Agreement

TIRE RECAPPING SERVICES
City of Glendale Solicitation No, RFP 23-30

This Agreement for TIRE RECAPPING SERVICES ("Agreement") is effective and entered into between CITY
OF GLENDALE, an Arizona municipal corporation ("City"), and SOUTHERN TIRE MART, a MISSISSIPP
COMPANY, authorized to do business in Arizona, (the "Contracior”), as of the dayof
20 :

RECITALS
A City intends to undertake « project for the benefit of the public and with public funds that is moce fally set
forth in Exhibit A, pursuant to Solicitation No, RFP 23-30 (the "Project";
B. City desires to retain the services of Contractor to perform those specific duties end produce the specific

work as set forth in the Project attached hereto; .

GQ 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 Agrecment, and other good end 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 ite designated cmployees, and working closely with others,
including other contractors or consultants, retained by City.

1.2 Project Team.

a Project Manager.

@ Contractor will designate an employee as Project Manager with sufficient training,
knowledge, and experience to, in the City's option, complete the Project and
handle all aspects of the Project such that the work produced by Contractor is
consistent with applicable standards as detailed in thie Agreement;

@ ‘The City must approve the designated Project Manager; and

ré.)] ‘To assure the Project echedule is met, Project Manager may be required to devote
no less than a specific amount of time as set out in Exhibit A.

b. Project Team.
Contractor will comprise the "Project Team."

@ Project Manager will have responsibility for and will supervise all other employees
assigned to the Project by Contractor.

G Discharge, Resssign, Replacement.

()) Contractor acknowledges the Project Team is comprised of the same persons and
toles for each as may have been identified in the response to the Project's
solicitation.

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@ Contractor will not discharge, reassign ox replace ot diminish the responsibilities
of any of the employees assigned to the Project who have been approved by City
without City's prior written consent unless that pexson leaves the employment of
Contractor, in which event the substitute nyust fitst be approved in writing by City.

®) Contractor will change any of the members of the Project Team at the City's
request if an employee's performance docs not equal or exceed the level of
competence that the City may reasonably expect of a person performing those
duties ot if the acts or omissions of that person are detrimental to the
development of the Project.

d. Sub-contractors.
(1) Contractor may engege specific technical contractor (each a "Sub-contractot") to
@ Contractor will remain fully responsible for Sub-contractor's services.

@) Sub-contractors must be approved by the City, unless the Sub-contractor was
previously mentioned in the response to the solicitation.

(4) Contractor shell certify by letter that contracts with Sub-contractors have been
executed incorporating requirements and standards as set forth in this Agreement.

Schedule. The services will be undertaken in » manner that ensures the Project is completed timely and
Contractor's Work.

3.1

3.2

33

Stadand, Contractor must perform services in accordance with the standards of due. diligence,

care, 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,

Licensing, Contractor warrants that:

a Contractor and Sub-contractors will hold all appropriate and required licenses, registrations
and other approvals necessaty for the lawful furnishing of services ("Approvals"); and

b. Neither Contractor nor any Sub-contractor has been debarred ot otherwise legally
excluded 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 Debarments or to examine Contractor's conttacting ability.

@ Contractor must notify City immediately if any Approvals or Debarment changes
during the Agreements duration and the failure of the Contractor to notify City as
required will constitute a material default under the Agreement.

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
Contractor must not discriminate against any employee ot 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-conttactor to be bound to the same requirements as stated within
this section. Contractor, and on behalf of any eubcontractors, warrants compliance with this
section.

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3.4 Coordination: Intersction.

® For projects that the City béfleves requires the coordination of various professional
services, Contractor will work in close consultation with City to prosctively interact with
any other professionals retained by City on the Project (“Coordinating Project
Professionals”).

b. Subject to any limitations expressly stated in the Project Budget, Contractor will meet to
review the Project, Schedule, Project Budget, and in-progress work with Coordinating
Project Professionals and City as often and for durstions as City reasonably considers
necessary in ordcr to ensure the timely work delivery and Project completion.

c. For projects not involving Coordinating Project Professionals, Contractor will proactively
interact with any other contractors when directed by City to obtain or disseminate timely
information for the proper execution of the Project.

3.5 Work Product.

a Ownership. Upon receipt of payment for services furnished, tractor grants to City,
and will cause its Sub-contractors to grant to the City, the excosive ownership of and all
copyrights, if any, to evaluations, reports, drawings, specifications, project manuals,
sutveys, estimates, reviews, minutes, all "architectural work" as defined in the United States
Copyright Act, 17 U.S.C § 101, et sag., and other intellectual work product as may be
applicable (“Work Product”).

() This grant is effective whether the Wok Product is on paper (¢.g., a "hard copy"),
in electronic format, or in some other form.

(2) Contractor warrants, and agrees to indemnify, hold harmless and defend City for,
from and against any claim that any Work Product infringes on third-party

proprietary interests.
b, Delivery. Contractor will deliver to City copies of the preliminary and completed Work
Product promptly as they are prepared.
G City Use.

(1) City may reuse the Work Product at its sole discretion.
@ In the event the Work Product is used for another project without further
harmless from any claim atising out of the Work Product.
8) In such case, City shall also remove any seal and title block from the Work
Product.
4. Compensation for the Project.

41 Compenastion, Contractor's compensation for the Project, including those furnished by its Sub-
contractors will not exceed $931,500, as specifically detailed in Exhibit B (the "Compensation".
contemplated scope of services as outlined in the Project is significantly modified.

a, Adjustments to the Compensation require 2 written amendment to this Agreement and
may fequire City Council approval.

b Additional rervices which ate outside the ecope of the Project contained in this Agreement
may not be performed by the Contractor without prior written authorization from the City.

« Notwithstanding the incorporation of the Exhibits to this Agreement by reference, should
any conflict arise between the provisions of this Agreement and the provisions found in

4.2

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the Exhibits and accompanying attachments, the provisions of this Agreement shall take
priority and govern the conduct of the parties,

Billings and Payment.

51 Applications.

a Contractor will submit monthly invoices (cach, a "Payment Application") to City's Project
Manaper 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
(74) 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 performances under this Agreement.
53 Review and Withholding. City's Project Manager will timely review and certify Payment

Applications.

ry If the Payment Application is rejected, the Project Manager will issue a written listing of
the items not approved for payment.

b. City may withhold an amount sufficient to pay expenses that City reasonably expects to
incur in correcting the deficiency or deficiencies rejected for payment.

Termination,
61 For Convenience. City may terminate this Agreement for convenience, without cause, by
delivering a written termination sotice stating the Effective Termination date, which may not be

Jess then 30 days following the date of delivery.

a. Contractor will be equitably compensated for Goods ot Services furnished prior to receipt
of the termination notice and for reasonable costs incurred.

b. Contractor will also be similarly compensated for any approved effort expended and
approved costs incurred that are directly associated with project closeout and delivery of

6.2 For Cause. City may terminate this Agreement for cause if Contractor fails to cure any breach of
this Agreement within seven 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 determined by City, are lese than
the equitable amount due but not paid Contractor for Sexvice and Repair furnished, City
will pay the amount duc to Contractor, less City's damages, in accordance with the
provision of § 5.

b. 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 darnages of more than $1,000,000 or the amount of this Agreement,
whichever is greater.

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Conflict. Contractor acknowledges this Agreement is subject to ARS. § 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.

Insurance.
8.1 Requirements. Contractor must obtain and maintain the following insurance (‘Required
Insurance");

a. Contractor and Sub-contractors. Contractor, and each Sub-contractor performing work or
providing materials related to this Agreement must procure and maintain the insurance
coverages described below (collectively refetred to herein as the "Contractor's Policies”),
until cach Party's obligations under this Agreement ate completed.

b. General Liability.

(1) Contractor must at all times relevant hereto carty a commercial general liability
policy with a combined single limit of at least $2,000,000 pet occurrence and
$1,000,000 ansmal aggregate for each Propetty damage and contractual property
dammogs,

2 Sub-contactors must at all times relevant hereto catty 2 general commercial liability
policy with a combined single limit of at least $1,000,000 per occurtence.
ré)) This commercial general liability insurance must include independent contractors'
liability, contractual Habili ity, broad form property coverage, XCU hezatds if
tequested by the City, and a separation of insurance provision.
@ ‘These limits may be met through a combination of primary and excess lisbility
coverage.
a Workers' Compensation and Employer's Liability. A workets' compensation and
employer's liability policy providing at least the minimum benefits requited by Arizona law.
d. Notice of Changes. Contractor's Policies must provide for not leas than 30 days' advance
‘written notice to City Representative of:
@ Cancellation of termination of Contractor or Sub-contractor’s Policies;

(74) Reduction of the coverage limits of any of Contractor ot and Sub-contractor's
Policies; and
@ Any other material modification of Contractor or Sub-contractor's Policies related
to this Agreement.
e Certificates of Insurance.

@ 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-conttactor's Policies, which will confirm the existence or issuance of
Contractor and Sub-contractor's Policies in accordance with the provisions of this
sectian, and copies of the endorsements of Contractor and Sub-contractor's
Policies in accordance with the provisions of this section.

@ City is and will be under no obligation either to ascertain or confitm the existence
or issuance of Contractot and Sub-contractot’s Policies, ot to examine Contractor
and Sub-contractor’s Policies, or to inform Contractor ot Sub-contractor in the
event that any coverage does not comply with the requirements of this section.

@ Contractot’s failure to secute and maintain Contractor Policies and to aseute Sub-
contractot policies as required will constitute a material default under the
it.

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8.2

8.3

Other Contractors or Vendors,

(1) Other contractors or vendors that may be contracted with in connection with the
Project must procure and maintain insurance coverage as is appropriate to their
particular contract.

@ ‘This insurance coverage must comply with the xequirements eet 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.

r¢9) The coverage extended to additional insureds must be ptimary and saust not
contribute with any insutance or self insurance policies or Programs maintained by
the additional insureds.

@ All insurance policies obtained pursuant to this section must be with companies
legally authorized to do business in the State of Arizona and teasonably acceptable
to all parties.

Sub-conteactors.

Contractor must also cause its Sub-contractots to obtain and maintain the Required
Insurance.

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 sppropriate for the Sub-conteactor's
work under this Agreement.

Contractor and Sub-contractors must provide to the City proof of the Required Insurance
whenever requested.

Indemnificati

To the fullest extent permitted by law, Contractor must defend, indemnify, and hold
harmless City and its elected officials, officers, employecs 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 usc),
infringement, governmental action and all other losses and expenses, including attorneys‘
fees and litigation expenses (each, a "Demand ot Expense"; collectively, "Demands or
Expenses") asserted by a third-patty (Le. 2 person or entity other than City or Contractor)
and that atises out of or results from the breach of this Agreement by the Contractor or
the Contractor’s negligent actions, errors or omissions Gocluding any Sub-contractot or
other person or firm employed by Contractor), whether sustained before or after
completion of the Project.

‘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 ot breach of a responsibility of Contractor ot of any
person ot entity for whom Contractor is responsible.

Contractor is not required to indemnify any Indemnified Parties for, fom, or against any
Demand or Expense resulting fram the Indemnified Party's sole negligence or other fault
solely attributable to the Indemnified Party.

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4/29/2021

E-verify, Records and Audits. To the extent applicable under ARS. § 41-4401, the Contractor warrant
their compliance end 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.RS. § 23-214(A). The
Contractot or subconttactor’s breach of this warranty shall be deemed a material breach of the Agteement
and may result in the termination of the Agreement by the City under the terms of this Agreement. The City
retains the legal right 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 eubcontractot wasrant to keep
their respective papers and records open for random inspection during notmal business hours by the other
party. The patties shell cooperate with the City’s sandom inspections, including granting the inspecting party
entry tights onto their respective properties to perform the random inspections and waiving their respective
tights to keep such papers and records confidential.

No Boycott of Istael. To the extent ARS § 35-393 through § 35-393.03 are applicable, the parties hereby
certify that they are not currently engaged in, and agtee for the duration of the Agreement to not engage in,
8 boycott of goods ot services from Ietuel, as that term is defined in ARS § 35-393.

Notices.
12.1 A notice, request or other communication that is required or petmitted under this Agreement (each
a "Notice") will be effective only ift
a. The Notice is in writing; and
b. Delivered in person or by overnight courier service (delivery charges prepaid), certified ot
tegistered mail (return receipt requested); and
c. 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 on a business day, or before 5:00 p.m, at the addtess for Notices
identified for the Party in this Agreement by US. Mail, hand delivery, ot overnight
courier service on or before 5:00 p.m; or

@ As of the next business day after receipt, if received after 5:00 p.m.

d. 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 eame effect as original
signatures.
12.2 Representatives.

a Contractor. Contractot's representative (the "Contractor's Representative") authorized to
act on Contractor's behalf with respect to the Project, and his ot her address for Notice
delivety is:

Southern Tire Mart
c/o Richard Conwill
800 Hwy 98
Columbia, MS 39429

b. City, City's representative ("City's Representative") authorized to act on City's behalf, and
his ot her addtess fot Notice delivety is:

City of Glendale
c/o Cyndi Hawk
5820 W. Glendale Ave, Suite 317

“7,

14,

Glendale, Arizona 85301

623-930-2866

With requited copy to:

City Manager City Attorney

City of Glendale City of Glendale

5850 West Glendale Avenue 5850 West Glendale Avenue
Glendale, Arizona 85301 Glendale, Arizona 85301

« Concurrent Notices.

r¢3) All notices to City's representative must be given concurrently to City Manager
and City Attomey.

@ A hotice will not be deemed to have been received by City’s representative until
the time that it has also been received by City Manager and City Attomey.

é)) ity may appoint one or more designees for the purpose of receiving notice by
delivery of 2 written notice to Contractor identifying the designee(s) and their
respective addresses for notices.

d. Changes. Contractor of City may change its representative or information on Notice, by
gfving Notice of the change in accordance with this section at lesst 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.

Entite Agreement; Survival; Counterparts; Signatures.

14.1

14.2

14.3

Integration. This Agreement contains, except as stated below, the entire agreement between City
and Contractor 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 watranties 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 tesponse or any excespts attached as Exhibit A and this Agreement will be
resolved by the terms and conditions stated in this Agreement.

Taterpretation.

a. ‘The parties fairly negotiated the Agreement's provisions to the extent they believed
necessary and with the legal representation they deemed Bppropriate.

b. ‘The parties ate of equal bargaining position and this Agreement must be construed equally
between the patties without consideration of which of the parties may have drafted this
Agreement.

G The Agreement will be interpreted in accordance with the laws of the State of Arizona.

Survival. Except es specifically provided otherwise in this Agreement, each warranty,

tepresentation, 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
eatlier termination of this Agreement,
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29202)

17.

14.4 Amensiment. No amendment to this Agreement will be binding unless in writing and executed by
the parties. Any amendment may be subject to City Council spprovel. Electronic signature blocks

145 Bamedics. All rights and remedies provided in this Agreement are cumulative and the exetcise of
14.6 Scrmability. If any provision of this Ageeement is voided or found unenforceable, thet

14.7 Conntetparts, This Agreement may be executed in counterparts, and all counterparts will together
comprige one instrument.
Term,

15.1 Renewals, The term of this Agreement commences upon the effective date and continues for 2 one
(1)-year initial petiod. The City may, at its option and with the approval of the Contractor, extend
the term of this Agreement an additional four (4) years, renewable on an annual basis. Contractor
will be notified in writing by the City of its intent to extend the Agneement period at least thirty
(30) calendar days prior to the expiration of the original or any renewal Agreement period. Price
adjustments will only be reviewed during the Agreement renewal period and any such peice

Extension for Procurement Process, Upon the expiration of the Term of this Agreement, including
the initial term and any renewals, at the City’s sole discretion, this Agreemenit may be extended on s
month-to-month basis for maximum of ex (6) moaths to allow for the City to complete its
Procurement process to select a vendor to provide the services/materials 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 (50) calendar days prior to the expiration of the Term. Any extension
provided undet this subsection will continue under the same terms and conditions as in effect
immediately priot to the expiration of the then-current term,

Dispute Resolution. Any controversy of claim arising out of or relating to this contract, ar the breach
thereof, shell be settled by ahitration administered according to the American Arbitration Association’s
Commercial Arbitration Rules, and judgment on the award rendered by the arbitrator may be entered in any
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 ective entity and the approval of the Contractor and
City. Fo a list of SAVE members, click on the following link:

15.2

Exhibits. The following exhibits, with reference to the tetm in which they are first referenced, ere.
incorporated by this reference.

Exhibit A Project

Exhibit B Compensation

‘The parties enter into this Agseement ex of tho Effective Date slrown above.
Gity of Glendale,
ah Adgona municipal corpreation
ie ‘City Manager
ATTEST:
Jule K Bower
| _ APPREWVED AS TO FORM:
|
Michael D. Bailey
| City Attomey
| Southem Tice Mat,
a Mississippi Corpozmtica

leg: Ditoctor of Geveroment Sales

ee

| ws.

EXHIBIT A
SCOPE OF WORK
PROJECT

Contractor will provide the services of Tire Recapping for the tite of the City of Glendale Fleet Division as define in
EXHIBIT A attached herein:

EXHIBIT B
COMPENSATION

METHOD AND AMOUNT OF COMPENSATION
As described on the attached EXHIBIT B.

NOT-TO-EXCEED AMOUNT

The total amount of compensation paid to Contractor for full completion of all work required by the Project during
the entire term of the Project must not exceed $931,500.

DETAILED PROJECT COMPENSATION

See attached vendor pricing list:

Clty of Glendale
Sollcitation Number: RFP 23-30 / 42300047

Glendale TIRE RECAPPING SERVICES

CITY OF GLENDALE
Procurement Division
5850 West Glendale Avenue,
Suite 317
Glendale, Arizona 65801

Table of Contents

RFP Package
1.

ay
BEEP EN agTEwN

INTRODUCTION

REQUIRED SPECIFICATIONS

FOB POINT

DELIVERY TURNAROUND TIME.

QUANTITIES

DELIVERY

HOW WE CHOOSE

SUBMISSION CHECKLIST wa-scccceveeeseeee

SUBMISSION REQUIREMENTS

EXHIBIT 1: SPECIAL NOTICES

EXHIBIT 2: SPECIAL TERMS AND CONDITIONS

EXHIBIT 3: INSURANCE REQUIREMENTS...

Additional RFP Attachments

Required Submittal Documents

1, Response Workbook - To be completed by Offeror and submitted as thelr response.
2. Pricing Workbook — To be completed by Offeror and submitted as thelr response.

12.11.2020

Glendale

City of Glendale CITY OF GLENDALE
Solicitation Number: RFP 23-30 / 42300047 | sesc'warememtvilon
TIRE RECAPPING SERVICES Sue S17
Glendale, Arizona 65301

1. INTRODUCTION

The City of Glendale, Arizona, Field Operations Department is requesting bids from
qualified vendors to provide tire recapping services for the City’s heavy duty truck
tires. Service is performed off-site with pickup and delivery included in the service

costs.

Bidders shall thoroughly complete the Price Sheet found In the Pricing Workbook.
The City may order some, all, more or none of the individual items during the
contract period. Quantities ordered by the City may vary depending on the actual

needs

and availability of appropriated funds.

Throughout the term of this contract, the City reserves the right to add, revise or
make changes to the specifications to best serve the needs of the City.

2 REQUIRED SPECIFICATIONS

2.1

12.11.2020

CLASSIFICATION

i. The tires shall be tubeless and tube type radial tires for medium and heavy
trucks and industrial equipment.

ii. The retreading process shail be a pre-cured method that provides a top
cap.

ili. Acceptable case repairs shal! include nail hole, spot, section, bead area
and liner.

PROCESSING STANDARDS
i. Written standards conforming to industry-recognized procedures shall be
followed In the performance of each operation.
ii, Coples of the written procedures shall be furnished to the City upon
request.
iii. At a minimum, such written procedures shall cover the following
operations:
Conditioning of casings age
Inspection and casing grading
Tire repairing
Buffing
Cementing
Tread rubber application
Curing
Trimming and finishing
Final inspection

els elelelelieleiea

MATERIALS
All materials used in the process of retreading and repairing tires shall
conform te the following:

City of Glendale Procurement Divisies

Sollcitation Number: RFP 23-30 / 42300047 | saso weet Gleadale Avenue,
Glendale TIRE RECAPPING SERVICES am, ed a

i, Tread rubber shall contain no less than 50% rubber hydrocarbons by
weight.

ii, Tread rubber shall have a minimum of 25% and maximum of 40%
polybutadiene, and have the following minimum physical properties:

Tensile strength (psi) 2,600
Elongation — 500
Modulus at 300%, 1,400
| Hardness* 64-67
Specifle gravity 1.125 =)

*Hardness will be measured using a Shore Durometer, at scale.

iii. Manufacturer's product literature confirming the minimum physical
properties of the tread rubber shall be supplied with the offer.

iv. Depth of treat rubber must be indicated for all proposed tires recapping
designs with the response.

2.4 RUBBER SAMPLES AND TESTS

i. The City reserves the right to secure random rubber samples and submit
them to testing laboratories for evaluation.

ii. The Contractor shall provide rubber capping samples to the City when
requested within two days of the request.

lil. The costs of the tests for failed samples shall be paid by the Contractor.

lv. Acceptable tests shall be pald by the City.

v. Rubber samples that are submitted to the City that fail to meet material
specifications may result in cancellation of this contract.

2.5 ENVIRONMENTAL REQUIREMENTS
Unless otherwise specified, all tires shall be processed using materials
containing antioxidants of a quality to provide standard commercial
resistance to weathering.

2.6 TREAD DEPTH REQUIREMENTS
i. The City will specify minimum tread depth requirements depending on
intended use of the tire
li, When requested, the Contractor shall submit samples of cap tread design
and information on the weight per food of tread designs to be used,

2.7 TREAD DESIGN
i. The City wilt set the criteria for the selection of tread design.
ii, Some of the considerations for the selection of tread design are as follows:

Vehicle type Speed
Load Operation
Tire type Ply rating
Casing condition

12.11.2020

City of Glendale ” ~~ CITY OF GLENDALE
go Solicitation Number: RFP 23-30 / 42300047 | sesc'warmemonision

q Sulte 317
Glendale TIRE RECAPPING SERVICES Glen dale, Arizona 85301

2.8 TREAD WIDTH
i, The tread width shall be determined by the requirements of the casing.
ii, The maximum acceptable width shall be used unless otherwise requested.
iii. New tire manufacturer's specifications shall be the determining factor.

2.9 PROCEDURES
i. All casings to be retreaded shall be approved by the City.
ii. Rejected casings shall remain the property of the City until the City has
approved the casing for disposal, at which time the vendor shall be
responsible for disposal of any rejected casings.

2.10 INITIAL INSPECTION

i. Casing inspection shall be made by a trained certified operator; tracking
number will be assigned by said certified operator.

ii. The casing inspection must include the use of a mechanical spreader and
electronic, ultrasonic, or holographic casing equipment during the
inspection.

iil. The tire shall be placed on a mechanical spreader under adequate
lighting, i.e., 300-foot candles, and distortion of the natural contour
sufficient for visual inspection.

iv. The Contractor shail ensure all casings are original city-owned tires, that
will be tracked and reported by the vendor.

v. In addition, electronic, ultrasonic or holographic casing inspection
equipment, which can aid in determining casing damage such as
separation, nail holes, rusted belts and belt edge lift, must be used during
inspections, This will aid in determining casing integrity and best use.

vi. Casings accepted for retreading shall not contain any of the following
defects:

e Ply separation _|

e Broken, damaged, kinked or exposed bead wire —

e Injuries to plies in the bead area

|e Fiex breaks _ -

® Loose cords on the inside ply or evidence of overload, underinflation or
run flat

e Tread separations which cannot be removed during buffing |

e Sidewall separation _ ___l

e Weather cracking extending into body plies

e Non-repairable damage to the inner liner or bead seating area on a
tubeless tire _

e Nail hole or injuries of sufficient sizes and numbers that cannot be
repaired using acceptable commercial practices

e Radial belt separations

12.11.2020

Clty of Glendale CITY OF GLENDALE
Solicitation Number: RFP 23-30 / 42300047 5030 Went one Arcus,
5 E:
TIRE RECAPPING SERVICES Glendale ite 837 a

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12.11.2020

vii. NOTE: REJECTED TIRES-Written Returned as feceived (RAR) reports are
required quarterly.

viii.Written RAR reports shall outline all pertinent information as to why tires
have not been accepted for retreading.

ix. All RAR tires will be returned to the City.

CASING

i. The buffed casing shali be to dimensions compatible to the retread system
used.

ii, The worn retread surface shall be removed to a symmetrical profile in
accordance with the procedure specifications.

iii, The buffed area of the casing shall be free from contamination and
oxidation.

lv. All buffing shall be done with the casing inflated.

v. Casing shall be buffed to the width that is appropriate to the fixed
dimensions of the pre-cured tread rubber specified.

vi. The radius of the buffed area shall have all equal width shoulder heights
over the bead bundle.

vil. The finished tire shall be as close as possible to the specified radius.

CEMENTING

i. Buffed casings to be cemented shall be free of foreign materials. The
complete process shall be completed within a maximum of one hour after
buffing, but before the tire has cooled to ambient temperatures,

ii. Buffed tires stored ionger than one hour shall be reworked.

BUILDING

i, Tires must be built inflated at running rim dimensions.

ii, The tread rubber shall be centered around the buffed circumference of the
tire.

Ili. Tread pattern interruption shall be minimized at the tread splices.

iil. The cut ends of the tread shall have a roughened texture over the entire
surface and shall be free of contamination.

iv. The splice shall be cured together using suitable bonding material.

v. Tread stretch requirements and building tolerances shall meet the
requirements of the materials and equipment used.

CURING PROCEDURE

|. Tires shall be stored in a manner to prevent distortion of the uncured
materials and shall be kept free of contamination.

ii. Envelopes, diaphragms, or sealing ring devices shall be free of leaks and
defects.

iil, Curing procedures shall be provided to the City and shall Include
specifications on curing time, temperature, and Pressure,

Glendale

- City of Glendale 7 CITY OF GLENDALE
Sollcltation Number: RFP 23-30 / 42300047 | saso west aisntate Arenas,

Sulte 317
TIRE RECAPPING SERVICES a eudalo A 4

2.15

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12.11.2020

iv. Proper curing tubes, rims, sealing bands and other assemblies shall be
used and available in the work area of the shop.
v. Bead-to-bead tolerances shall be maintained during the curing cycle.

REPAIRING

i. Operators must be trained to industry recognized standards and work
must be carried out using prescribed methods and tools.

ii. Final determination of reparability, type of repair, and repair material
must be made after skiving and inspection, and in accordance with the
recommended tables and criteria of the manufacturer.

iii. NOTE: All materials used must be compatible with existing casings.

NAIL HOLE REPAIRS

i, Any number of nail holes may be repaired in the repairable area of a radial
truck tlre.

ii. If the puncture is larger than three-eighths inches (3/8°) after the damage
and rust have been removed, the tire will require a section repair.

iii. If the puncture is larger than one-sixteenth inches (1/16°) [one- and one-
half millimeters (1.5mm)] in the sidewall area of the tire after damage and
rust have been removed, the tire shall require a section repair.

SPOT REPAIR

i. Spot repairs shall be limited to cracks and cuts in the rubber with no
exposed body plies.

ii. Any damage found on the fret wires shall require a full section repair by
the Contractor.

SECTION REPAIR

i. Any number of section repairs may be made in the repairable area, but
the repairs must not touch and no more than one repair shall be allowed
which affects the same radial casing plies.

ii. No more than one repair shall be allowed which affects the same racial
casing plies.

iii, Any section repair must receive prior approval from the City of Glendale’s
Equipment Management Division. The request is to be faxed to (623) 915-
3123 with the following information:

Tire description size

Reason for repair

Existing number of sectional repairs and any other repairs

Iv. The City of Glendale’s Equipment Management Division will reply via
email.

BEAD REPAIR
The following conditions will be considered repairable in the rubber covering

the bead:

Clty of Glendale CITY OF GLENDALE

Solicitation Number: RFP 23-30 / 42300047 2020 Went Clonal Aen,
Sulte 317
Glendale TIRE RECAPPING SERVICES Oumar e301

i. Cuts or tears in the rubber covering the bead area that do not damage the
body ply or expose bead wires; no visible signs of rust

ii. Limited in size to that which will assure duplication of. original bead
contours

iii. Repairs which can be performed at a low enough cost to be practical

2.20 FINAL INSPECTION

2.21

i. The retread inspector shal! make a final inspection of the retreaded tire.

ii. The inside of the tire shall be checked on a tire spreader with adequate
lighting to assure quality workmanship.

ili. A liner seal shal! be applied to the inside liner of the tire.

iv. The outside shall have received the same quality workmanship and the
cosmetic appearance shall be that which is considered good commercial
practice.

v. If the tire shows any defects which will result in less than optimum
performance, the retread shall be rejected and reworked.

vi. All tires shall remain the property of the City until the City has approved
the defective tire for disposal, at which time the vendor shall be
responsible for their disposal, at no additional cost to the City.

vii. A light coat of tire paint shall be applied to all finished tires.

viii. The vendor shall provide documentation upon request to ensure all tires
capped are city owned.

ix. The vendor shall demonstrate accounting practices that prevent chain of
custody issues with city owned casings.

ADJUSTMENTS
Recapped tire failures (not damaged tires) shall be adjusted at a minimum of

the following rate:

Tread Remaining _ Adjustment

75% or more of original tread | 100% adjustment

remaining

Less than 75% of original tread |The adjustment shall be pro-rated

remaining based on the remaining tread depth.
FOB POINT
Prices quoted shail be FOB destination and unloaded.
DELIVERY TURNAROUND TIME

The maximum delivery tumaround time for pickup and delivery of all tires is seven
(7) calendar days (excluding holidays).

QUANTITIES

The quantities referenced in this solicitation are estimates ONLY and are to be used
for information purposes only. No commitment of any quantity is made during this
contract.

12.11.2020

74

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12.11.2020

City of Glendale CITY OF GLENDALE
2 Solleitation Number: RFP 23-30 / 42300047 | seso went alent Avenue,
@lendaie TIRE RECAPPING SERVICES Glen dain Nini 95301
6. DELIVERY
6.1 Delivery Time: 6:30 am — 2:30 pm
6.2 All delivery shall be made to City of Glendale, Fleet Management, 6387 W.

Orangewood Avenue, Building G, Glendale, AZ 85301-1700

7. HOW WE CHOOSE

SCORING RESPONSES:

The evaluation criteria are weighted in accordance with the Submission
Requirements. Your response will be rated as follows:

° 40% Required Specifications

° 25% Experience/Design

° 20% Cost

° 10% References

° 5% Statement of the Project

TYPE OF AWARD: The City reserves the right to make multiple awards or to
award by group of line items, or to make an aggregate award, whichever is
deemed most advantageous to the City. if the City determines that an
aggregate award to one bidder is not in the City's best interest, "all or none”
Bids shall be rejected.

LENGTH OF CONTRACT: The City will award for an initial one (1) year with
four (4) additional! one-year renewal options.

EVALUATION PANEL: Submittals will be evaluated by a panel based on the
stated criteria and are responsible for selecting the proposal that is most
advantageous to the City.

PANEL CONTACT: Offerors shall have no exclusive meetings, conversations
or communications with an individual evaluation panel member on any
aspect of the RFP, after submittal.

INTERVIEWS: City may ask some or all Offerors to participate in an
interview at any point during the evaluation process but is not required to
do so. Information gathered In an interview will be used by the panel to
make a selection. Offeror Is responsible for any costs incurred to
participate in an interview.

ADDITIONAL INVESTIGATIONS: City may conduct additional investigations
needed to determine the competence or financial stability of any Offeror.

BEST AND FINAL OFFERS: City may request best and final offers and will
determine the scope and subject of any best and final request.