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Home My WebLink AboutAddendum 1 - RFP - 10036 Auto Body Repair ServicesAddendum # 1 10036 Page 1 of 1 ADDENDUM NO. 1 SPECIFICATIONS AND CONTRACT DOCUMENTS Description of RFP 10036: AUTO BODY REPAIR SERVICES OPENING DATE: 3:00 PM (Our Clock) July 31, 2024 To all prospective bidders under the specifications and contract documents described above, the following changes/additions are hereby made and detailed in the following sections of this addendum: Exhibit 1 – Preproposal Meeting Powerpoint Presentation .pdf Please contact Jake Rector, Senior Buyer, at (970) 221-6776 or jrector@fcgov.com with any questions regarding this addendum. RECEIPT OF THIS ADDENDUM MUST BE ACKNOWLEDGED BY A WRITTEN STATEMENT ENCLOSED WITH THE PROPOSAL STATING THAT THIS ADDENDUM HAS BEEN RECEIVED. Financial Services Purchasing Division 215 N. Mason St. 2nd Floor PO Box 580 Fort Collins, CO 80522 970.221.6775 970.221.6707 fcgov.com/purchasing July 31, 2024 10036 Auto Body Repair Services Jake Rector & Eric Tacoronte 10036 Auto Body Repair Services -Introductions Jake Rector –Senior Buyer Eric Tacoronte –Fleet Planner/Scheduler Greg Rael –Sr. Supervisor Fleet Services Mike Conley –Superintendent Fleet Services Tracy Ochsner –Director of Operation Services Brian Hergott –Asst. Director of Operation Services -Please enter Name, Company and Email in Chat Line RFP Schedule Review RFP Issued –July 23, 2024 Pre-Proposal Meeting –9:00AM MT July 31, 2024 Question Deadline –3:00PM MT August 7, 2024 Proposals Due –3:00PM MT August 20, 2024 Interview (If Applicable) –Week of September 9th Award –September 2024 2 10036 Auto Body Repair Services 3 The City of Fort Collins is requesting proposals from qualified Service Providers to perform automotive and light truck body repair and painting for the City of Fort Collins fleet vehicles. The City anticipates awarding to multiple Service Providers. The City of Fort Collin’s Fleet inventory consists of over 2,000 pieces of equipment. The equipment that services would be performed on are vehicles that are registered Class 1 through Class 8. A majority of the work is performed on vehicles registered Class 1- Class 5. 10036 Auto Body Repair Services Shop Requirements The Service Provider shall have a complete body shop and meet the following minimum requirements: a) Service Provider shall be able to perform complete body repairs as well as paint vehicles and equipment. b) Maintain a facility in compliance with all federal, state and local laws including zoning and legal requirements governing the particulars of the type of business conducted. c) Maintain a paint booth that is in legal compliance with all applicable laws and able to accommodate any painting tasks agreed upon by the City. The paint booth shall be used in all instances where applicable by local, state, and federal law requires. d) Maintain a secured storage area for all City owned vehicles. For the purpose of this specification “secured storage” means storage within a secured area, which could include a locked and fenced area acceptable to the City. e) Service Provider’s facilities, at a minimum, must be available during normal business hours Monday thru Friday, 8:00 a.m. to 5:00 p.m. f) Service Provider shall be located within the City of Fort Collins’s Urban Growth area and any Subcontractors shall also be located within the City of Fort Collins’s Urban Growth area. 4 10036 Auto Body Repair Services 5 Approvals All approvals shall be from an applicable industry standard Collision and Estimating Reference Guide used by insurance appraisers. Service Provider shall provide the name and version of the guide or software used and include it in the proposal. The written approval shall include: a. Make, model and mileage of vehicle b. License plate number, VIN number and City unit number c. Itemized list of description of work to be performed d. Estimated number of labor hours by task e. Itemized list of parts and paint materials costs f. All incidentals or miscellaneous shop supplies and charges shall be included in the Service Provider’s hourly rate. g. Total repair estimate h. If applicable, any recommendations for future repairs not noted in the “vehicle condition” report i. Timeframe for completion of the work j. Provide pictures of the damaged areas and repairs made. 10036 Auto Body Repair Services Parts All parts replaced must confirm to the following requirements: a)After-Market Parts. After-Market part(s) are the preferred part option to be used when available and appropriate. b) Original Equipment Manufacturer (OEM). OEM part(s) are to be used only when a comparable After-Market part is not available. Use of such part(s) require prior written approval by a City Shop Supervisor. C) Used Parts. Used part(s) may be considered by the City depending on the age, cost, and condition of such part(s). Use of such used part(s) require prior written approval by a City Shop Supervisor. d) All incidentals, materials, shop supplies and charges shall be included in the Service Provider’s hourly rate. 6 10036 Auto Body Repair Services Paint Bodywork and Painting Requirements: The Service Provider shall be qualified and capable to perform complete body repairs as well as paint vehicles and equipment. Bent parts are to be straightened and reinforced or replaced if necessary. In the event that the vehicle decals are damaged, Service Provider shall coordinate with the City the replacement of decals. In certain circumstances, paint may be used in lieu of decals upon written approval by the City. Paint Process: The paint process shall return the vehicle to OEM standards. Acceptable paint manufacturers include but are not limited to: Diamont, Dupont, Duramix, Kuston Shop, PPG and Sherwin-Williams. Service Provider shall provide the name of the paint manufacturer to be used and include it in the proposal. 7 10036 Auto Body Repair Services Alignment/Framework Alignment: Service Provider shall agree to perform realignment of all vehicles when needed. Such work shall be stated and priced in the written approval. This shall be a thrust alignment for frame vehicles and four-wheel alignment for unibody vehicles. A printout of the readings after the alignment shall be provided with each repair order. Service Provider personnel or City approved subcontractor shall be qualified to perform alignment work. Frame Work: Service Provider shall agree to perform frame straightening of all vehicles when needed. Service Provider personnel or City approved subcontractor shall be qualified to perform all frame work. 8 10036 Auto Body Repair Services Warranty: The Service Provider shall warranty/guarantee that all structural procedures performed will return the vehicle to the manufacturer’s specifications and must be capable to demonstrate the ability to do so. The Service Provider shall agree to perform all repairs according to the vehicle’s factory recommended repair techniques. The Service Provider shall state the maximum warranty offered for materials, paint and workmanship in the proposal. 9 10036 Auto Body Repair Services 10 Evaluation Criteria WEIGHTING FACTOR CATEGORY STANDARD QUESTIONS 2.0 Scope of Proposal Does the proposal address all elements of the RFP? Does the proposal show an understanding of the project objectives, methodology to be used and results/outcomes required by the project? Are there any exceptions to the specifications, Scope of Work, or agreement? Can the work be completed in the necessary time? Can the target start and completion dates be met? Are other qualified personnel available to assist in meeting the project schedule if required? Is the project team available to attend meetings as required by the Scope of Work? 4.0 Firm Capability & Assigned Personnel Does the firm have the resources, financial strength, capacity and support capabilities required to successfully complete the project on- time and in-budget? Has the firm successfully completed previous projects of this type and scope? Do the persons who will be working on the project have the necessary skills and qualifications? Are sufficient people of the requisite skills and qualifications assigned to the project? 1.0 Sustainability/TBL Methodology Does the firm demonstrate a commitment to Sustainability and incorporate Triple Bottom Line methodology in both their Scope of Work for the project, and their day-to-day business operating processes and procedures? Does the firm demonstrate a commitment to all three aspects (social, environmental, and economic) of the Triple Bottom Line (TBL) methodology of sustainability for this project and in their company value system as evidenced by their day-to-day business operating processes, practices and procedures? 3.0 Cost & Work Hours Does the proposal included detailed cost break-down for each cost element as applicable and are the line-item costs competitive? Do the proposed cost and work hours compare favorably with the Project Manager's estimate? Are the work hours presented reasonable for the effort required by each project task or phase? 10036 Auto Body Repair Services Colorado Open Records Act (CORA) C.R.S. §§24-72-200.1 et seq. -Any proposals submitted hereunder are subject to public disclosure by the City pursuant to CORA and City ordinances. -Vendors may submit one (1) additional complete proposal clearly marked “FOR PUBLIC VIEWING.” -Such statement does not necessarily exempt such documentation from public disclosure if awarded the project as all provisions of any contract resulting from this request for proposal will be public information. 11 10036 Auto Body Repair Services 12 Questions? Please send to Jake Rector at jrector@fcgov.com RFP Schedule Review RFP Issued – July 23, 2024 Pre-Proposal Meeting – 9:00AM MT July 31, 2024 Question Deadline – 3:00PM MT August 7, 2024 Proposals Due – 3:00PM MT August 20, 2024 Interview (If Applicable) – Week of September 9th Award – September 2024