fleet management and maintenance service

Fleet Management and Maintenance Services Request for Proposal of 41

COUNTY OF CULPEPER

RFP NO. SO-09-1601

REQUEST FOR PROPOSALS

FOR

FLEET MANAGEMENT AND MAINTENANCE

SERVICE

December 2, 2008

101 S. West Street, Suite 300 Culpeper, Virginia 22701


TABLE OF CONTENTS

INVITATION TO SUBMIT PROPOSAL LETTER

NOTICE OF PROPOSAL LETTING

SECTION 1: INTRODUCTION

SECTION 2: BACKGROUND

SECTION 3: GENERAL REQUIREMENTS AND INFORMATION

SECTION 4: SPECIAL TERMS AND CONDITIONS

SECTION 5: STANDARD CONTRACT INFORMATION

SECTION 6: COSTING METHOLOGY

SECTION 7: EVALUATION AND PROPOSER SELECTION


SECTION 9: SCHEDULES AND EXPLANATION OF RFP EVENTS

SECTION 10: SPECIAL REQUIREMENTS

SECTION 11: PROPOSAL FORMAT AND CONTENT


ATTACHMENT A: LUBRICATION & PREVENTATIVE MAINTENCE CHECKLIST EXHIBIT A: SHERIFF’S VEHICLES LIST

EXHIBIT B: INSURANCE CHECKLIST


INVITATION TO SUBMIT

REQUEST FOR PROPOSAL FOR

FLEET MANAGEMENT AND MAINTENANCE SERVICES

RFP # SO-09-1601

Dear Proposer: The Culpeper County Sheriff’s Office is requesting the submittal of REQUEST FOR PROPOSAL (RFP) from qualified VENDORS interested in providing a FLEET

MANAGEMENT AND MAINTENANCE SERVICE for the Culpeper County Sheriff’s Office vehicles fleet. You are invited to submit a proposal. Please structure your proposal in accordance with the requirements and specifications outlined in this Request for Proposal. Any deviations, additions or deletions should be so noted. Your proposal should address the issues and requirements in order as outlined on the following pages. One (1) original and three (3) copies of your and any supporting documentation must be received by 2:00 P.M., on January 6, 2009. PROPOSALS RECEIVED AFTER THIS TIME AND DATE WILL NOT BE CONSIDERED. A mandatory pre-proposal conference will be held at 10:00 a.m., December 12, 2009. The purpose of this conference is to allow potential proposers an opportunity to present questions and obtain clarifications on the specifications and requirements of the Proposal. Minutes of the pre-proposal conference will not be recorded or published. Culpeper County reserves the right to reject any and all proposals and to waive any informalities or irregularities in procedure. Proposals shall be submitted in a sealed envelope, addressed as follows: Culpeper County Procurement Department Attn: Procurement RFP SO-09-1601 Fleet Management & Maintenance Services 101 S. West Street, Suite 300 Culpeper, Virginia 22701 Sincerely, Alan H. Culpeper, CPPO, VCO Director of Procurement


COUNTY OF CULPEPER PROCUREMENT DEPARTMENT

NOTICE OF PROPOSAL LETTING

RFP Specification and Contract Number: SO-09-1601

Proposal Title: Fleet Management and Maintenance Service

Submission Deadline: 2:00 P.M. Tuesday, January 6, 2009

Pre-Proposal Meeting: Friday, December 12, 2008, at 10:00 am at the Culpeper County Administration Building in the Board of Supervisors meeting room, 302 N. Main Street, Culpeper, Virginia 22701 PLEASE MARK THE RETURN ENVELOPE:

1. Proposal Due Date and Time

2. Title of Proposal

3. RFP Number

RETURN PROPOSALS TO:

Culpeper County Procurement Office

ATTN: Procurement Department

101 S. West Street, Suite 300

Culpeper, Virginia 22701

PROPOSALS SUBMITTED LATE, BY FAX OR E-MAIL WILL NOT BE ACCEPTED

Please return the entire document intact.


SECTION 1: INTRODUCTION

RFP OVERVIEW The County of Culpeper is requesting the submittal of REQUEST FOR PROPOSAL (RFP) from qualified VENDORS interested in providing a Fleet Management and Maintenance Services for Sheriff Vehicles for the County of Culpeper. Please structure your proposal in accordance with the requirements and specifications outlined in this Request for Proposal. Any deviations, additions or deletions should be so noted. Your proposal should address the issues and requirements in order as outlined on the following pages.

SCOPE OF SERVICE The Proposer shall provide scheduled preventive maintenance, remedial repairs, towing, parts inventory acquisition and management, and other associated fleet management services required to ensure the continuity of effective and economical operation of Sheriffs vehicles listed in Exhibit A. The Proposer will furnish all necessary supervision, labor, parts, supplies and sub-contract work required to maintain the fleet in a state-of-repair and service consistent with generally accepted industry fleet practices and as more specifically defined in this RFP. The Proposer will effectively manage the fleet assets of the County and implement a life-cycle costing program for the Sheriff’s fleet management. Based upon APWA guidelines the proposal will describe how these goals shall be accomplished.

In addition, the Proposer will provide and maintain a permanent, detailed, automated record system for each vehicle and vehicle category in order to provide a basis for optimum fleet management and provide detailed maintenance and operating information for the Sheriffs Office. The Proposer will provide a qualified, experienced individual who will reside in the area and serve as General Manager of the Operation, responsible for day-to-day operation of all divisions of the maintenance system in an efficient and effective manner. A mandatory pre-proposal conference will be held at 10:00 a.m., December 12, 2009. The purpose of this conference is to allow potential proposers an opportunity to present questions and obtain clarifications on the specifications and requirements of the Proposal. Minutes of the pre-proposal conference will not be recorded or published.

END OF SECTION 1

Fleet Management and Maintenance Request for Proposal of 41

SECTION 2: BACKGROUND

The Culpeper County Sheriffs Office currently operates a total fleet of approximately 84 vehicles (see Exhibit A) for subject list of vehicles. This Request for Proposal (RFP) is intended to secure the services of an experienced Proposer to provide vehicle fleet management and maintenance services for the Culpeper County Sheriff’s Office. COUNTY’S INTENT

It is the intent of County of Culpeper to procure the services of an experienced Proposer who will assume responsibility for the management/maintenance and repair of the Sheriff’s vehicle fleet, and to perform other functions routinely associated with the efficient management of the Sheriff’s fleet. The goals of this procurement include:

• Reduced overall fleet maintenance cost.

• Improved vehicle and equipment availability.

• Increased overall fleet operating efficiencies including a reduction in capital expenditures for fleet assets.

• Improved services offered to the Sheriff’s Office using fleet vehicles by professionalizing

the total fleet function. The Sheriff’s Office is particularly interested in the following maintenance performance:

1. Vehicle and equipment availability with limited downtime is a top priority due to lack of redundancy in the fleet

2. A four (4) hour downtime is the maximum for the light fleet classification for standard

Preventive Maintenance (PM) 3. PM scheduling and completion performance.

4. Unscheduled repair performance.

5. Parts availability

6. Quality of work

7. Quantity of work

8. Road call performance: 24 hours a day/7days a week

Substantial deviations from the minimum requirements of this RFP and the Statement of Work may cause disqualification from further consideration at the discretion of the County.


FACILITIES Work shall be performed at the Proposer’s facility located within the County of Culpeper, Virginia. To determine the capabilities of the Proposer the County may elect to visit/inspect the Proposers facility. The Proposer shall have a clean facility with suitable equipment to perform the work requirements of the contract.

END OF SECTION 2


SECTION 3: GENERAL REQUIRMENTS AND INFORMATION

PREVENTIVE MAINTENANCE

A preventive maintenance (PM) program will be established for all Sheriff’s vehicles and equipment that are the responsibility of the Proposer. The PM program will be designed in accordance with recognized industry standard fleet management practices and will meet the terms and conditions necessary to comply with the Original Equipment Manufacturer's (OEM) specifications, or other specific warranties and recommendations. At a minimum, the Proposer must perform a preventive maintenance inspection on each vehicle and piece of equipment every 4,000 miles or three months of service, whichever occurs first. Although subject to change as agreed by the Proposer and the Culpeper County Sheriff’s Office, the PM work will meet the following minimum requirements:

PREVENTIVE MAINTENANCE SCHEDULES

PM – A Perform items 1-17 every four thousand (4,000) miles or three (3) months,

whichever comes first.

1. Check Safety checklist items 2. Inspect, service and repair all interior lights 3. Inspect, service, and refill fluid levels of coolant, windshield washer solvent,

transmission, differentials, power steering units and brake fluid 4. Inspect, service, and repair battery, charging system terminals, cables and box 5. Inspect, service, and repair heating/air conditioning system 6. Inspect, service, and repair frame, cross members and body joints 7. Inspect, service, and repair operation of the engine starting circuit 8. Inspect, service, and repair drive shaft, U-joints, and CV joints and boots 9. Inspect, service, and repair any oil, fuel, coolant or other fluid leaks 10. Inspect, service, and repair air and emissions filters, and valves as needed, or

within (OEM) guidelines 11. Inspect, service, and repair hoses, clamps, and belts; replace if needed 12. Inspect, service, and repair operation of all gauges 13. Inspect, service, repair and lubricate all grease points on chassis, hinges,

locks, suspension, hydraulic systems, etc. 14. Inspect, service and change engine oil and filter 15. Inspect, service, and repair tires. Replace tires at 5/32 inch tread life. All

non-patrol vehicles at 3/32 inch tread life 16. If the Proposer is qualified and equipped. Inspect, service and repair

beam/ray, shotgun rack, siren, and emergency equipment, etc. 17. Inspect, service, and replace air cleaner as necessary


PREVENTIVE MAINTENANCE SCHEDULES

PM – B Perform items 1 – 10 every thirty thousand (30,000) miles or twelve (12)

Months, whichever comes first.

1. Perform PM – A 2. Inspect, remove, clean, repair or replace, and repack wheel bearings and

spindles 3. Inspect, service, and repair transmission, which includes but is not limited to,

adjustment, fluid and filter change as required 4. Inspect, service, and repair front end alignment 5. Inspect, service, repair and tune engine to include, but not limited to

replacement of spark plugs, ignition wires, distributor cap, rotor, and any other items necessary for a complete tune-up (if so equipped)

6. Drain, flush, and replace differential gear lubricant (limited slip differentials must have special lubricant added.)

7. Inspect, service, repair, and perform complete diagnostic engine analysis, including Electronic Control Module and all related sensors and control devices. (Printout analysis must be attached to work order and retained in vehicle file.)

8. Drain, flush, and replace engine coolant (ethylene glycol) 9. Remove all wheels; inspect all brakes (replace linings/pads, rotors/drums at

manufacturer’s recommended specifications), measure drums and rotors (measurements must be noted on work order), replace all seals, etc. NOTE: Every brake job shall include a new brake hardware kit, which includes springs, hold-downs, rollers, etc.

10. Inspect, service and repair interior, seats, knobs, doors, carpet, switches, headliners, etc.

SCHEDULING

PM activities should interfere minimally with the operator’s normally required work schedule. Therefore, vehicle and equipment PM’s should be scheduled at times mutually agreed upon by the Proposer and the Sheriff’s Office. The Proposer shall develop and provide an automated PM schedule to the Culpeper County Sheriff’s Office with sufficient lead-time that the Sheriff’s Office can give ten (10) working days notice to the vehicle user. PM schedule notification, referencing the unit number, shall be provided in writing to the designated Sheriff’s Office Representative. The Proposer will be responsible for contacting the Sheriff’s Office regarding vehicle PM scheduling. The designated Sheriff’s Representative, and the vehicle and equipment operators will be responsible for keeping scheduled appointments for preventive maintenance. Proposers are asked to include in their Proposals policies regarding PM appointments missed by the vehicle operators. The County reserves the right to request routine oil changes and minimum inspections at third party shops in the event of excessive downtime. A purchase order will be issued by the Proposer for such service upon request. The service rendered will be incorporated into the fleet tracking database, and become a permanent record for that vehicle’s service history.

PERFORMANCE

The timely performance of preventive maintenance is obligatory upon the Proposer for all fleet vehicles. It is the Proposer’s responsibility to schedule, notify and perform the


scheduled preventive maintenance in a time frame that minimizes fleet downtime. Fleet downtime for Sheriff vehicles shall not exceed four (4) hours if the vehicle is delivered to the shop in the designated time frame as requested by the Proposer for PM-A and PM-B schedules.

ANNUAL INSPECTION

The Proposer shall inspect all Sheriff’s vehicles in the fleet annually. Vehicles deemed beyond normal service life, as defined by the Sheriff’s Office will be transferred out of the fleet, or, at the County’s request will be repaired .

REPAIRS

The Proposer shall make specific repairs to vehicles and equipment that are identified through PM, by users, and by breakdown or malfunction. Repairs shall be made as required within the criteria of good fleet maintenance.

MAJOR COMPONENT FAILURE

Major components that may require replacement or overhaul during the contract term, i.e. engines, transmissions, and differentials or any component with a replacement cost of $1,000.00 or more shall be considered to be serviced as defined by the Sheriff’s Office.

ROAD CALLS

The Proposer shall provide emergency road service calls, including towing service, for vehicles in the Sheriff’s Office fleet. The Proposer shall have persons on call to expeditiously handle vehicle breakdowns. The Proposer shall tow any County-owned or leased vehicle requiring service, regardless of whether or not the cause is an authorized repair or another incident. An authorized mechanic shall make the road call within two (2) hours of receiving the call.

QUICK FIX

The Proposer shall provide a Quick Fix function for minor repairs of less than a one-hour duration when the vehicle operator chooses to wait for the service. Vehicles repaired under Quick Fix are to be moved to top priority. Example quick fix repairs include fluid replenishing, windshield wiper service, and headlight replacement. PM’s will not be conducted as a Quick Fix function.

WARRANTY

The Proposer shall administer all warranties, both for vehicles and parts, associated with management of this fleet. Such work will be reimbursed directly to the Proposer by the equipment manufacturer and the County will not be charged for such work. Payments and adjustments received by the Proposer for warranty work shall be credited to the County’s account.


RE-WORK

The Proposer shall track and identify multiple repairs for the same deficiency on the same vehicle (re-work) and shall not include in the monthly statement costs for re-work occurring before the scheduled time after the original repair. Such re-work labor costs will be calculated and reimbursed to the County. The Proposer’s guidelines for re-work shall be the lesser of:

a. Engine overhaul - 6 months or 6,000 miles b. Brake overhaul (non-patrol vehicles)-12 months or 6,000 miles c. Tune up - 12 months or 6,000 miles d. General Repair (excluding electronic components)-12 months or

6,000 miles

These minimum standards may be adjusted by the Proposer to reflect the Sheriff’s Office fleet composition. Any adjustments should be clearly stated in the Proposer’s proposal to the County.

OUTSIDE REPAIRS The Proposer shall be responsible for arranging and managing the conduct of outside

Repairs that cannot be performed economically or expeditiously within the Proposers facility; and shall be responsible for continued review of the need for specific outside repairs as opposed to performing in-house facility repairs. An example of these outside repairs may include, but not limited to bodywork, painting, glass replacement, or radiator work. All responsibility including paperwork, invoicing, quality control, vehicle movement, vehicle security etc. shall be the Proposers responsibility. Outside Repairs shall have a mark-up of no more than 15%.

VEHICLE PREPARATION AND DISPOSAL

The Proposer shall prepare newly acquired vehicles for service. Preparation shall include inspections, installation of special equipment (if qualified and equipped to do so), and coordination of radio installation. Vehicles to be sold by the County shall be prepared for disposal by the Proposer. Preparation shall include removal of tags, decals and special equipment, and other paper work. When a vehicle is taken out of operation and listed as County surplus the Proposer shall notify the Culpeper County Procurement Department. The disposal of surplus vehicles shall adhere to the Culpeper County Purchasing Resolution. Proposer shall assist the County Procurement Department with vehicle(s) disposal when necessary. Proposers should prepare and submit a four (4) year fleet replacement analysis, to be incorporated into the Sheriff’s Office Capitol Improvement Plan.

ACCIDENTS

The Proposer shall be responsible for processing accident repairs including appraisals, obtaining repair bids, transportation of vehicle to/from repair site, repair quality and timeliness, and shall be responsible for administration. The Proposer shall obtain at least three (3) competitive bids for each accident repair. Proposer shall coordinate insurance settlement with the Culpeper County Risk Management Department.


VEHICULAR SERVICES

FLEET VEHICLES

The Proposer shall be responsible for maintaining all Sheriff’s Office fleet vehicles.

FUEL

The Sheriff’s Office will be responsible for fueling charges to all Sheriff vehicles and equipment.

TIRES

The Proposer shall repair, replace tires as required, as directed by the Culpeper County Sheriff’s Office. PARTS SUPPLY

The Proposer shall furnish all parts and supplies necessary to maintain and repair vehicles and equipment. Parts installed by the Proposer shall meet OEM specifications, and shall be warranted accordingly. Parts installed on vehicles and equipment shall be identified by part number and cost on the work order for the appropriate assignment. Mark-up on parts shall be no more than 15%.

Receipts shall be required to show said mark-up percentage.

The fleet management shall monitor parts usage on the Sheriff’s fleet. At a minimum, the electronic system shall be capable of generating a complete history usage of replacement parts. Proposers shall describe their purchasing ability to provide a volume purchasing program(s), and plans to utilize local vendors and suppliers, as appropriate, in their Proposals to the County.

FLEET MANAGEMENT INFORMATION SYSTEM

The Proposer will own, install, implement and maintain all hardware and software necessary for an electronic record keeping and reporting system for all services being contracted. The information system shall provide records of all repairs and servicing activities performed for each vehicle or piece of equipment.

The Proposer’s Management Information System (MIS) must be a multi-user system

capable of integrating all information pertaining to inventory, maintenance, repair, personnel, asset management, etc. The Proposer must allow the County on-line read-only access to their MIS and the data contained therein.

Proposers should include in their Proposals to the County a complete description of the Proposer’s MIS, including sample reports, hardware requirements, staffing plan to input and maintain MIS data, corporate MIS support programs and personnel, training and orientation programs, and system configuration. The County may, at its discretion, request a real-time demonstration of the Proposer’s proposed fleet MIS, as part of the oral presentations or visits to the Proposer’s other existing fleet management sites prior to contract award.


REPORTING

The following minimum requirements for reporting and record keeping will be in effect

for the term of the contract. Proposers are asked to submit, as part of their Proposals to the County, any additional reporting methodologies they would recommend acting in the best interest of the County and the management/maintenance of the Sheriff’s fleet.

RECORDS

Upon prior notice to the Contract Project Manager, the Proposer shall provide the

Sheriff’s Office authorized Representative(s) access at all reasonable times to all electronic and hard data, Fleet Management Information System books, records, correspondence, instructions, plans, drawings, receipts, vouchers, and memoranda of every description related to the Proposer’s fleet management and maintenance services for the Sheriff’s Office, and shall provide to the authorized Representative(s) cost verification for work.

FILES The Proposer shall maintain a complete file of service manuals, service bulletins, lubrication charts and other information needed to properly service and repair the fleet vehicles of the Sheriff’s Office. A hard copy history folder shall be maintained by the Proposer for each vehicle. This folder will contain, in chronological order, all work orders generated on the vehicle. The folder shall also contain the vehicle’s make, model, year, Vehicle Identification Number (VIN), and unit number along with invoice information. Information will be updated monthly, and in no instance, shall be older than 45 days. Current files of the Sheriff’s Fleet Vehicle history will be supplied to the Proposer by the Sheriff’s Office. All electronic data shall be owned by the County and made available to the County’s authorized Representatives at any time during the contract. The software shall be owned by the Proposer. WEEKLY REPORT The Proposer shall generate a weekly report for delivery to the Sheriff’s Office before noon each Monday. The weekly report shall be in memo format and shall include from the previous week’s activity:

a. A listing of vehicles not delivered for a scheduled PM. The listing shall include the assignee’s name if known.

b. Repair activity. c. A status report on vehicles that failed the maximum four (4) hours of downtime for scheduled PM-A’s and PM- B’s. d. A status report on vehicles out of service for more than seven (7) days. e Number of work orders processed.


f. Number of re-work work orders, and total shop time devoted to re-work (to be credited to the County).

g. Summary Work Order with detailed cost figures for each vehicle repaired. h. Fleet Readiness/Availability statistical information, as a percentage of the overall

Sheriff’s fleet.

MONTHLY REPORT

The Proposer shall provide a consolidated monthly management report to be delivered to the Culpeper Sheriff’s Office on or before the 10th calendar day of the month following the reporting period. This report shall include, but not be limited to:

a. Maintenance costs for the month . b. Costs for accidents . c. Discovery or indication of abuse by the vehicle user in excess of normal wear and tear. e. Number of service calls. f. Number of vehicle PM’s scheduled/completed. i. Downtime and in total. f. Cumulative records of sub-contracted work. g. Total labor hours expended.

h. Total parts cost.

j. Problem/accident summary.

ANNUAL PERFORMANCE REPORT

The Proposer shall provide the Sheriff’s Office with a written annual performance report which summarizes the year’s activity, within thirty (30) days following the end of the contract year. The annual performance report should include yearly data for those categories presented in the monthly reports, as well as any additional performance information the Proposer believes should be included. Proposer should be prepared to present this report to the Sheriff’s Office upon request from the County. Proposers should include as part of their Proposals to the County, a copy of an example annual performance report.

DIRECTED WORK

The County or its designee may direct the Proposer to perform additional tasks (i.e. tasks not related to ongoing and normal operations) under this Contract. The Proposer shall perform such assignments in accordance with an agreed to schedule and level of effort. Such directed and services shall be provided at the rates stated in the Proposers response to this RFP and with the terms and conditions stated in this RFP.


SERVICES FOR OTHER COUNTY DEPARTMENTS

With the written approval of the County Procurement Department the Proposer may respond to calls from other County departments to provide the specified services. All services shall be provided at the rates stated in the Proposers response to this RFP and with the terms and conditions stated in this RFP. The Sheriff ’s Fleet vehicles shall remain priority number one over other County vehicles.

END OF SECTION 3


SECTION 4: SPECIAL TERMS AND CONDITIONS

FLEET MANAGEMENT INFORMATION SYSTEM

The Proposer will own, install, implement and maintain all hardware and software necessary for an electronic record keeping and reporting system for all services being contracted. The information system shall provide records of all repairs and servicing activities performed for each vehicle or piece of equipment.

The Proposer’s MIS must be a multi-user system capable of integrating all information pertaining to inventory, maintenance, repair, personnel, asset management, etc. The Proposer must allow the County on-line read-only access to the MIS and the data contained therein. The Proposer’s MIS must be completely Year 2000 compliant. Respondents should describe the ongoing MIS support that will occur throughout the contract.

Respondents should include in their Proposals to the County a complete description of the Proposer’s MIS, including sample reports, hardware requirements, staffing plan to input and maintain MIS data, corporate MIS support programs and personnel, training and orientation programs, and system configuration. The County may, at its discretion, request a real-time demonstration of the Proposer’s proposed fleet MIS, as part of the oral presentations or visits to the Proposer’s other existing fleet management sites prior to contract award.

.VALUE-ADDED SERVICES

EMERGENCIES

The Proposer shall mobilize the shop and provide repair and maintenance services for the duration of emergency situations. Such service shall include adequate staffing to ensure continued vehicle operations at a level determined to be required by the County. Costs incurred during emergency situations are not to be included in the cost target. Respondents are required to describe the invoicing for emergency services in their Proposals to the County. Respondents are encouraged to cite references regarding the Proposer’s ability to respond during emergency situations.

PURCHASES

The Proposer shall assist the County in preparing purchase specifications for additional or replacement vehicles and service equipment as needed. In addition, the Proposer shall assist the County with inspections and assessments of used vehicles and equipment under consideration for purchase or lease. The Proposer shall identify and nominate for the County’s purchase, other equipment that will reduce the cost of maintenance and/or improve the quality of vehicular services. The Proposer will assist the County n an ongoing fleet replacement schedule, to be utilized in the County’s Capitol Improvement Plan. This schedule will be prepared in conjunction with the Purchasing Department, based on user department needs respondents should include in their Proposals, any available leasing assistance the respondent can provide the County as part of the contract for fleet management services.

DIRECTED WORK The County or its designee may direct the Proposer to perform additional tasks (i.e., tasks not related to


ongoing and normal operations) under this Contract. The Proposer shall perform such assignments in accordance with an agreed to schedule and level of effort. Cost of such assignments shall not be included in the cost target. Respondents are to include in their Proposals the invoicing for such directed work.

INVESTIGATIONS

The Proposer shall support the County with technical investigations related to the automotive fleet. Such investigations may support accidents, fire, or other issues of a technical nature.

WASTE

The Proposer shall be responsible for and shall propose/retain vendors for the disposal of all trash and other wastes generated during the course of the Contract. The Proposer shall maintain records on all hazardous chemicals and other hazardous waste. The records shall contain the materials' origin, use, transportation, and ultimate distribution and disposal. All disposals shall be in accordance with current County, State and Federal laws and EPA regulations. The Proposer shall provide training and management for employees working with and handling hazardous materials, in accordance with laws and EPA regulations. The Proposer will provide a written Hazard Communication Program. The Proposer shall hold the County free of liability for all actions of the Proposer relating to waste disposal. Respondents should include in their Proposals to the County a description of their qualifications to handle waste streams generated as a part of normal County fleet maintenance.

STAFFING PROVISIONS The Proposer shall have the responsibility for selecting adequate personnel to perform the services necessary to achieve the goals of this contract. The Proposer shall be required to perform pre-employment drug testing for all proposed Proposer employees.

END OF SECTION 4


SECTION 5: STANDARD CONTRACT INFORMATION

PROPOSER’S GENERAL MANAGER

The Proposer’s General Manager shall have proven managerial experience managing and maintaining municipal fleets and/or fleets of similar composition. Nominee(s) for General Manager shall be presented to the County for specific approval, preceded by resumes.

CONTRACT TERM

The duration of the Contract will be from February 1, 2009 to January 31 2010, for twelve (12) months. Further, this Contract may be renewed, expanded and extended by mutual agreement for four (4) one (1) year renewal periods, provided that the funds for subject contract are available and an operating budget is approved by the County and Proposer and that the Proposer has established a satisfactory record of performance. PROPOSERS RELATIONSHIP TO THE COUNTY

Proposer as Independent Proposer

Nothing in this Service Agreement shall create, or be deemed to create, a partnership, joint venture, or the relationship of principal and agent or of employer and employee between Owner and Proposer. Proposer is to Owner an independent Proposer. Neither party shall exercise, nor have the right to exercise, control over the time, method, manner or means of the operations of the other, and the only obligations one party has to the other is as set forth in this Service Agreement.

Subcontracting

Proposer may subcontract services to be performed hereunder with the prior approval of the County, which shall not unreasonably withhold approval. No such approval will be construed as making the County party of, or to, such subcontract, nor shall approval be construed as subjecting the County to liability of any kind to any Sub-Proposer. No subcontract shall, under any circumstances, relieve the Proposer of its liability and obligation under this Contract; and despite such subcontracting the County shall deal through the Proposer, and Sub-Proposers will be dealt with as workmen and representatives of the Proposer. It is the Proposer’s responsibility to ensure that approved Sub-Proposers have achieved the same liability coverage as the Proposer.

County Representative(s)

Unless provided otherwise elsewhere in the Contract, the County may authorize representative(s) to act on behalf of the County on all matters relating to this Contract and/or services being performed hereunder. The representative(s) shall decide all questions which may arise as to the quantity, character and quality of services performed or to be performed pursuant to this contract. Inspection of Work

The Proposer shall furnish the County or authorized representative(s) with every reasonable opportunity to determine whether or not the work is performed in accordance with the requirements of the Contract. The County may appoint qualified persons to inspect the Proposer’s operations and equipment, and Proposer shall permit these authorized representative(s) to make such inspections at a reasonable time and place. The Proposer shall provide read-only access to all MIS data as an additional means for the County to inspect the Proposer’s work.


Proposer

Proposer shall mean the individual, partnership, or corporation (or legally authorized representative if the context so requires) who or which agrees, for a stipulated sum, to perform the work or service, or to furnish materials or equipment, or both, as set forth in a contract with the County of Culpeper. Contract

Contract shall mean an agreement executed by the County and the Proposer for the performance of the work and services, and the furnishing of materials or equipment, or both, as set forth in this Request for Proposal. The documents that will form the Contract include this "Request for Proposal," all attachments hereto, the winning Respondent’s "Proposal," and the subsequent "Contract Agreement." Contracting Officer(s)

Contracting Officer(s) shall mean the designated representative(s) of the County with the authority to direct and modify the Contract Agreement with the Proposer. Fleet Fleet shall mean all of the units listed in Attachment A as well as units that may be added to or deleted from the County fleet, subject to agreement by the Proposer and the County. Downtime

Downtime shall mean the percentage of time a piece of equipment is unavailable for use due to a need for repair or preventive maintenance work. Downtime is calculated as follows:

Number of hours unit is not available for use, divided by 24 Hours per Day

Downtime begins when a unit is brought to the garage for authorized repair work, or upon receipt of notification that a unit requires towing to the garage for authorized repair work. Downtime ends when the department to which the unit is assigned is notified that the unit is available for service. Downtime does not include the time to make repairs necessary as a result of vehicle abuse, accidents, warranty, vandalism, or Acts of God.

END OF SECTION 5


SECTION 6: COSTING METHOLOGY Target Cost Proposal The target cost proposal, which shall be the successful Proposer’s operating budget for each year of this contract, shall be included in the Proposer’s Proposal using the attached Cost Proposal Forms and shall include the following cost items: a. Personnel costs b. Parts/supplies/outside services c. Overhead expenses d. Administrative costs and management fees This target amount is to be a firm, fixed cost. Labor Costs

Personnel costs will include wages, salaries, fringe benefits, payroll taxes, mechanic and management costs. Parts/Supplies/Outside Services The Proposer will charge the County for parts, supplies, and outside services at no more that 15% of cost as the items or services are used, as reflected in the Proposer's repair orders. Overhead Expenses

Overhead expenses will include such items as office supplies, uniforms, bonding costs, copying costs and insurance. All overhead expenses will be invoiced to the County as they are incurred at the Proposer's net cost without markup.

Directed Work

Overtime and other County approved labor and material cost incurred by the Proposer in performance of emergency or other directed work shall not be included in the approved target, pursuant to the terms of the Contract. The County will not approve or reimburse the Proposer for overtime charges for work included in the target cost.

Additional Reimbursable Items

Costs incurred for unit repairs necessitated as a result of user abuse, vandalism, capital improvement and accident damage during the life of the contract, or major component failure during the first six (6) months of providing service hereunder, or to vehicles in excess of agreed upon life-cycle standards, will not be included in the computation of the cost of performance incentives, and will not be included in the approved target, and will be directly reimbursable by the County to the Proposer.

END OF SECTION 6



QUALIFICATIONS OF RESPONDENTS

The County may make such investigation as deemed necessary to determine the ability of a Respondent to furnish the required services, and the Respondent will furnish to the County all information and data for this purpose as the County may request. The County reserves the right to request a tour of qualified Respondents’ current fleet maintenance and management locations, prior to Contract award. The County reserves the right to reject a proposal if the evidence submitted by, or investigation of, such Respondent fails to satisfy the County that such Respondent is properly qualified to carry out the obligations of the Contract, and to deliver the equipment and services contemplated herein.

METHOD OF AWARD

The County will enter into contract negotiations with the highest-ranked Respondent based on the combined scores of the written proposal, any oral presentation, any site visitations, evaluation by the County.

PROPOSAL EVALUATION CRITERIA The County will use the following evaluation matrix to compare Respondents’ proposals, with the general evaluation categories and total possible score per category being as follows:

EVALUATION CRITERIA The following outlines the evaluation criteria:

1. Respondent’s performance in fleet management and maintenance services for other governmental entities or clients. Respondent must list years of experience in performing fleet management and maintenance services with fleets of comparable size to the County or other clients.

2. Respondent’s demonstrated successful experience in fleet evaluation and assessment.

3. Responsiveness to the RFP.

4. Approach to meeting the requirements of the Statement of Work (SOW) and satisfying the County’s goals as outlined in the INTENT section of this RFP.

5. Cost of the yearly cost budget and the proposed maintenance performance.

6. Understanding of the project. The Respondent’s perception of the issues to be

addressed in this project.

7. Qualification of Key personnel assigned to the project. Measured in terms of relevant experience of key personnel and their ability to execute the project.


END OF SECTION 7



SUPERVISION AND SAFETY

The awarded vendor shall be responsible for the supervision and direction of the work performed by his employees. The manager or crew leader shall have the authority to act as agent for the awarded vendor in his absence, and shall be fully qualified to implement the proposed specifications. The awarded vendor shall be responsible for instructing his employees in all safety measures. ACCIDENTS The awarded vendor will report to the County’s designated representative any and all accidents involving any property damage or personal injury immediately following said accident or discovery of accident damage. The County shall be indemnified and held harmless for each accident. DESIGNATED CONTACT The awarded vendor shall appoint a person or persons to act as a primary contact with the County. This person or back up shall be readily available during normal work hours by phone or in person, and shall be knowledgeable of the terms and procedures involved in this quote. PROPOSAL DEADLINE Proposal shall be submitted no later than the Proposal Deadline time and date. Proposers shall respond to the written RFP and any exhibits, attachments, or amendments. A Proposer’s failure to submit a proposal as required before the deadline shall cause the proposal to be disqualified. Proposers assume the risk of the method of dispatch chosen. The County assumes no responsibility for delays caused by any delivery service. Postmarking by the due date shall not substitute for actual proposal receipt by the County. Late proposals shall not be accepted nor shall additional time be granted to any potential Proposer. Proposals may not be delivered orally, by facsimile transmission, or by other telecommunication or electronic means. NONDISCRIMINATION No person shall be excluded from participation in, be denied benefits of, be discriminated against in the admission or access to, or be discriminated against in treatment or employment in the County’s contracted programs or activities on the grounds of disability, age, race, color, religion, sex, national origin, or any other classification protected by federal or statutory law; nor shall they be excluded from participation in, be denied benefits of, or be otherwise subjected to discrimination in the performance of contracts with the County or in the employment practices of the County’s Proposers. Accordingly, all vendors entering into contracts with the County shall, upon request, be required to show proof of such nondiscrimination and to post in conspicuous places, available to all employees and applicants, notices of nondiscrimination.


ASSISTANCE TO PROPOSERS WITH A DISABILITY Proposers with a disability may receive accommodation regarding the means of communicating this RFP and participating in this procurement process. Proposers with a disability should contact the County of Culpeper’s Purchasing Office to request reasonable accommodation RFP NUMBER The County has assigned the following RFP identification number – it should be referenced in all communications regarding the RFP SO-09-1601. COMMUNICATION REGARDING THE RFP Upon release of this RFP, all vendor communications concerning this procurement must be directed to the Procurement Department: Attn: Alan H. Culpeper, CPPO, VCO. Unauthorized contact regarding the RFP with other County employees may result in disqualification. All communications should be in writing to the Procurement Department. Any oral communications shall be considered unofficial and nonbinding on the County. Written comments, including questions and requests for clarification, must cite the subject RFP number. The Procurement Department must receive these written requests by the December 30, 2008. The County shall respond in writing to written communications. Such response shall constitute an amendment to the RFP. Only written responses to written communications shall be considered official and binding upon the County. The County reserves the right, at its sole discretion to determine appropriate and adequate responses to written comments, questions, and requests for clarification. The County shall fax, e-mail or mail copies of its written responses to written comments to only vendors who have clearly stated their intent to submit a proposal. REQUIRED REVIEW AND WAVIER OF OBJECTIONS BY PROPOSERS Proposers should carefully review this RFP and all attachments, for comments, questions, defects, objections, or any other matter requiring clarification or correction (collectively called “comments”). Comments concerning RFP objections must be made in writing and received by the Procurement Department no later than the Deadline for Written Comments detailed in this RFP. This will allow issuance of any necessary amendments and help prevent the opening of defective proposals upon which contract award could not be made. PROPOSAL SUBMITTAL All proposals must be submitted in a sealed envelope, addressed as follows by January 6, 2009 on or before 2:00 p.m. EST. Proposers shall submit proposal to the following address:

Culpeper County Procurement Department 101 S. West Street, Suite 300

Culpeper, VA 22701 Attn: Fleet Management and Maintenance Services, RFP # 2006-002


PROPOSAL PREPARATION COSTS The County of Culpeper will not be liable in any way for any costs incurred by respondents in replying to any part of this RFP. PROPOSAL WITHDRAWAL To withdraw a proposal, the vendor must submit a written request, signed by an authorized representative, to the Procurement Department. After withdrawing a previously submitted proposal, the vendor may submit another proposal at any time up to the deadline for submitting proposals. PROPOSAL AMENDMENT The County shall not accept any amendments, revisions, or alterations to proposals after the deadline for proposal submittal unless the County formally requests such, in writing. PROPOSAL ERRORS Proposers are liable for all errors or omissions contained in their proposals. Proposers shall not be allowed to alter proposal documents after the deadline for submitting a proposal.

INCORRECT PROPOSAL INFORMATION If the County of Culpeper determines that a Proposer has provided incorrect information either in the evaluation process or contract negotiations, and if the Proposer knew or should have known the information was materially incorrect, then that proposal shall be determined non-responsive, and the proposal shall be rejected. PROHIBITION OF PROPOSER TERMS AND CONDITIONS A Proposer may not submit the Proposer’s own contract terms and conditions in a response to this RFP. If a proposal contains such terms and conditions, the County, at its sole discretion, may determine the proposal to be a non-responsive counteroffer, and the proposal may be rejected. ASSIGNMENT AND SUBCONTRACTING The Proposer may not subcontract, transfer, or assign any portion of the contract without prior, written approval from the County of Culpeper. Each sub-Proposer must be approved in writing by the County of Culpeper. The substitution of one sub-Proposer for another may be made only at the discretion of the County and with prior, written approval from the County. Notwithstanding the use of approved sub-Proposers, the Proposer, if awarded a contract under this RFP, shall be the prime Proposer and shall be responsible for all work performed. RIGHT TO REFUSE PERSONNEL The County of Culpeper reserves the right to refuse, at its sole discretion, any sub-Proposers or any personnel provided by the prime Proposer or its sub-Proposers. PROPOSAL OF ALTERNATE SERVICES Proposals of alternate services (i.e., proposals that offer something different from that requested by the RFP) shall be considered non-responsive and rejected.


INDEPENDENT PRICE DETERMINATION A proposal shall be disqualified and rejected by the County if the price in the proposal was not arrived at independently without collusion, consultation, communication, or agreement as to any matter relating to such prices with any other Proposer, a County employee, or any competitor. The Proposer is prohibited from submitting more than one proposal. Submittal of more than one proposal shall result in the disqualification of the Proposer. The Proposer is prohibited from submitting multiple proposals in a different form (i.e., as a prime Proposer and as a sub-Proposer to another prime Proposer). Submittal of multiple proposals in a different form may result in the disqualification of all Proposers associated with a multiple proposal. Should any such prohibited action stated above be detected any time during the term of the contract, such action shall be considered a material breach and grounds for contract termination. INSURANCE The apparent successful Proposer will be required to provide proof of adequate worker’s compensation and general liability insurance coverage before entering into a contract. Additionally, the County may, at its sole discretion, require the apparent successful Proposer to provide proof of adequate professional malpractice liability or other forms of insurance. Failure to provide evidence of such insurance coverage is a material breach and grounds for termination of the contract negotiations. Any insurance required by the County shall be in form and substance acceptable to the County. The successful Proposer shall not commence work under this contract until all insurance requirements described below have been obtained and such insurance has been approved by the Owner. The County of Culpeper requires that they be listed on each of the insurance policies as an “additional insured”. This inclusion must appear on the certificates that are provided to the Owner. The insurance certificate shall include the following statement:

The County of Culpeper, Virginia is included as an additional insured with

respect to any claim, demand, suit or action brought against the County of

Culpeper and arising from or related to the performance of the contract to

which this certificate is attached.

No change or cancellation in insurance shall be made without thirty (30) days written notice to the Owner. Insurance coverage required in these specifications shall be in force throughout the contract term. Should any Proposer fail to provide acceptable evidence of current insurance within five (5) days of receipt of written notice at any time during the contract term, the Owner shall have the right to consider the contract breached and justifying the termination thereof. The insurance check list shall be returned with your proposal Exhibit B


LICENSURE Before a contract pursuant to this RFP is signed, the Vendor must hold all necessary, applicable business and professional licenses. The County may require any or all Proposers to submit evidence of proper licensure. CONFLICT OF INTEREST AND PROPOSAL RESTRICTIONS By submitting a proposal, the Proposer certifies that no amount shall be paid directly or indirectly to an employee or official of the County of Culpeper, Virginia as wages, compensation, or gifts in exchange for acting as an officer, agent, employee, sub-Proposer, or consultant to the Proposer in connection with the procurement under this RFP. Any individual, company, or other entity involved in assisting the County in the development, formulation, or drafting of this RFP or its scope of services which shall be considered to have been given information that would afford an unfair advantage over other Proposers, and said individual, company, or other entity may not submit a proposal in response to this RFP. RFP AMENDMENT AND CANCELLATION The County reserves the unilateral right to amend this RFP in writing at any time. The County also reserves the right to cancel or reissue the RFP at its sole discretion. If an amendment is issued it shall be provided to all vendors. Proposers shall respond to the final written RFP and any exhibits, attachments, and amendments. RIGHT OF REJECTION The County reserves the right, at its sole discretion, to reject any and all proposals or to cancel this RFP in its entirety. Any proposal received which does not meet the requirements of this RFP may be considered to be non-responsive, and the proposal may be rejected. Proposers must comply with all of the terms of this RFP and all applicable County laws and regulations. The County may reject any proposal that does not comply with all of the terms, conditions, and performance requirements of this RFP. DISCLOSURE OF PROPOSAL CONTENTS All proposals and other materials submitted in response to this RFP procurement process become the property of the County of Culpeper. Selection or rejection of a proposal does not affect this right. All proposal information, including detailed price and cost information, shall be held in confidence during the entire RFP process. Upon the completion of the evaluation of proposals, indicated by a contract award by the County, the proposals and associated materials shall be open for review by the public in accordance with Chapter 43 of the Virginia Public Procurement Act. By submitting a proposal, the Proposer acknowledges and accepts that the full contents of the proposal and associated documents shall become open to public inspection. CONTRACT TERMS AND CONDITIONS The contract between the County and the Proposer will follow the format specified by the County. However, the County reserves the right to negotiate with a successful Proposer provisions in addition to those contained in this RFP. The contents of this RFP, as revised and/or supplemented, and the successful Proposer’s proposal will be incorporated into and become part of the contract


Should Proposer object to any of the County’s terms and conditions, that Proposer must propose specific alternative language. The County may or may not accept the alternative language. RIGHT TO WAIVE MINOR IRREGULARITIES The County reserves the right to reject any and all proposals, to waive minor irregularities, consider minor variations to specifications that are clearly detailed, and to accept the lowest or best proposal combination which appears to be in the best interest of the County. No bidder may withdraw his bid for a period of forty-five (45) days after the date set for the opening thereof. The County also reserves the right to waive mandatory requirements provided that all of the otherwise responsive proposals failed to meet the mandatory requirements and/or doing so does not otherwise materially affect the procurement. This right is at the sole discretion of the County.

END OF SECTION 8


SECTION 9 SCHEDULES AND EXPLANATION OF RFP EVENTS. ISSUE OF RFP The County of Culpeper is issuing this RFP on December 2, 2008 DISABILITY ACCOMMODATION REQUESTS Proposers with a disability may contact the Procurement Department to arrange specific accommodations in order to be able to participate in the RFP process. PRE-PROPOSAL MEETING

A pre-proposal meeting will be held at Culpeper County Administration Building in the Board of Supervisors meeting room located at 302 N. Main Street, Culpeper, Virgiia 22701. The meeting is mandatory. All vendors are responsible for obtaining the necessary information from this meeting. WRITTEN COMMUNCIATIONS All communication concerning this RFP must be in writing to the Procurement Department. Written comments, including questions and request for clarification, must be received in written by December 30, 2008. SUBMISSION OF PROPOSAL ALL PROPOSALS MUST BE RECEIVED FOR REVIEW AND EVALUATION IN THE PROCUREMENT DEPARTMENT NO LATER THAN Tuesday, January 6, 2009, at 2:00 pm E.S.T. Proposals received after this deadline will not be accepted. The date and time will be recorded on each proposal. Proposals must be addressed and delivered to the address listed within this RFP package. A public log will be kept of the names of all Proposers that submit proposals NEGOTIATION CONTRACT WITH FINALISTS Contract negotiations will be finalized with the most advantageous Proposer in an expeditious manner. In the event that mutually agreeable terms cannot be reached, the County reserves the right to finalize a contract with the next most advantageous Proposer without undertaking a new procurement process. CONTRACT AWARD After review of the Evaluation Team report and recommendation, the Procurement Department will submit a formal recommendation to the Culpeper County Board of Supervisors. RFP FILES FOR PUBLIC INSPECTION The RFP file is open to the public for viewing after contract award.


RFP COORDINATOR The main point of contact for this RFP shall be as follows: Alan H. Culpeper, CPPO, VCO Director of Procurement 101 S. West Street, Suite 300 Culpeper, Virginia 22701 Telephone: 540-727-3488 ext. 3 Fax: 540-727-3486 Email: [email protected]

END OF SECTION 9


SECTION 10: SPECIAL REQUIREMENTS LOCATION AND WORK SPACE The work under this RFP is to be performed, completed, and managed by the County of Culpeper Sheriff’s Office. All work shall be performed in accordance with a schedule approved by the County’s project representative. CERTIFICATE OF INSURANCE Proposers must maintain during the life of the contract, all required insurance as within this RFP.

END OF SECTION 10


SECTION 11: PROPOSAL FORMAT AND CONTENT GENERAL PROPOSAL REQUIREMENTS The County of Culpeper discourages lengthy and costly proposals. Proposals should be prepared simply and economically and provide a straightforward, concise description of the Proposer’s capabilities to satisfy the requirements of this RFP. Emphasis should be on completeness and clarity of content. Proposers must follow all formats and address all portions of the RFP set forth herein providing all information requested. Proposers may retype or duplicate any portion of this RFP for use in responding to the RFP, provided that the proposal clearly addresses all of the County’s information requirements. Proposals must not contain extraneous information. All information presented in a Proposal must be relevant in response to a requirement of this RFP, must be clearly labeled, and, if not incorporated into the body of the Proposal itself, must be referenced to and from the appropriate place within the body of the Proposal. Any information not meeting these criteria shall be deemed extraneous and shall in no way contribute to the evaluation process. Proposals shall be prepared on standard 8 1/2" x 11" paper. Foldouts containing charts, spreadsheets, and oversize exhibits are permissible. All responses, as well as any reference material presented, must be written in English. All proposal pages must be numbered.

END OF SECTION 11


SECTION 12: EVALUATION AND PROPOSER SELECTION PROPOSAL EVALUATION PROCESS The evaluation process is designed to award the procurement not necessarily to the Proposer of least cost, but rather to the Proposer with the best combination of attributes based upon the evaluation criteria. The Procurement Department shall manage the proposal evaluation process and maintain proposal evaluation records. A Proposal Evaluation Team shall be responsible for evaluating proposals. All proposals shall be reviewed by the Procurement Department to determine compliance with basic proposal requirements as specified in this RFP. If the Procurement Director determines that a proposal may be missing one or more such requirements, the Proposal Evaluation Team shall review the proposal to determine:

1) if it meets requirements for further evaluation; 2) if the County shall request clarification(s) or correction(s); or 3) if the County shall determine the proposal non-responsive and reject it. 4) The Proposal Evaluation Team shall evaluate responsive proposals. 5) The County reserves the right, at its sole discretion, to request clarifications of technical proposals or to conduct discussions for the purpose of clarification with any or all Proposers. The purpose of any such discussions shall be to ensure full understanding of the proposal. Discussions shall be limited to specific sections of the proposal identified by the County and, if held, shall be after initial evaluation of Proposals. If clarifications are made as a result of such discussion, the Proposer shall put such clarifications in writing.

The Procurement Department shall open and present each Proposal to the Evaluation Team. AWARD PROCESS Following the finalist presentations and contract negotiations with the most advantageous Proposer, the Procurement Department shall prepare a Report containing the results from the proposal evaluation process to the Sheriff’s Office for consideration. Once the contract award has been approved by the County Board of Supervisors, the RFP files shall be made available for public inspection.

END OF SECTION 12


I. FLEET MANAGEMENT & MAINTENANCE OPERATION

Proposers must complete the following Cost Proposal Form. To: Alan H. Culpeper, CPPO, VCO, Director of Procurement, County of Culpeper We, the undersigned, propose to furnish Fleet Management and Maintenance Services to the Culpeper County, from

________________________________20__ at ________A.M. to

________________________________20__at _________P.M.,

Mondays through Fridays, excepting legal holidays, pursuant to the Award of the Contract with the “Notice for Request for Proposal” for the amount of $ __________________, as set out in the general categories below:

VEHICLES AND EQUIPMENT

CATEGORY COST Labor Cost $ ________________ Subtotal Cost $________________ Management/Service Fee $________________ TOTAL FIRST-YEAR COST TARGET $_________________

Mark up on Directed work no more than 15% ________% Mark up on Parts and Outside Services no more than 15% _ %

The price shall be required to be firm for the Contract period. The Award of the Contract will be made to the most responsive and responsible Proposer in accordance with the criteria outlined in Section 3 of this document to the Request for Proposal. The County of Culpeper reserves the right to reject any and all proposals, waive minor irregularities, consider minor variations to specifications that are clearly detailed, and to accept the lowest or best proposal combination which appears to be in the best interest of the County. The undersigned agrees, should this proposal be accepted, to execute the form of the Contract and present the same to the County of Culpeper within the (30) days after being notified of the awarding of the Contract.

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II. PROPOSERS INFORMATION

A. Year business established: ____________ B. Present business location(s) in the Culpeper County area:

INCLUDE address, phone number and contact name.

C. Customer references that can attest to your firm’s ability to provide the quality

products/services requested.

INCLUDE company name, company contact, address and phone numbers.

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D. The Culpeper County Sheriff’s Office requires lubrication & preventative

maintenance service be completed in 4 hours or less. Please state offered guaranteed turn-around time.

Guaranteed time for maintenance service: ________________________ E. Furnish business hours:

DAY BUSINESS HOURS

Sunday

Monday

Tuesday

Wednesday

Thursday

Friday

Saturday

F. Furnish a complete statement regarding materials and labor warranties offered. G. Qualifications: Describe your firm’s experience and qualifications as it relates to the

requirements of the Sheriff’s Office as outlined. Also, provide any additional information concerning your proposed approach to providing lubrication & preventative maintenance services, including used oil disposal methods. Identify any new and/or additional services your firm offers.

H. Describe how your approach, listed in Item G, would meet the needs of the County

and describe advantages the County would gain if your firm is selected to provide these services.

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ATTACHEMENT A

Lubrication & Preventative Maintenance Checklist

Culpeper County Sheriff’s Office Driver:_________________________________________ Vehicle Number:___________________ Mileage:_____________________ Date:________________ Ticket #:__________________ TIME IN:___________ TIME OUT:__________

PART SERVICE OK NEEDS

REPAIR

RADIATOR: Check for leaks. Fill to proper level.

BELTS: Check tension. Check for cracks.

FUEL SYSTEM: Start engine. Check for leaks. Check gas tank and lines for

leaks.

BATTERY: Fill to split rings. Clean top and terminals.

EXHAUST: Check for leaks, cracks, or smashed pipes.

AIR CLEANER: Check for filter replacement.

CRANKCASE: Drain and refill.

FILTERS: Change oil filter. Check gas filter for leaks.

ALL LIGHTS: Check headlights, tail lights, brake lights, turn signals, backup

lights, clearance lights, spotlight, dome light, dash panel, light

bar and indicator lights.

WIPERS: Check windshield wipers and blades.

CAB INTERNAL: Check windows, doors and door locks, steering wheel, gear

shift, gas, brake and emergency brake. Check mirror mounting

and outside mirror operation. Check seat condition and

operation.

SUSPENSION: Check frame, shocks, springs, sway bars, steering gear. Check

engine and transmission mounts for damage.

TRANSMISSION: Check for leaks, check fluid level, fill if necessary.

DIFFERENTIAL: Check for leaks. Pull plug, check fluid level.

DRIVE SHAFT: Check for damage. Check CV shaft and boots.

TIRES: Check pressure. Check for damage and wear.

INSPECTION STICKER: Note if due.

LUBRICATION: Lubricate all fittings.

ENGINE LEAKS: Note all leaks.

POWER STEERING: Check steering for fluid and leaks.

Note repair recommended in the space provided below (Use additional sheets if necessary.)

__________________________________________________________________ Return this completed form with the invoice to the Culpeper County Sheriff’s Office within

seven (7) working days.

END OF ATTACHEMENT A


EXHIBIT A

SHERIFF’S VEHICLE LIST The attached vehicle and equipment list should be used by all Respondents to determine their proposed costs to provide comprehensive fleet management and maintenance services to the County of Culpeper, Virginia as described in the requirements of this RFP. NOTE: This vehicle and equipment list should be used as a guideline for determining the types of maintenance that will be required on the different vehicles and equipment that the County must maintain. The list may not be l00% accurate. It should be used as a guide for estimating the different maintenance requirements for the County. Respondents are responsible for determining an accurate fleet inventory.

Quantity Year Make/Model 4 1998 Ford Crown Victoria’s 3 1998 Ford Crown Victoria’s 5 2000 Ford Crown Victoria’s 1 2000 Ford Explorer 4x4 1 2001 Chevy Sedan 1 2001 Dodge 2 2001 Harley Davidson’s 5 2001 Ford Crown Victoria’s 2 2002 Ford Crown Victoria’s 1 2002 Yamaha Motorcycle 9 2003 Ford Crown Victoria’s 10 2004 Ford Crown Victoria’s 15 2005 Ford Crown Victoria’s 2 2006 Ford Crown Victoria’s 1 2006 Dodge Charger 6 2007 Ford Crown Victoria’s


4 2007 Chevy Impalas 2 2008 Ford Crown Victoria’s 1 2008 Dodge Sedan


EXHIBIT B

INSURANCE CHECKLIST

VEHICLE – FLEET MANAGEMENT AND MAINTENANCE SERVICES

Items marked “X” are required to be provided if award is made to your firm.

Required Coverage Required Limits

(figures denotes minimum) X 1. Worker’s Compensation 1. Statutory Limits of the

and Employers’ Liability; Commonwealth of VA Admitted in Virginia Yes

Employers’ Liability $100,000/$500,000/$100,000 All States Endorsement Statutory USL & H Endorsement Statutory Voluntary Compensation Endorsement Best’s Guide Ration-A-VIII or better, or its equivalent

_X 2. Commercial General Liability 2. $1,000,000 CSL Each Occurrence

General Aggregate $2,000,000 Products/Completed Operations $2,000,000 Personal and Advertising Injury $1,000,000 Fire Legal Liability $50,000 Per Occurrence Best’s Guide Rating-A-VIII or

better, or its equivalent

X 3. Automobile Liability 3. $1,000,000 Combined

Owned, Hired, Borrowed & Non-owned Single Limit Bodily Motor Carrier Act End. Injury and Property Best’s Guide Rating-A-VIII or Damage Each Occurrence better, or its equivalent X 4. County named as additional insured

on Auto and General Liability Policies. (This coverage is primary to all other coverage the County may possess and must be shown on the certificate.)

X 5. 30 day written cancellation notice required, 15 day cancellation notice required for non-payment to

Culpeper County– Ref. Code of Virginia Section 38.2-231. Also, the words

“endeavor to” and “failure to mail such notice”

clause shall be removed from the cancellation notice. X 6. The Certificate must state Bid No. PC-09-0801 and Bid

Title: Tree Trimming & Removal Services

X 7. Contractor shall submit Certificate of Insurance within five

business days from notification of award.

X 8. The Certificate Holder should be listed as: Culpeper County, c/o Purchasing Department,

101 S. West Street, Suite 300, Culpeper, VA 22701.

OFFEROR STATEMENT

We understand the Insurance Requirements of these specifications and will comply in full if awarded this contract.

____________________________________________________________ FIRM ____________________________________________________________ SIGNATURE

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Culpeper County Purchasing Customer Service Survey

How did you hear about or receive this solicitation? SO-091601

Local Culpeper newspaper Construction Journal Culpeper County Website Construction Data E-VA E-Mail notification, Culpeper County VA Dept. of Minority Business Posting on Public Bulletin Board Culpeper County Purchasing Dept. Internet: ____________________ Other: __________________________________________________________ Please indicate how you score us on your level of satisfaction with the following items: Our responsiveness to you in receiving this solicitation? Excellent Good Average Fair Poor The courtesy you received from the purchasing staff? Excellent Good Average Fair Poor Your overall experience with our performance during this request solicitation? Excellent Good Average Fair Poor In your observation as a vendor, how can we improve the purchasing process? ________________________________________________________________________

________________________________________________________________________

Any other comments/suggestions? ________________________________________________________________________

________________________________________________________________________

Optional:

Name: ________________________Company/Firms: ___________________________

Address: ______________________ E-Mail:___________________________________

______________________ Telephone: ________________________________

Thank you for your response. Please return this survey to the Culpeper County Procurement Department either with

your Bid/Proposal, or e-mail at [email protected] , fax (540) 727-3486, or Procurement Department

101 S. West Street, Suite 300 Culpeper, Virginia 22701

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fleet management and maintenance service

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