HomeMy WebLinkAboutContracts & Agreements_81-2021AGREEMENT TO PERFORM NON-PROFESSIONAL SERVICES FOR
EQUIPMENT AND SUPPLIES
This agreement for the provision of onsite fleet maintenance and repair services
(` Agreement") is made and entered in this 1st day of June, 2021 ("Effective Date"), by and
between the City of Redlands, a municipal corporation ("City") and Southern California Fleet
Services, Inc. a California corporation ("Contractor '). City and Contractor are sometimes
individually referred to herein as a `Party' and, together, as the `Parties. In consideration of the
mutual promises contained herein, City and Contractor agree as follows:
ARTICLE 1 — ENGAGEMENT OF CONTRACTOR
1.1 City hereby engages Contractor to perform onsite fleet maintenance and repair services for
City (the `Services").
1.2 The Services shall be performed by Contractor in a professional manner, and Contractor
represents that it has the skill and the professional expertise necessary to provide the
Services to City at a level of competency presently maintained by other practicing
professional Contractors in the industry providing like and similar types of Services.
ARTICLE 2 — SERVICES OF CONTRACTOR
2.1 The Services that Contractor shall perform are more particularly described in Exhibit A,
titled `Scope of Services, which is attached hereto and incorporated herein by reference.
2.2 Contractor shall comply with applicable federal, state and local laws and regulations in the
performance of this agreement including, but not limited to, any applicable State prevailing
wage laws.
ARTICLE 3 — RESPONSIBILITIES OF CITY
3.1 City shall make available to Contractor information in its possession that may assist
Contractor in performing the Services.
3.2 City designates Chris Boatman, Facilities and Community Services Director, as City's
representative with respect to performance of the Services, and such person shall have the
authority to transmit instructions, receive information, interpret and define City's policies
and decisions with respect to performance of the Services.
ARTICLE 4 — PERFORMANCE OF SERVICES
4 1 Contractor shall perform and complete the Services in a prompt and diligent manner in
accordance with the schedule set forth in Exhibit 'B, titled `Preventative Equipment
Maintenance Schedule, which is attached hereto and incorporated herein by reference.
The Services shall commence on June 5 2021
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4.2 The Initial term of this Agreement shall commence on its Effective Date and ending on
June 30, 2022 (the `Initial Term"). City shall have the option to extend the Initial Term of
this Agreement by two (2) additional terms (each, an `Extended Term"), on the same terms
and conditions, by providing written notice to Contractor at least thirty (30) days prior to
the expiration of the Initial Term or any Extended Term. The Initial Term and the Extended
Terms are collectively referred to herein as the `Term' of this Agreement.
4.3 If Contractor s Services include deliverable electronic visual presentation materials, such
materials shall be delivered in a form, and made available to the City consistent with City
Council adopted policy for the same. It shall be the obligation of Contractor to obtain a
copy of such policy from City staff.
ARTICLE 5 — PAYMENTS TO CONTRACTOR
5 1 The compensation for Contractor's performance of the Services shall not exceed the
amount of six hundred seventy five thousand dollars ($675,000) for the Services provided
during the Initial Term. Should this Agreement be extended, the compensation for
Contractor's performance for the Services shall not exceed the amount of six hundred
seventy five thousand dollars ($675,000) for the first Extended Term; and six hundred
seventy five thousand dollars ($675,000) for the second Extended Term, bringing the total
possible amount of compensation to a not -to -exceed amount of two million twenty five
thousand dollars ($2,025,000). For the Initial Term and each Extended Term, City shall
pay Contractor on a time and materials basis up to the not to not -to -exceed amount in
accordance with the rates specified in Exhibit `C, titled `Fee Schedule, which is attached
hereto and incorporated herein by reference.
5.2 Contractor shall submit monthly invoices to City describing the Services performed during
the preceding month. Contractor's invoices shall include a brief description of the Services
performed, the dates the Services were performed, the number of hours spent and by whom,
and a description of reimbursable expenses related to the Services. City shall pay
Contractor no later than thirty (30) days after receipt and approval by City of Contractor s
invoice.
5.3 Any notice or other communication required, or which may be given, pursuant to this
Agreement, shall be in writing. Any such notice shall be deemed delivered (i) on the date
of delivery in person; (ii) five (5) days after deposit in first class registered mail, with return
receipt requested; (iii) on the actual delivery date if deposited with an overnight courier, or
(iv) on the date sent by facsimile or electronic mail transmission (including PDF), if
confirmed with a copy sent contemporaneously by first class, certified, registered or
express mail; in each case properly posted and fully prepaid to the appropriate address set
forth below or such other address as a Party may provide notice in accordance with this
section.
CITY.
City Clerk
City of Redlands
CONTRACTOR.
Tom Franchina, President
Southern California Fleet Services, Inc.
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35 Cajon Street
P.O Box 3005 (mailing)
edlands, CA 92373
jdonaldson@cityofredlands.org
Phone: (909) 798-7531
Fax: (909) 798-7535
2855 Sampson Avenue
Corona, CA 92879
tfranchina@socalfleet.com
Phone: (951) 272-8655
ARTICLE 6 — INSURANCE AND INDEMNIFICATION
6.1 The following insurance coverage required by this Agreement shall be maintained by
Contractor for the duration of its performance of the Services. Contractor shall not perform
any Services unless and until the required insurance listed below is obtained by Contractor.
Contractor shall provide City with certificates of insurance and endorsements evidencing
such insurance prior to commencement of the Services. Insurance policies shall include a
provision prohibiting cancellation or modification of the policy except upon thirty (30)
days prior written notice to City
A. Workers' Compensation and Employer's Liability insurance in the amount that meets
statutory requirements with an insurance carrier acceptable to City or certification to
City that Contractor is self-insured or exempt from the workers' compensation laws of
the State of California. Contractor shall execute and provide City with Exhibit 'D,
titled `Workers' Compensation Insurance Certification, which is attached hereto and
incorporated herein by this reference, prior to performance of the Services.
B. Comprehensive General Liability insurance with carriers acceptable to City in the
minimum amount of One Million Dollars ($1,000,000) per occurrence and Two Million
Dollars ($2,000,000) aggregate, for public liability property damage and personal
injury is required. City shall be named as an additional insured and such insurance shall
be primary and non-contributing to any insurance or self-insurance maintained by City
C. Business Auto Liability coverage, with minimum limits of One Million Dollars
($1,000,000) per occurrence, combined single limit bodily injury liability and property
damage liability This coverage shall include all Contractor owned vehicles used in
connection with Contractor's provision of the Services, hired and non -owned vehicles,
and employee non -ownership vehicles. City shall be named as an additional insured
and such insurance shall be primary and non-contributing to any insurance or self-
insurance maintained by City
6.2 Contractor shall defend, indemnify and hold harmless City and its elected officials,
employees and agents from and against any and all claims, losses or liability including
attorneys' fees, arising from injury or death to persons or damage to property occasioned
by any negligent act or omission by or the willful misconduct of, Contractor, or its officers,
employees and agents in performing the Services.
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ARTICLE 7 — CONFLICTS OF INTEREST
7 1 Contractor covenants and represents that it does not have any investment or interest in any
real property that may be the subject of this Agreement or any other source of income,
interest in real property or investment that would be affected in any manner or degree by
the performance of Contractor's Services. Contractor further covenants and represents that
in the performance of its duties hereunder, no person having any such interest shall perform
any Services under this Agreement.
7.2 Contractor agrees it is not a designated employee within the meaning of the Political
Reform Act because Contractor.
A. Does not make a governmental decision whether to:
(i) approve a rate, rule or regulation, or adopt or enforce a City law.
(ii) issue, deny suspend or revoke any City permit, license, application,
certification, approval, order or similar authorization or entitlement,
(iii) authorize City to enter into, modify or renew a contract;
(iv) grant City approval to a contract that requires City approval and to which
City is a party or to the specifications for such a contract;
(v) grant City approval to a plan, design, report, study or similar item;
(vi) adopt, or grant City approval of, policies, standards or guidelines for City
or for any subdivision thereof.
B. Does not serve in a staff capacity with City and, in that capacity participate in making
a governmental decision or otherwise perform the same or substantially the same duties
for City that would otherwise be performed by an individual holding a position
specified in City's Conflict of Interest Code under Government Code section 87302.
7.3 In the event City determines that Contractor must disclose its financial interests, Contractor
shall complete and file a Fair Political Practices Commission Form 700, Statement of
Economic Interests, with the City Clerk's office pursuant to the written instructions
provided by the City Clerk.
ARTICLE 8 — GENERAL CONSIDERATIONS
8.1 In the event any action is commenced to enforce or interpret any of the terms or conditions
of this Agreement the prevailing Party shall, in addition to any costs and other relief, be
entitled to the recovery of its reasonable attorneys fees, including fees for the use of in-
house counsel by a Party
8.2 Contractor shall not assign any of the Services, except with the prior written approval of
City and in strict compliance with the terms and conditions of this Agrcement. Any
assignment or attempted assignment without such prior written consent may in the sole
discretion of City results in City's immediate termination of this Agreement.
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8.3 Contractor is for all purposes under this Agreement an independent contractor and shall
perform the Services as an independent contractor. Neither City nor any of its agents shall
have control over the conduct of Contractor or Contractor s employees, except as herein
set forth. Contractor shall supply all necessary tools and instrumentalities required to
perform the Services. Assigned personnel employed by Contractor are for its account only
and in no event shall Contractor or personnel retained by it be deemed to have been
employed by City or engaged by City for the account of, or on behalf of City Contractor
shall have no authority express or implied, to act on behalf of City in any capacity
whatsoever as an agent, nor shall Contractor have any authority express or implied, to bind
City to any obligation.
8.4 This Agreement may be terminated by City in its sole discretion, by providing not less
than ten (10) days prior written notice to Contractor of City's intent to terminate. If this
Agreement is terminated by City an adjustment to Contractor's compensation shall be
made, but (1) no amount shall be allowed for anticipated profit or unperformed Services,
and (2) any payment due Contractor at the time of termination may be adjusted to the extent
of any additional costs to City occasioned by any default by Contractor. Upon receipt of a
termination notice, Contractor shall immediately discontinue its provision of the Services
and, within five (5) days of the date of the termination notice, deliver or otherwise make
available to City copies (in both hard copy and electronic form, where applicable) of
project related data, drawings, specifications, reports, summaries and such other
information and materials as may have been accumulated by Contractor in performing the
Services. Contractor shall be compensated on a pro -rata basis for Services completed up to
the date of termination.
8.5 Contractor shall maintain books, ledgers, invoices, accounts and other records and
documents evidencing costs and expenses related to the Services for a period of three (3)
years, or for any longer period required by law from the date of final payment to Contractor
pursuant to this Agreement. Such books shall be available at reasonable times for
examination by City at the office of Contractor.
8.6 This Agreement, including the Exhibits incorporated herein by reference, represents the
entire agreement and understanding between the Parties as to the matters contained herein,
and any prior negotiations, written proposals or verbal agreements relating to such matters
are superseded by this Agreement. Except as otherwise provided for herein, any
amendment to this Agreement shall be in writing, approved by City and signed by City and
Contractor
8.7 This Agreement shall be governed by and construed in accordance with the laws of the
State of California.
8.8 If one or more of the sentences, clauses, paragraphs or sections contained in this Agreement
is declared invalid, void or unenforceable by a court of competent jurisdiction, the same
shall be deemed severable from the remainder of this Agreement and shall not affect,
impair or invalidate the remaining sentences, clauses, paragraphs or sections contained
herein, unless to do so would deprive a Party of a material benefit of its bargain under this
Agreement.
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IN WITNESS WHEREOF, duly authorized representatives of City and Contractor have
signed in confirmation of this Agreement
CITY
NDS
SOUTHERN CALIFORNIA FLEET
SERVICES, INC
By. ��By ?»t- P -,a ite
Paul T Barich, Mayor Torn Francluna, President
ATTEST
By
3 Donaldson, City Clerk
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EXHIBIT "A"
SCOPE OF SERVICES
Time estimates for equipment repairs are not to exceed the industry standard repair guidelines using sources
such as, Chilton, Mitchell or All Data time. Additional time above and beyond guideline will not be
accommodated unless previously approved in writing or email by an authorized City representative.
The Scope of Work and Specifications are a general guide, and are not intended to be all-inclusive list of
all the work necessary for providing the Onsite Fleet Maintenance and Repair Program scope. It shall be
the Contractor's responsibility to develop and implement a preventative maintenance (PM) program to
effectively maintain all vehicles and equipment listed in the Fleet Availability Performance Standards
Tables (Table A List of Fleet Vehicles; Table B — List of Enterprise Vehicles, Table C — Vehicle
Descriptions) to the satisfaction of City's Representative.
The current hours of operation for City staff at the Fleet Facility is Monday through Friday from 6:00 am
to 4.30 pm. The Contractor will be required to have technician's onsite from 7:OOam until 10:30prn.
Monday through Thursday and Fridays from 7.00am to 8:30 pm. Schedule is not set and is workable.
Personnel Requirements are as follows:
• Three (3) fleet technicians
o Two (2) technicians will be onsite Monday through Thursday from 2pm-
10:30pm and Fridays from 12pm-8:30pm.
o One (1) technician will be onsite Monday through Friday from 7am-3 30pm
o One (1) light duty service truck to perform onsite BIT inspections.
Admin Staff:
o One (1) admin staff onsite once week, each Thursday from 8am-4.30pm. Admin
staff shall be responsible for processing paperwork, and creating weekly
invoices.
• Janitorial Service:
o One (1) person onsite (part-time) Monday through Thursday from 6am-1 lam.
Contractor will ensure all employee's certifications and licenses must stay current, ineluding, but not
limited to
Class AIB License
ASE's
Forklift
Contractor will not use the contracted assets or other City furnished property for work on vehicles or
equipment not owned or leased by City unless otherwise authorized by City City property will not be used
in any manner for any personal advantage, business gain, or other personal endeavors by Contractor or
Contractor's employees other than in the performance of the work described in the Agreement, unless
otherwise authorized.
Within ten (10) days of Agreement award, Contractor shall schedule with City a joint facility inspection for
the purpose of identifying pre-existing deficiencies pertaining to the buildings, utility systems, equipment,
and other assets. Contractor and City will together make a complete and systematic inspection and inventory
of all structural, mechanical, electrical and furniture to which Contractor will have access during the course
of the Agreement period. Contractor will then prepare and submit to City a Pre -Existing Deficiency Report
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describing all observed deficiencies pertaining to the building structure, systems, equipment, or other assets
noted during the joint inspection. Contractor will include and identify as part of this listing, any facility
feature or system which is functional but which should be considered for replacement or upgrade due to
age or overall condition.
City does not warrant or guarantee against the possibility that safety or environmental hazards or potential
hazards may exist at this facility Contractor shall be responsible for identifying any hazardous conditions
located in the facility and notifying City in writing within thirty (30) days of Agreement Award. This will
be accomplished by conducting an environmental assessment and an occupational, health, and safety
inspection of facility acceptable to City Contractor will be responsible for the conduct of the assessment
and inspection and will pay for the cost of these services.
City will be responsible for supplying heat, water and electricity to these facilities. Contractor may use City
phone system, but must pay for local service, equipment charges and long distance calls. In using these
facilities, Contractor will develop and adhere to an energy conservation plan that is consistent with City
policy To the extent Contractor operates these facilities in a manner that unnecessarily increases utility
costs incurred by City (e.g. does not turn off lights when appropriate to conserve energy and utility usage),
City may charge Contractor the excess utility costs of such practices.
City will be responsible for preventative maintenance and repair of facility structure and all elements
contained therein that are sublet to Contractor and that are the property of City unless such repair is due to
negligence of Contractor.
City from time to time, may add equipment, tools, or furniture to the garage and will entertain Contractor
recommendations in this regard. These items will be added to the inventory of items that are Contractor's
responsibility as they are put into service. Alternatively Contractor may purchase and install equipment in
the garage upon approval by City At the conclusion of the Agreement, City shall have the option to
purchase this equipment at its depreciated cost. If City elects not to purchase this equipment, Contractor
will remove the equipment and return the garage to its pre -equipment installation condition.
Hazardous Material Disposal
Contractor will be responsible for disposal of all wastes (e.g. used oils, oil filters, coolants, transmission
fluids, tires, etc.) generated during the course of the Agreement. Disposal of all waste materials will be done
in accordance with City County State and Federal laws and regulations. Contractor will train its employees
in working with and handling hazardous materials, and will obtain all necessary permits for storage,
handling and disposing of waste material in an enviromnentally acceptable and lawful manner.
Contractor will maintain records, including Material Safety Data Sheets (MSDS) and contingency plans for
handling a spill or mishap, on all hazardous chemicals and other hazardous wastes, which will contain the
materials original, use, transportation, and ultimate distribution and disposal.
Contractor will aid City Staff with an annual Certified Unified Program Agency (CUPA) Filing.
Contractor will be responsible for assuring that as much as possible, the disposal of items will be recycled
and in keeping with City's Green Initiative.
Diesel Particulate Filters
Contractor shall maintain and service Diesel Particulate Filters as required by AQMD
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Parts Procurement
Contractor may utilize City existing parts procurement contracts for their existing term(s). Contractor shall
demonstrate to City that he/she/it is receiving the preferred customer pricing for City for all other parts or
supplies.
In the spirit of competitive pricing and the best interest of City Contractor shall indicate their best markup
costs, if any in the Proposal. City reserves the right to purchase parts directly for Contractor's use in
effecting maintenance or repairs, whether from existing contracts or from any vendor of its choice.
Repairs
Contractor must be an authorized Enterprise Fleet Management vendor for repairs and maintenance.
Estimates for equipment repair are not to exceed the industry standard flat rate repair guidelines using
sources such as, Chilton, Mitchell or All Data time. Additional time and charges above and beyond
guideline will not be accommodated unless previously approved by City Representative.
If it is determined that a City vehicle needs repairs beyond regular maintenance such as new brakes, tires,
major electrical improvements, or other repairs deemed as necessary the Preventative Maintenance form
will become a repair work order The City Representative will be contacted to obtain authorization to
proceed before any repairs are performed, as required by California State law The Contractor will not
perform the repair until receiving approval from City Representative in writing or e-mail. Contractor will
also advise City Representative of the estimated downtime before completing the repair
Work shall not be sub -contracted without approval from City Representative. Any subcontractor to be
utilized for maintenance or repair work shall meet City's required qualifications, repair certificates, licenses,
and insurance requirements and provide repair and maintenance as provided in the turnaround time
requirements identified in the Agreement.
Warranty and Recall Work
Contractor will administer all warranties and recalls, both for vehicles and parts, associated with
management of City's fleet. Contractor will be required to attempt to obtain authorization from various
vehicle manufactures to perform in house warranty work on City vehicles. Such work will be reimbursed
directly to the Contractor by the manufacturer and City will be held harmless from payment for such work.
Work performed by the Contractor for which reimbursement is provided by the manufacturers will not be
billed to City Contractor can send warranty or recall work out to others, subject to applicable provisions of
the manufacturer's warranty when it is more cost-effective to City to do so. Contractor will be responsible
for any deductible on work performed at a dealership. The cost of repairs made if a vehicle is sent out for
suspected warranty work — and the suspected problem is not warrantied — will be absorbed by Contractor
as part of the annual maintenance cost.
Emission (Smog) Testing / Opacity Testing
Emission testing shall be performed annually on qualifying vehicles by Contractor. Due to configuration of
City's fleet, there will be vehicles to test every year based on vehicle identification numbers. Opacity testing
done annually with comprehensive records maintained.
DOT/BIT Inspection Vehicles (Heavy Trucks, Trailers and Buses)
Contractor shall manage and City's DOT/BIT Inspection to include, but not limited to:
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1) Serviced accordingly every 90 days as per DOT guidelines with CHP approved checklists
2) Maintain records for all vehicles regulated by DOT per DOT and CHP guidelines
City will manage and maintain personnel records and conduct random drug screening for City employees
affected by the DOT/BIT program.
Management Information System
City shall provide and maintain all software and hardware needed for the Ron Turley & Associates (RTA)
Fleet Management Software, Version 7.3.2.2.0 System.
The Contractor will be responsible for accurate daily entry of all work order information, (e.g. parts, labor,
repair type, outside vendor repair costs, etc.) into the RTA Fleet Management System.
The Contractor will follow existing City Policies with respect to adding or modifying any information to
the RTA Fleet Management Software.
Sensitivity of City Property
Contractor must acknowledge that certain property owned by City is sensitive in nature and requires
concerted efforts by Contractor to insure that the sensitive nature of such property is not compromised.
Vehicles designated by City as unmarked police undercover vehicles will be serviced and maintained by
Contractor. Contractor will insure that the confidential and sensitive nature of these vehicles, including, but
not limited to, the special equipment inside the vehicles are maintained. Security procedures by Contractor
for such vehicles will include written acknowledgement of the agreement of staff to:
A) Control and limit discussion about these vehicles
B) Prohibit handling and tampering with special machinery and tools
C) Insuring that the integrity of the mechanics and other staff and subcontractors is sufficient
Turn Around Time — Public Safety
In the course of maintenance and repair of City owned Police vehicles, there shall not be more than 10% of
the safety fleet down at one time for maintenance or repair. Repairs will need to be coordinated with City
Representative to minimize equipment downtime for response.
Safety Requirements
Contractor shall be solely and completely responsible for conditions of the jobsite, including safety of all
persons (including employees) and property during performance of the work. This requirement shall apply
continuously and not be limited to normal working hours. Safety provisions shall conform to U.S.
Department of Labor (OSHA), California Department of Labor (CAL) and all other applicable federal,
state, county and local laws, ordinances, codes and regulations. Where any of these are in conflict, the more
stringent requirement shall be followed. Contractor s failure to thoroughly familiarize themselves with the
aforementioned safety provisions shall not relieve them from compliance with the obligations and penalties
set forth therein. City reserves the right, but is not obligated to make safety inspections at any time
Contractor is on City property and to ensure safety rules are not being violated.
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A) Contractor will furnish adequate safety equipment and comply with the various OSHA
regulations established by the Federal Government, the State and amendments and changes that may occur
from time to time. Contractor will maintain safety records in connection with its operation of City facilities
recording the relevant details regarding any accidents or injuries occurring on City of Redlands property
B) All work will be conducted in a safe manner and will comply with the requirements of State and
local rules and regulations and OSHA safety standards. Prior to commencement of the work, Contractor
will meet in conference with a representative from the Risk Management Division to discuss and develop
a mutual understanding relative to the administration of City safety program.
C) If at any time Contractor fails or refuses to comply with Federal, State, or City of Redlands
safety requirements; City may issue an order to stop all work until satisfactory corrective action has been
taken. No part of the time lost due to any such stop order will be made the subject of any claims for excess
cost, damage or extension of time against City its agents or employees.
D) Contractor will report to City all accidents (personal injury vehicle or equipment damage)
within twenty-four (24) hours of their occurrence or discovery
Additional Duties
A) Road calls in field
B) Minimal welding and fabrication
C) Large truck and car tire repairs and installation
D) Unload deliveries for warehouse/UPS/Fed-Ex
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Fleet Availability Performance Standards
Table A — List of Vehicles
*These vehicles do not accrue downtime until the next business day begins. Accident damage repairs, acts
of nature or any time spent waiting for customer approval to precede with repair does not accrue downtime.
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DEPARTMENT/FLEET
MONTHLY
AVAILABILITY
GOAL
1
Entire City of Redlands Fleet
Between 95% and 97%
2
Police — Available 24 x 7
Between 95% and 97%
3
Solid Waste* -Available 8 — 9 Hours per business day
a. Commercial Collections
b. Residential Collections
c. Recycling
Between 95% and 97%
4
a. Water Production*
b. Water Distribution*
c. Waste Water*
Between 94% and 97%
5
a. Building & Safety*
b. Parks*
c. Building Maintenance*
d. Electrical*
Between 94% and 97%
6
a. Code Enforcement*
b. Animal Control*
c. Cemetery*
d. Meter Readers*
Between 95% and 97%
7
a. FCS*
b. Senior Transport*
Between 94% and 97%
8
a. Recreation*
b. Streets*
c. Street Trees*
Between 94% and 97%
9
MUED
a. Administration*
b. Engineering*
Between 94% and 97%
*These vehicles do not accrue downtime until the next business day begins. Accident damage repairs, acts
of nature or any time spent waiting for customer approval to precede with repair does not accrue downtime.
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EXHIBIT "B"
PREVENTATIVE EQUIPMENT MAINTENANCE SCHEDULE
Preventative maintenance shall be defined as scheduled routine inspection, servicing, repair and
replacement of equipment components on a regular basis so as to facilitate operations with a minimum of
downtime. The preventative maintenance program shall be in accordance with industry recognized best
Onsite Fleet Maintenance and Repair Program practices, and shall comply with the original equipment
manufacturer (OEM) specifications.
Safety Checklist: The listed items must be inspected, serviced and/or repaired at every PM interval.
1
Headlights (High and Low Beams)
9
Steering and Suspension Components
2
Beam Indicator Lamp
10
Windshield Wipers and Washers
3
Parking Lights
1 I
Horn and/or Audible Warning Devices (Siren, etc.)
4
License Plate Light_
12
All Interior and Exterior Mirrors
5
Tail/Stop Lights
13
Exhaust Pipes and all Hanger/Clamps
6
Turn Signals
14
Seat Belts
7
Hazard and 4 Way Lights
15
Window Operation and Door Locks
8
Emergency/Parking Break
16
Tire Pressure and Wear
Preventative Maintenance Level A Service (PM -A)
Perform all items listed every 3000 miles or four months, whichever occurs first, on all cars,
light trucks (1 ton and below) vans, utility vehicles, etc. Exceptions from the PM work listed
will be considered if approved by the City Representative.
1
Inspect service and repair all interior lights.
2
Inspect, service and refill fluid levels:
a. Coolant
b.Windshield Washer Solvent
c. Transmission
d. Differentials
e. Power Steering
f Brake Fluids
3
Inspect, service and repair charging system, battery terminals, cables and box
4
Inspect, service and repair heating/air conditioning system
5
Inspect, service and repair frame, cross members and body joints
6
Inspect, service and repair the engine starting components and circuits
7
Inspect, service and repair drive train components
8
Inspect, service and repair any noted oil, fuel, coolant or other fluid leaks
9
Inspect, service and repair air emission Filters and valves as needed
10
Inspect, service and repair drive belts, hoses and clamps
11
Inspect, service and repair all gauges for proper calibration and operation
12
Inspect, service, repair and lubricate all grease points on chassis, body booms, hoists and winching
mechanisms
13
Change engine oil and filter — products shall meet OEM specifications
14
Inspect, service and replace air filter as necessary
15
Inspect, service, repair/replace tires as necessary Replace at 3/32 inch tread life.
16
Inspect brakes, repair/*replace as necessary
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NPS -2.1 (2/26/20)
Preventative Maintenance Level B Service (PM -B)
Perform item listed every 6,000 miles or 8 months, whichever occurs first.
1
Perform all items listed in PM -A
2
Inspect, service and repair emissions systems as required by original equipment manufacturer
3
Rotate and Balance all Tires — check for wear and replace as appropriate
4
Scope engine and perform minor tune up as necessary
5
Inspect and service brake components as necessary
*Note: Every brake job shall include complete new brake hardware kit and cleaning/repacking of
wheel bearings.
Preventative Maintenance Level C Service (PM -C)
Perform items listed every 9,000 miles or 12 months, whichever occurs first
1
Perform all items listed in PM -A and PM -B
2
Inspect and service transmission, which includes but is not limited to adjustment, fluid and filter
change as necessary and/or required by original equipment manufacturer _
3
Perform front end alignment as well as inspect for work or broken components; replace as necessary
4
Drain, flush and replace differential fluids
5
Drain, flush and replace engine coolant
6
Remove all wheels and inspect brakes; *replace or repair as needed
7
Clean particulate diesel filters per OEM specifications
30,000 Mile Service
Perform items listed every 30,000 miles
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Perform a pressure check of the coolant system for leaks. Drain coolant and perform black flush to
system. Replace coolant; tighten all hose clamps and fittings.
2
Change air and fuel filters
3
Perform a complete system check to include ignition/timing, the charging voltage, charging amperage
and the cranking amperage. The results must be recorded on the PM checklist.
4
Drain the transmission fluid, replace the filter, adjust the transmission bands and replace the pan gasket.
Fill transmission with manufacturer required type and specified amount of transmission fluid. Perform
a road test to ensure fluid is circulated and bands are properly adjusted.
5
Replace all spark plugs and wires, distributor cap and rotor, PVC valve with new OEM or better
quality parts. Perform overhead service.
6
Remove thermostat and gasket and replace with new OEM or better quality part
7
A road test shall be performed for each preventative service performed for diagnosing problems,
checking the effectiveness of repairs and testing overall operation of the vehicle. Technician to make
recommendations as appropriate.
8
Check tire pressure and condition. Replace as appropriate
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NPS -2.1 (2/26/20)
EXHIBIT "C"
Fee Schedule
Labor Rates
Administrative Fee
$50.00 / per day
Utility/Custodial Fee
$250.00 / per day
Tier 1 Technician x 2
$69.50 / per hour
Tier 2 Technician x 1
$92.00 / per hour
Tier 1 Technicians
Technicians dedicated to the shop in Redlands. Rate is for light duty vehicles and equipment including
preventive maintenance outlined in Exhibit 'B' of this agreement. Technicians will conduct preventative
maintenance on all pieces of equipment. Any work outside of preventive maintenance and light duty repairs
will be billed at Tier 2 rate
Tier 2 Technicians
Technicians dedicated to the shop in Redlands. Rate is for refuse trucks, medium and heavy-duty vehicles
including preventive maintenance outlined in Exhibit 'B' of this agreement. Technicians will conduct
preventative maintenance on all pieces of equipment.
Material / Parts / Subcontractor Rates
Parts Markup
Cost + 15%
Subcontractor Costs
Cost + 15%
No annual rate escalation will be applied
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NPS -2.1 (2/26/20)
EXHIBIT "D"
WORKERS' COMPENSATION INSURANCE CERTIFICATION
Every employer, except the State, shall secure the payment of compensation in one or more of the
following ways:
(a) By being insured against liability to pay compensation by one or more insurers duly
authorized to write compensation insurance in this State.
(b) By securing from the Director of Industrial Relations, a certificate of consent to
self -insure, either as an individual employer, or as one employer in a group of
employers, which may be given upon furnishing proof satisfactory to the Director
of Industrial Relations of ability to self -insure and to pay any compensation that
may become due to his or her employees.
CHECK ONE
I am aware of the provisions of Section 3700 of the Labor Code which requires every
employer to be insured against liability for Workers' Compensation or to undertake self-insurance
in accordance with the provisions of that Code, and I will comply with such provisions before
commencing the performance of the work and activities required or permitted under this
Agreement. (Labor Code §1861).
I affirm that at all times, in performing the work and activities required or permitted under
this Agreement, I shall not employ any person in any manner such that I become subject to the
workers' compensation laws of California. However, at any time, if I employ any person such that
I become subject to the workers' compensation laws of California, immediately I shall provide the
City with a certificate of consent to self -insure, or a certification of workers' compensation
insurance.
I certify under penalty of perjury under the laws of the State of California that the information and
representations made in this certificate are true and correct.
Southern California Fleet Services, Inc.
By itm Pi€z neidat Date: 05/24/2021
Tom Franchina, President
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