermarket bodies
3. Heavy duty trucks with aftermarket bodies
4. Fire trucks (Custom fire apparatus-all classes)
B. Contractors shall be in compliance with all applicable local, state, federal,
environmental, safety and fire codes and regulations during the term of this
contract.
C. The Contractor’s shop should be open, at a minimum, Monday through
Friday between the hours of 8:00 AM and 5:00 PM with the exception of
posted holidays or limited special occasions.
D. The Contractor should have a secure outdoor parking lot or indoor parking
for all City of Glendale vehicles remaining at the Contractor’s location after
regular business hours.
E. The Contractor shall have sole responsibility for the security of all City of
Glendale vehicles from the time they are picked up from the City and until
they are delivered to the designated City facility.
F. The Contractor shall provide the City of Glendale with a written warranty,
with a minimum of four (4) years on all paint and body work performed on
any City of Glendale vehicle.
G. The Contractor shall guarantee all structural procedures performed on any
City of Glendale vehicle, and shall return the vehicle to within Original
Equipment Manufacturers (OEM) specifications.
H. The Contractor shall agree to perform, or sublet, a four-wheel computerized
wheel alignment of all vehicles involved in a front or rear end collision, or
when requested by the City.
|. The Contractor shall provide a printout of the pre-and post-alignment
readings with the repair invoice as well as any sublet performing the work
on a given vehicle.
J. The Contractor shall guarantee the reliability and accuracy of any and all
sublet repairs just as if the Contractor did the work in-house.
12.11.2020
‘ City of Glendale maki OF as
Cc) Solicitation Number: RFP 23-05 / 42300003 | seco weet Glenusig avenue,
= AUTO BODY REPAIR AND PAINTING SERVICES Suite 317
Glendale Glendale, Arizona 85301
K. The Contractor shall agree to perform all repair techniques according to the
OEM recommended repair procedures. If the OEM has no recommended
repair techniques then |-CAR repair procedures shall be used.
L. The Contractor agrees to use whatever body repair parts are indicated by
the City:
e New OEM parts purchased from an authorized dealer or parts
supplier
e New Aftermarket body repair parts with the same quality as the OEM
parts.
e Rebuild or used parts may be accepted upon Fleet Management
acceptance.
M. All mechanical repairs shall be done with new repair parts ONLY. Rebuilt
and used parts may be accepted upon shop personnel authorization.
N. The Contractor should use trained and certified damage appraisers along
with mechanics, body repair technicians and painters who are trained in the
proper repair techniques. When requested by the City, the Contractor shall
provide documentation verifying that they currently employ technicians
certified by ASE and/or |-CAR in the following categories:
ASE Collision Repair and Refinish Certifications
Painting and Refinishing (B2)
Non-Structural Analysis and Damage Repair (B3)
Structural Analysis and Damage Repair (B4)
Mechanical and Electrical Components (B5)
Damage Analysis and Estimating (B6)
1-CAR Technician Certifications
Estimator — Pro Level 3
Non-Structural Technician — Pro Level 3
Steel Structural Technician — Pro Level 3
Refinish Technician — Pro Level 3
Aluminum Structural Technician — Pro Level 3
Electrical/Mechanical Technician — Pro Level 3
5 Tev.
12.11.2020
- City of Glendale CITY OF GLENDALE
© Solicitation Number: RFP 23-05 / 42300003 | seso. wan Gentsle Aeeue,
Sion AUTO BODY REPAIR AND PAINTING SERVICES Suite 317
lendale Glendale, Arlzona 85301
O. The Contractor should use technicians who are qualified to diagnose airbag
condition and other occupant restraint systems and are capable of
completing original equipment repairs.
P. The Contractor shal} complete all work performed on any City of Glendale
vehicle in a timely manner.
Q. The Contractor shall provide sublet repair documentation.
R. For “Frame” and “Uni-body” vehicles, the Contractor should have a frame
rack capable of making multiple body and structural pulls for straightening.
The Contractor must maintain upper body and wheel alignment (thrust and
four wheel alignment) blueprints for each type of vehicle to be repaired.
S. The Contractor should have a computerized frame measuring system
capable of measuring three dimensions for the type of vehicle being
repaired and able to provide structural documentation such as a computer
printout.
T. The Contractor shall only use Certified Welders when welding on City of
Glendale vehicles.
U. The Contractor should have a vehicle hoist for inspection purposes.
Y¥. The Contractor should use a current “headlight aiming system”.
W. The Contractor shall comply with all focal, state and federal servicing and
recycling regulations and requirements when air conditioning system
repairs are required, The Contractor shall be responsible for sublet facilities
meeting all regulations and requirements.
X. The Contractor shall have a system for application of corrosion protection
materials that will meet or exceed OEM specifications. The corrosion
protections material and application procedure shall meet or exceed current
I-CAR standards.
Y. The Contractor must have the ability to accurately reproduce OEM coatings,
finishes and colors.
Z. Auto body painting contractors should have an EPA approved paint booth
that is in legal compliance with all Federal, State and local applicable laws
6 rev,
12.11.2020
City of Glendale CITY OF GLENDALE
& Solicitation Number: RFP 23-05 / 42300003 _| soso west Glensste avenue,
ol AUTO BODY REPAIR AND PAINTING SERVICES Suite 317
endale Glendale, Arizona 85301
ALE aA
and regulations. Booth must have a pressurized cross-flow or down-flow
dratt spray that meets or exceeds state and local environmental
requirements.
AA. The Contractor should have current parts and labor information available
from a local prevailing standard estimating guide source (Mitchell, etc.) or
a computer system with parts and !abor database integration.
BB. The City of Glendale reserves the right to make unannounced inspections
of the Contractor’s repair facility (during normal business hours). The
purpose of such visits will be to determine the Contractor's continuing
compliance with the requirements of the contract.
CC. When requested by the City, the Contractor must be able to provide a
written damage estimate within two (2) business days of email notification.
Business days are defined as Monday — Friday, excluding holidays and
weekends. For vehicles greater than 26,000 GVW and/or specialty type
vehicles such as an ambulance, the Contractor must be able to provide the
written estimate within ten (10) business days from email notification.
DD. The Contractor shall be able to produce a computer generated estimate
with digital imaging and be able to email all documents, including an
estimated completion date. If estimate is delayed due to parts or supplies,
Contractor shall notify the City within 24 hours.
The Contractor shall notify the City of any supplementals with supporting
pictures and documentation, and require approval by the City prior to
completing repairs.
EE, All vehicle inspections and/or examinations wil! be performed at the City
of Glendale Fleet Management Shop located at 6210 W. Myrtle Avenue,
Glendale, AZ 85301, Monday - Friday, 7:00 AM to 3:00 PM, excluding
holidays.
FF. The Contractor must have the ability to correctly remove and reinstall
frame, suspension, engine and drive train components.
GG. The Contractor shall be responsible for the install of decals (if needed), to
be provided by a 3 party or directly by City, to be included in the
estimates.
7 rev.
12.11,2020
City of Glendale CITY OF GLENDALE
a Procurement Division
WY Solicitation Number: RFP 23-05 / 42300003 | seso west Glendale Avenue,
G AUTO BODY REPAIR AND PAINTING SERVICES Suite 317
lendale Glendale, Arizona 85301
ARIA CHA
HH. The Contractor must be able to pick-up all vehicles that are operational and
deliver all vehicles upon completion. All vehicles that are not operational
will be towed to the Contractor’s location at the City’s expense.
ll, The Contractor must provide quality control that ensures that all vehicle
interiors and exteriors are cleaned prior to return and be free of all dust
residue, masking tape, overspray, etc. (this requirement includes door
dams). All vehicles must be washed prior to return and be ready to be
placed back into immediate service.
JJ. The Contractor shall accept a City of Glendale Purchase Order and City of
Glendale payment terms,
KK. Warranty Requirements. All workmanship and materials provided under
future purchase orders are subject to the scope of this contract and shall
be warranted as required in the Scope of Work.
ALL WARRANTIES SHALL START FROM THE CITY OF GLENDALE’S
IN-SERVICE DATE.
All warranty items/issues/concerns shall be resolved at no charge to the
City. This shall include, but not be limited to, parts, labor, freight, travel,
etc. All warranty items/issues/concerns shall be resolved within a time
frame determined by the Contract Administrator.
The Contractor warrants all parts and services provided by a subcontractor
just as if supplied directly by the Contractor.
3.2 General Requirements
A. Term. The term of the resultant contract shall be for a five (5) year period.
B. Quantities. Quantities listed in this solicitation are the City’s best estimate
only. The City’s actual requirements during the period of the agreement
shall be determined by the actual needs and availability of appropriated
funds.
C. Brand Name or Equivalent. There are a number of products that have been
determined, through evaluation or testing, to be equivalent to the
requirements of the specifications. The list of these brands is not intended
to limit or restrict competition. Rather, it is to set the standard of quality,
12.11.2020
Po
Ww
Glendale
AR LOMA
City of Glendale CITY OF GLENDALE
Procurement Division
Solicitation Number: RFP 23-05 / 42300003 5850 West Glendale Avenue,
AUTO BODY REPAIR AND PAINTING SERVICES Suite 317
Glendale, Arizona 85301
design, performance and characteristics of the products specified herein.
Any bid which proposes products that are of equivalent quality, type of
material, design and performance will be considered if sufficient evidence
and information is given to establish it as equivalent and the City determines
the product to be equivalent to the brand name and specifications.
. Performance of Service. Performance of the required services shall be
completed in accordance with the Scope of Work.
. Parts and Materials. The Contractor shall furnish all parts and materials
necessary for the required repair services. Replacement parts shall be paid
by the City at List Price or MSRP minus % discount offered by Contractor
(see PRICING WORKBOOK).
F. Changes to Products or Services. Throughout the term of this contract, the
City reserves the right to add, revise or make changes to products or
services within the scope of the work as may be deemed necessary to best
serve the needs of the City.
1. Inthe event of such a substitution or deletion of service areas, the City
will give the Contractor 10-days’ notice prior to date of discontinuance
of services and responsibilities.
2. The Contractor shall not be compensated for the loss of work due to
deletions or substitutions.
3. In the event the City and the Contractor cannot agree on additional
service or equipment charges, the City reserves the right to perform the
additional services with City personnel, or other outside contract
services.
. Safety Standards. Products, equipment and supplies supplied by the
Contractor under this contract shall comply with the current applicable
federal, state and local laws and standards.
. Defective Products and Services. All defective products/services delivered
to the City shall be replaced and exchanged by the Contractor. The cost of
replacing the product/service and other similar expenses shall be paid by
the Contractor.
12.11.2020
ely at Clsmisic Procurement Division
Cc Solicitation Number: RFP 23-05 / 42300003 | seso west Glendale Avenue,
Glendale | AUTO BODY REPAIR AND PAINTING SERVICES | ,.,, 4.00247 sco:
|. Subcontractors. When subcontractors are used in the performance of
certain functions under the contract, subcontractors shall be subject to the
same terms and conditions as the Contractor.
J. Post-Award Conference. After award of the contract, the Contractor may be
required to attend a post-award conference when requested by the City.
K. Permits and Licenses The Contractor shall be responsible for determining
and securing, at his/her expense, any and all licenses and permits that are
required by any statute, ordinance, rule or regulation of any regulatory body
having jurisdiction in any manner connected with providing operations and
maintenance of the facility. Such fees shall be included in and are part of
the total proposal cost. During the term of the contract, the Contractor shal!
notify the City in writing, within two (2) working days, of any suspension,
revocation or renewal.
L. Order Acceptance. Services performed for the City will be subject to a
complete review by the Department. Inspection criteria includes conformity
to the specifications, quality and performance standards.
M. Loss or Damage to City Equipment or Property. When damages to City
equipment or property occurs as a result of Contractor's negligence, the
City will arrange for repairs or replacement to be made and the costs for
making repairs/replacement to the property will be deducted from final
payments to the Contractor.
N. Billing or Invoicing. The Contractor shall not bill the City for unnecessary
repairs; repairs that were not completed satisfactorily; repairs that did not
fix an identified problem; or for services that were made by staff unqualified
to perform the repairs.
Contractor shall ensure that pricing for labor, repair parts, and equipment
is consistent with contract prices. Contractor’s invoices shall not include
unauthorized charges. Contractors shall provide a detailed monthly invoice
which includes the following:
«City Purchase Order reference number
‘Itemized products or services purchased
«Separate line item for any product discount (if applicable)
*Separate line item for sales tax
10 rev,
12.11.2020