HomeMy WebLinkAboutStaff Report 248-06City of Palo Alto
City Manager’s Report
TO:
FROM:
DATE:
SUBJECT:
HONORABLE CITY COUNCIL
CITY MANAGER
JUNE 26, 2006
AWARD OF A CONTRACT
DEPARTMENT: PUBLIC WORKS
CMR:248:06
WITH AMERICAN TRUCK AND
TRAILER BODY COMPANY IN THE AMOUNT OF $500,000 FOR
TRUCK BODY FABRICATION AND TRUCK EQUIPMENT
INSTALLATION SERVICES
8A
RECOMMENDATION
Staff recommends that Council:
Approve and authorize the City Manager or his designee to execute the attached contract
with American Truck and Trailer Body Company in the amount of $500,000 for truck
body fabrication and truck equipment installation services.
Authorize the City Manager or his designee to exercise the option to renew the contract
for the second and third years, provided the contractor is responsive to the City’s needs
and the quality of the contractor’s work/product is acceptable during the first year of the
contract.
DISCUSSION
Background
One of the responsibilities of the Equipment Management Division is to replace vehicles and
equipment on an established schedule. Many of the vehicles replaced are trucks that include
specialized bodies and equipment for the Utilities and Public Works Departments. Truck chassis
are procured from truck dealers through a Request for Quotation ~Q) process, and the truck-
mounted equipment is fabricated and installed by a contractor that specializes in this type of
work. Separate RFQ’s and subsequent purchase orders could be generated for each truck body
project, however, given the volume (25-30 projects annually) and complexity of these projects,
staff has found that establishing a relationship with a qualified contractor through a multi-year
contract reduces project completion times and improves quality control as compared to
purchasing each truck body individually.
Project Description
The work to be performed under this contract is for the fabrication and installation of mack
bodies, van interiors, material racks, trailer hitches, power take-off units, cranes, hydraulic
systems, electrical systems, generators, warning and work lighting, and other associated
equipment and accessories. The contractor will furnish components, materials, parts and
supplies as necessary to complete this work.
CMR:248:06 Page 1 of 3
In addition to performing installation and fabrication work, the contractor will provide design
and technical consultation services, cost estimates, project schedules and weight studies related
to projects covered under this contract.
Selection Process
Staff sent a Request for Proposals (RFP) to eight truck body fabrication and truck equipment
installation firms on February 3, 2006. The proposal period was 31 days and a non-mandatory
pre-proposal meeting was held on February 14, 2006.
Summary of Solicitation Process
Proposal Description/Number Truck Body Fabrication and Truck Equipment Installation
Services/RFP 111853
Proposed Length of Contract Twelve (12) months with option to renew
Number of Proposals Mailed 8
Total Days to Respond to Proposal 31
Pre-proposal Meeting Date February 14, 2006
Number of Company Attendees at 1
Pre-proposal Meeting
Number of Proposals Received:1
Company Name Location (City, State)Selected for oral
interview?
1. American Truck and Trailer Tracy, CA Yes
Body Company
Range of Proposal Amounts $111,948
Submitted
The RFP process allows the City to negotiate the price of the work upon selection of the
successful firm. The RFP outlined various criteria and certifications that are needed to perform
the work. Firms were asked to submit pricing, qualifications and other information in an effort
to demonstrate their knowledge and experience with providing the services requested. Their
submittals would be ranked accordingly. All of the certifications required by the RFP are easily
obtainable by qualified technicians and are no different than those required for technical
positions in Equipment Management. One firm, American Truck and Trailer Body Company,
submitted a proposal for this work. Two firms (Carter Industries and Altec Industries) submitted
a response. Carter stated that currently the do not have a technician that possesses all of the
certifications required by the RFP and Altec was too busy to perform the work at this time.
The proposal submitted by American Truck and Trailer Body was evaluated by an RFP
evaluation committee consisting of two representatives from Equipment Management, one from
Utilities Operations, and one from Public Works Operations. The committee also inspected a
sample of the firm’s recent work products and evaluated those for compliance with quality
standards outlined in the RFP. The committee found American Truck and Trailer Body’s
proposal and work products in substantial compliance with the requirements of the RFP, and
recommends that a contract be issued for this work.
CMR:248:06 Page 2 of 3
Since it is difficult-to quantify exactly what work might be required over a three-year period,
pricing was requested for 10 projects that are typical of the work that will be accomplished,
during the course of this contract. American Truck and Trailer Body Company submitted a total
price of $111,948 for these projects. Based on this information, Equipment Management
expects to spend approximately $500,000 on the 25-30 estimat~l projects that are to be
completed each year.
RESOURCE IMPACT
Funds have been budgeted for this contract in the FY 2005-06 Public Works Department Vehicle
Replacement Budget and 2006-07 Vehicle Replacement Capital Improvement Program.
POLICY IMPLICATIONS
Authorization of the contract does not represent any change to the existing policy.
ENVIRONMENTAL REVIEW
Contractor is required to comply with all federal, state and local environmental laws and
regulations applicable to track body fabrication and truck equipment installation services.
ATTACHMENTS
Attachment A: Contract
PREPARED BY:
DEPARTMENT HEAD:
Fleet Manager
GLENN ROBERTS
Director of Public Works
CITY MANAGER APPROVAL:iON
City Manager
CMR:248:06 Page 3 of 3
City of Palo Alto Contract No. C07111853
GENERAL SERVICES AGREEMENT
THIS AGREEMENT made and entered into on the 3rd day of July, 2006, by and between the CITY OF
PALO ALTO (" CITY"), and American Truck & Trailer Body Company, Inc., a California
corporation located at 100 W. Valpico Road, Bldg. "D", Tracy, CA 95376 (Phone) 800-499-8985
("CONTRACTOR"). In consideration of their mutual covenants, the parties hereto agree as follows:
2°
SERVICES. CONTRACTOR shall provide or furnish the services ("Services") described in the
Scope of Services, attached as Exhibit A.
EXHIBITS. The following exhibits are attached to and made a part of this Agreement:
X "A"- Scope of Services
X "B"- Schedule of Performance
X "C" - Compensation
x "D" - Insurance Requirements
x "E" - Discrimination Compliance Form
I-"F" - Performance and!or Payment Bond (not used)
if___"G" - Liquidated Damages (not used)
CONTRACT IS NOT C01~tPLETE UNLESS ALL EXHIBITS ARE A TTACHED.
TERM.
(a) The term of this Agreement is from July 3, 2006 to June 30, 2007, inclusive, subject to the
provisions of subsection 3.(b) and Section Q of the General Terms and Conditions.
(b)CITY has the right to extend the term of this Agreement for two (2) additional one year
periods (the "Additional Terms"), based upon the same conditions of the initial term, subject
to adjustments for compensation as set forth in Section E of the General Terms and
Conditions. CITY shall notify CONTRACTOR in writing of its exercise of its option for an
Additional Term not less than thirty (30) days prior to the end of the then current term.
CITY’s exercise of its right to extend the term of this Agreement is not a waiver of the "time
is of the essence" provision in Section 4.
SCHEDULE OF PERFORMANCE. CONTRACTOR shall complete the Services within the
term of this Agreement in a reasonably prompt and timely manner based upon the circumstances
and direction communicated to CONTRACTOR, and if applicable, in accordance with the
schedule set forth in the Schedule of Performance, attached as Exhibit B. Time is of the essence in
this Agreement.
COMPENSATION. CITY shall pay and CONTRACTOR agrees to accept as not to exceed
compensation for the full performance of the Services and reimbursable expenses, if any:
A sum calculated in accordance with the fee schedule set forth in Exhibit C; not to exceed
a total maximum compensation amount of five hundred thousand dollars ($500,000.00)
for the first year with an option to renew for two additional years for five hundred
thousand ($500,000) for each year.
CONTRACTOR agrees that it can perform the Services for an amount not to exceed the total
maximum compensation set forth above. Any hours worked or services performed by
CONTRACTOR for which payment would result in a total exceeding the maximum amount of
compensation set forth above for performance of the Services shall be at no cost to CITY.
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City of Palo Alto Contract No. C07111853
INVOICING. Send all invoices to the CITY, Attention: Project Manager. The Project Manager
is Keith LaHaie, Public Works Department, Equipment Management Division, at 3201 E.
Bayshore Road, Palo Alto, CA 94303 (Phone) 650-496-6948. Invoices shall be submitted in
arrears for Services performed. Invoices shall not be submitted more frequently than monthly.
Invoices shall provide a detailed statement of Services performed during the invoice period and
are subject to verification by CITY. CITY shall pay the undisputed amount of invoices within 30
days of receipt, or earlier as negotiated on each release task order.
GENERAL TERMS AND CONDITIONS
A.ACCEPTANCE. CONTRACTOR accepts and agrees to all terms and conditions of this
Agreement. This Agreement includes and is limited to the terms and conditions set forth in
sections 1 through 6 above, these general terms and conditions and the attached exhibits.
Bo QUALIFICATIONS. CONTRACTOR represents and warrants that it has the expertise and
qualifications to complete the services described in Section 1 of this Agreement, entitled
"SERVICES," and that every individual charged with the performance of the services under this
Agreement has sufficient skill and experience and is duly licensed or certified, to the extent such
licensing or certification is required by taw, to perform the Services. CITY expressly relies on
CONTRACTOR’s representations regarding its skills, knowledge, and certifications.
CONTRACTOR shall perform all work in accordance with generally accepted business practices
and performance standards of the industry, including all federal, state, and local operation and
safety regulations.
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INDEPENDENT CONTRACTOR. It is understood and agreed that in the performance of this
Agreement, CONTRACTOR and any person employed by CONTRACTOR shal! at all times be
considered an independent CONTRACTOR and not an agent or employee of CITY.
CONTRACTOR shal! be responsible for employing or engaging all persons necessary to complete
the ~vork required under this Agreement.
SUBCONTRACTORS. CONTRACTOR may not use subcontractors to perform any Services
under this Agreement unless CONTRACTOR obtains prior written consent of CITY.
CONTRACTOR shall be solely responsible for directing the work of approved subcontractors and
for any compensation due to subcontractors.
Eo COMPENSATION DURING ADDITIONAL TERaMS. CONTRACTOR’s compensation rates
may be adjusted effective on the commencement of each Additional Term. The maximum
compensation in Section 5 above, and the rates provided in Exhibit E, may be increased by an
amount not to exceed the percentage increase in the Consumer Price Index for Urban Wage
Earners and Clerical Workers for the San Francisco-Oakland- San Jose area, published by the
United States Department of Labor Statistics (CPI) which is published most immediately
preceding the commencement of the applicable Additional Term, which sha!l be compared with
the CPI published most immediately preceding the commencement date of the then expiring term.
Notwithstanding the foregoing, in no event shall CONTRACTOR’s compensation rates be
increased by an amount exceeding five percent of the rates effective during the immediately
preceding term. Any adjustment to CONTRACTOR’s compensation rates shal! be reflected in a
written amendment to this Agreement.
F.TAXES AND CHARGES. CONTRACTOR shall be responsible for payment of all taxes, fees,
contributions or charges applicable to the conduct of CONTRACTOR’s business.
G.COMPLIANCE WITH LAWS. CONTRACTOR shall in the performance of the Services
comply with all applicable federal, state and local laws, ordinances, regulations, and orders
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City of Palo Alto Contract No. C07111853
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DAMAGE TO PUBLIC OR PRIVATE PROPERTY. CONTRACTOR shall, at its sole
expense, repair in kind, or as the City Manager or designee shall direct, any damage to public or
private property that occurs in connection with CONTRACTOR’s performance of the Services.
CITY may decline to approve and may withhold payment in whole or in part to such extent as
may be necessary to protect CITY from loss because of defective work not remedied or other
damage to the CITY occurring in connection with CONTRACTOR’s performance of the Services.
CITY shall submit written documentation in support of such withholding upon CONTRACTOR’s
request. When the grounds described above are removed, payment shall be made for amounts
withheld because of them.
WARRANTIES. CONTRACTOR expressly warrants that all services provided under this
Agreement shall be performed in a professional and workmanlike manner in accordance ~vith
generally accepted business practices and performance standards of the industry and the
requirements of this Agreement. CONTRACTOR expressly ~varrants that all materials, goods and
equipment provided by CONTRACTOR under this Agreement shall be fit for the particular
purpose intended, shall be free from defects, and shall conform to the requirements of this
Agreement. CONTRACTOR agrees to promptly replace or correct any material or service not in
compliance with these warranties, including incomplete, inaccurate, or defective material or
service, at no further cost to CITY. The warranties set forth in this section shall be in effect for a
period of one (1) year from completion of the Services and shall survive the completion of the
Services or termination of this Agreement. "Completion of Services" is defined as the date on.
~vhich each project covered by this agreement is completed and placed into service at the City of
Palo Alto. Component manufacturer warranty coverage will be transferred to the City of Palo
Alto. Copies of all applicable warranty coverage documentation will be provided at the time of
delivery of each project.
MONITORING OF SERVICES. CITY may monitor the Services performed under this
Agreement to determine whether CONTRACTOR’s work is completed in a satisfactory manner
and complies with the provisions of this Agreement.
CITY’S PROPERTY. Any reports, information, data or other material (including copyright
interests) developed, collected, assembled, prepared, or caused to be prepared under this
Agreement will become the property of CITY without restriction or limitation upon their use and
will not be made available to any individual or organization by CONTRACTOR or its
subcontractors, if any, without the prior written approval of the City Manager.
AUDITS. CONTRACTOR agrees to permit CITY and its authorized representatives to audit, at
any reasonable time during the term of this Agreement and for three (3) years from the date of
final payment, CONTRACTOR’s records pertaining to matters covered by this Agreement.
CONTRACTOR agrees to maintain accurate books and records in accordance with generally
accepted accounting principles for at least three (3) following the terms of this Agreement.
NO IMPLIED WAIVER. No payment, partial payment, acceptance, or partial acceptance by
CITY shall operate as a waiver on the part of CITY of any of its rights under this Agreement.
INSURANCE. CONTRACTOR, at its sole cost, shall purchase and maintain in ful! force during
the term of this Agreement, the insurance coverage described in Exhibit D. Insurance must be
provided by companies with a Best’s Key rating of A-:VII or higher and which are otherwise
acceptable to the Ctiy’s Risk Manager. The City’s Risk Manager must approve deductibles and
self-insured retentions. In addition, all policies, endorsements, certificates and/or binders are
subject to approval by the Risk Manager as to form and content. CONTRACTOR shal! obtain a
policy endorsement naming the City of Palo Alto as an additional insured under any general
liability or automobile policy. CONTRACTOR shall obtain an endorsement stating that the
insurance is primary coverage and will not be canceled or materially reduced in coverage or limits
until after providing 30 days prior written notice of the cancellation or modification to the City’s
Risk Manager. CONTRACTOR shall provide certificates of such policies or other evidence of
050809 srn 0100394 Page 3of 16
City of P alo Alto Contract No. C07111853
coverage satisfactory to CITY’s Risk Manager, together with the required endorsements and
evidence of payment of premiums, to CITY concurrently with the execution of this Agreement
and shall throughout the term of this Agreement provide current certificates evidencing the
required insurance coverages and endorsements to the CITY’s Risk Manager. CONTRACTOR
shall include all subcontractors as insured under its policies or shall obtain and provide to CITY
separate certificates and endorsements for each subcontractor that meet all the requirements of this
section. The procuring of such required policies of insurance shall not operate to limit
CONTRACTOR’s liability or obligation to indemnify CITY under this Agreement.
N. HOLD HARMLESS. To the fullest extent permitted by law and without limitation by the
provisions of section F. relating to insurance, CONTRACTOR shall indemnify, defend and hold
harmless CITY, its Council members, officers, employees and agents from and against any and all
demands, claims, injuries, losses, or liabilities of any nature, including death or injury to any
person, property damage or any other loss and including without limitation all damages, penalties,
fines and judgments, associated investigation and administrative expenses and defense costs,
including, but not limited to reasonable attorney’s fees, courts costs and costs of alternative
dispute resolution), , arising out of, or resulting in any way from or in connection with the
performance of this Agreement. The CONTRACTOR’s obligations under this Section apply
regardless of whether or not a liability is caused or contributed to by any negligent (passive or
active) act or omission of CITY, except that the CONTRACTOR shall not be obligated to
indemnify for liability arising from the sole negligence or willful misconduct of the CITY. The
acceptance of the Services by CITY shall not operate as a waiver of the right of indemnification.
The provisions of this Section survive the completion of the Services or termination of this
Contract.
Oo NON-DISCRIMINATION. In the performance of this Contract, CONTRACTOR shall not
discriminate against any employee or applicant for employment because of race, skin color,
gender, age, religion, disability, national origin, ancestry, sexual orientation, housing status,
marital status, familial status, weight or height of such person. CONTRACTOR agrees to meet all
requirements of Palo Alto Municipal Code, Chapter 2.30 pertaining to nondiscrimination in
employment, including completing the Non-Discrimination Compliance Form, attached hereto as
Exhibit D, and incorporated herein by this reference.
WORKERS’ COlVIPENSATION. CONSULTANT, by executing this Agreement, certifies that it
is aware of the provisions of the Labor Code of the State of California which require every
employer to be insured against liability for workers’ compensation or to undertake self-insurance
in accordance with the provisions of that Code, and certifies that it will comply with such
provisions, as applicable, before commencing and during the performance of the Services.
TERMINATION. The City Manager may terminate this Agreement without cause by giving ten
(10) days’ prior ,~Titten notice thereof to CONTRACTOR. If CONTRACTOR fails to perform any
of its material obligations under this Agreement, in addition to all other remedies provided by law,
the City Manager may terminate this Agreement immediately upon written notice of termination.
Upon receipt of such notice of termination, CONTRACTOR shall immediately discontinue
performance. CITY, CITY shall pay CONTRACTOR for services satisfactorily performed up to
the effective date of termination. If the termination if for cause, CITY may deduct from such
payment the amount of actual damage, if any, sustained by CITY due to Contractor’s failure to
perform its material obligations under this Agreement. Upon termination, CONTRACTOR shall
immediately deliver to the City Manager any and all copies of studies, sketches, drawings,
computations, and other material or products, whether or not completed, prepared by
CONTRACTOR or given to CONTRACTOR, in connection with this Agreement. Such materials
shall become the property of CITY.
R.ASSIGNMENTS/CHANGES. This Agreement binds the parties and their successors and
assigns to all covenants of this Agreement. This Agreement shall not be assigned or transferred
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City of Palo Alto Contract No. C07111853
without the prior written consent of the CITY. No amendments, changes or variations of any kind
are authorized without the written consent of the CITY.
So CONFLICT OF INTEREST. In accepting this Agreement, CONTRACTOR covenants that it
presently has no interest, and will not acquire any interest, direct or indirect, financial or
otherwise, which would conflict in any manner or degree with the performance of this Contract.
CONTRACTOR further covenants that, in the performance of this Contract, it will not employ
any person having such an interest. CONTRACTOR certifies that no City Officer, employee, or
authorized representative has any financial interest in the business of CONTRACTOR and that no
person associated with contractor has any interest, direct or indirect, which could conflict with the
faithful performance of this Contract. CONTRACTOR agrees to advise CITY if any conflict
arises.
T.GOVERNING LAW. This contract shall be governed and interpreted by the laws of the state of
California.
Uo ENTIRE AGREEMENT. This Agreement, including all exhibits, represents the entire
agreement between the parties with respect to the services that may be the subject of this
Agreement. Any variance in the exhibits does not affect the validity of the Agreement and the
Agreement itself controls over any conflicting provisions in the exhibits. This Agreement
supersedes all prior agreements, representations, statements, negotiations and undertakings
whether oral or written.
go NON-APPROPRIATION. This Agreement is subject to the fiscal provisions of the Charter of
the City of Palo Alto and the Palo Alto Municipal Code. This Agreement will terminate without
any penalty (a) at the end of any fiscal year in the event that funds are not appropriated for the
following fiscal year, or (b) at any time within a fiscal year in the event that funds are only
appropriated for a portion of the fiscal year and funds for this Contract are no longer available.
This Section shall take precedence in the event of a conflict with any other covenant, term,
condition, or provision of this Contract.
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City of Palo Alto Contract No. C07111853
THIS AGREEMENT SHALL BECOME EFFECTIVE UPON ITS APPROVAL AND EXECUTION BY
CITY. IN WITNESS WHEREOF, THE PARTIES HAVE EXECLFrED THIS AGREEMENT THE DAY,
MONTIt, AND YEAR FLRST WRITI~N ABOVE.
APPROVED AS TO FORaM:CITY OF PALO ALTO
Senior Asst City Attorney Assistant City Manager
APPROVED:
Director of Administrative
Services
AaMERICAN TRUCK & TR~ILER BODY
COMPANY, INC.
Taxpayer Identification No.
f
(Compliance with Corp. Code § 313 is required ff thc
entity on ,*’hose behalf this contract is signed is a
corporation. In the alternative, a certified corporate
resolution attiring to the signatory authority of the
individuals signing in their respective capacities is
acceptable)
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City of Palo Alto Contract No. C07111853
EXHIBIT A
SCOPE OF SERVICES
The City undertakes between 20 and 40 truck and trailer upfitting projects annually. Projects range from
light-duty service bodies, to ten-yard dump trucks, specialized platform bodies, crane trucks, workshop
trailers, etc.
A.SUMMARY
Contractor shall furnish, fabricate and install truck bodies, van interiors, materia! racks, trailer
hitches, power take-off units, hydraulic systems, electrical systems, generators, warning and work
lighting, and other associated equipment and accessories. The Contractor shall perform truck
frame modifications, driveshaft modifications, and other related services as required to
successfully complete truck body upfitting projects.
In addition to performing installation and fabrication work, the Contractor shall provide design
and technical consultation services, cost estimates, project schedules and weight studies.
B.PROJECT REQUESTS
City staff will initiate upfitting projects via a "project request." Each project request shall be
identified by a City-assigned project number that will be referenced throughout the life of the
project.
Project requests shall generally be accompanied by a set of general specifications, and
occasionally, layout drawings.
C.PROJECT MANAGER
The Contractor shall assign a Project Manager to act as a single point of contact for all City
projects. The Project Manager shall be able to provide and maintain project schedules, provide
cost information, and respond to questions posed by the City staff.
D.DESIGN SERVICES
Contractor shall provide design services. Design services shall be provided on an as-needed basis.
Contractor shall employ a qualified automotive or mechanical engineer, or have access to the
services of an engineering firm.
City-provided layout drawings and specifications will need to be revie~ved thoroughly by the
Contractor to confirm the feasibility and cost-effectiveness of each project. The Contractor shall
recommend alternatives to the proposed specifications as necessary to insure a successful project
outcome.
Contractor shall prepare engineering and approval drawings via an Autocad® compatible
computer-aided drafting (CAD) application. When necessary, the Contractor shall conduct weight
studies utilizing appropriate software applications.
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City of Palo Alto Contract No. C07111853
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UPDATES AND COMMIYNICATIONS
Contractor shall provide weekly updates to the City’s Project Manager for all projects currently in
progress. Updates may be provided via electronic mail. If questions arise during the course of
work on any project, Contractor shall contact the City Project Manager.
Contractor shall provide high-resolution digital photographs of projects in progress upon request,
and transmit them via electronic mail.
FACILITIES. EQUIPMENT AND PERSONNEL
Contractor shall perform, at their facility, all metal fabrication, mechanical, hydraulic, pneumatic,
electrical and paint work required to complete a given project. All work shall be performed by
journey-level trades people in their area of expertise.
In order to successfully complete the projects described in this Scope of Services, Contractor shall
possess a fully-equipped fabrication and installation facility, and employ a staff of qualified and
certified technicians.
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FABRICATION AND MECHANICAL WORK
All parts, components, equipment and accessories, whether supplied by the Contractor or the City,
must be completely installed, assembled and/or adjusted as required by manufacturer’s
specifications and/or the specifications provided by City for each project. All items must conform
in strength, quality of material and workmanship to recognized industry standards.
Metal Fabrication Work
a.General
Contractor shall perform precision metal fabrication work using aluminum, mild steel,
abrasion-resistant steel, and stainless steel.
b.At a minimum, Contractor shall:
¯Machine bend and shear steel sheet up to ¼" thickness.
¯Machine punch, radius, roll and form all types of sheet metal.
¯Machine bend tubing, fiat bar and round stock
¯Fabricate rings, hooks and other common shapes.
WELDING WORK
All xvelding xvork shall be performed in accordance with American Welding Society Standard
D14.4-97 (Specification for Welded Joints in Machinery and Equipment), and any other AWS,
ANSI or SAE standards applicable to welding practices, materials, and quality control procedures.
All weld beads shall be even and continuous, without excessive splatter. All weld beads shall
exhibit full penetration, and any weld splatter shall be removed prior to finishing.
All fabricated parts shall be ground smooth, and all holes shall be de-burred. The edges of all
flame-cut parts shall be ground flat and smooth.
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City of Palo Alto Contract No. C07111853
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ELECTRICAL WORK
The minimum standard applicable to all City projects shall be Society of Automotive Engineers
Standard J1292 (Automobile, Truck, Truck-Tractor, Trailer, and Motor Coach Wiring).
Wire and cable used in City projects shall be appropriate for the application, in accordance with
SAE Jl128 (Low Tension Primary Cable). All low voltage DC wiring shall be GXL grade or
higher.
Contractor shall properly route, secure and protect all wiring and wire harnesses. The use of
adhesive-backed tie anchors, "Scotchlock" devices and electrica! tape in any installation is strictly
prohibited.
Open, "crimp" type connectors are not acceptable for exterior connections.
All electrical components, including wiring, shall be rated at 125% of maximum intended load.
All wiring shall be color-coded and/or numbered; and shall terminate in sealed, weatherproof
connections.
All wiring used for stop, turn, tail and clearance lights on truck bodies shall consist of modular
harnesses, with integrated, weatherproof connectors.
Chassis wiring harnesses shall not be cut, tapped or spliced. Any connections to the chassis
harness shall be made via connectors supplied by the chassis OEM.
All exposed exterior wiring, and any wiring running inside compartments shall be protected by a
raceway, channel or conduit.
In all areas where wiring is not protected by conduit, it shall be protected by heat-resistant (300°)
loom.
Hard plastic (snap-in or glue-in) or rubber grommets shall be installed wherever wiring passes
through walls or partitions.
All wiring shall be secured with plastic cable ties and/or rubber-coated aluminum or steel cable
clamps. Self-adhesive tie mounts or wire clips are not acceptable.
Wherever practical, wiring looms shall be tied together, and clamped to bulkheads and fi:ame
members to insure maximum security and vibration resistance. Wire !ooms shall not be attached
to hose bundles.
All continuous runs of wiring shall be securely supported at intervals of t 6 inches or less.
All AC wiring shall be enclosed in liquid-tight flexible non-metallic conduit, unless otherwise
noted.
All stop, turn, tail and clearance light assemblies (other than those installed by chassis OEM) shall
be Truck-Lite® LEDSelectTM (or approved equal).
PAINTING AND FINISHING
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City of Palo Alto Contract No. C07111853
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Contractor shall perform high-quality, automotive paint work using industry-standard two-
component acrylic urethane finishes. All paint finishing work shall be accomplished in an
appropriately-sized paint booth.
Paint finishes shall be expected to last the life of the vehicle (average 10 years) in most cases,
assuming normal wear and tear.
High-quality metal preparation procedures shall be employed to prevent peeling, bubbling and
flaking of finish paint. High quality finish paint products shall be used, to prevent fading and
chalking. Finish paint shall not be applied to unprimed surfaces. All exposed bare metal surfaces
shall be covered.
All items that are finish painted by the manufacturer shall retain their original finish unless
otherwise specified.
Any paint finish that is damaged during the installation of a component shall be restored using the
original color(s) and paint processes at no cost to the City. "Spray can" touchups are
unacceptable.
All filters, identification tags and nameplates shall be masked before painting.
All fabricated brackets and loose parts shall be finished prior to installation, to insure full
coverage.
All interior spaces and voids shall be primed and painted, to insure maximum corrosion resistance.
Utility bodies shall be prepared and prime-painted by the manufacturer in accordance with the
requirements noted in section "L", item 5 below. The underside of all mack bodies shall be coated
with an automotive underseal compound.
All bodies, painted parts and accessories shall be finished with two (2) coats of acrylic methane.
Contractor shall provide, either themselves, or through a subcontractor:
¯Electrostatic powder-coat painting
¯"Line-X" or "Rhino-Lining" spray on mack bedliners
MATERIALS AND PRODUCTS
Contractor shall furnish all mack bodies, equipment, supplies and materials required to complete
each project request, unless otherwise noted.
All materials used on City projects must be new, in undamaged condition, and of the highest
quality and appropriate for the application. No used, recycled, or waste materials shall be used
without the express permission of City Project Manager.
Contractor shall furnish the following products - listed by manufacturer:
¯Adrian Steel - Van interiors, truck toolboxes and accessories
¯Autocrane - Track-mounted cranes
¯Hannay - Hose and cable reels
¯Heil - Dump bodies and accessories
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City of Palo Alto Contract No. C07111853
¯Holland - Hitches and couplers
¯Honda - Generators and power equipment
¯Knapheide - Service and platform bodies and accessories (up to 132")
¯Kwik-Raze - Floodlights and poles
¯Muncie - Power take-off units
¯Tommy Lift - Liftgates
¯Transfer Flo~v - Auxiliary fuel tanks
¯Vanair - Underdeck and underhood air compressors
¯Warn - Winches and mounting kits
¯Weatherguard - Truck toolboxes, van interiors and accessories
¯Whelen - Emergency and warning lighting
¯Wired-Rite - Switch panels
The above-listed items represent product lines in general use by the City. If contractor proposes
source similar products from manufacturers other than those listed above, those product lines and
manufacturers should be listed as part of the proposal when a project is being quoted. Provide
manufacturer specifications or other documentation showing that the products offered meet or
exceed the specifications of the products listed above.
Utility Bodies - General Specifications:
a.All utility, line, platform and dump bodies shall be Knapheide or an ~ equal.
Locally-fabricated bodies are not acceptable.
b.Contractor shall provide with their proposal a manufacturer’s full catalog of products,
including brochures, feature lists, photographs and dimensional drawings of all bodies,
components, options and accessories to the City. Electronic catalogs (via website, e-mail
or CD) are preferable but not required.
c.After assembly, completed utility bodies shall be cleaned via high-pressure spraying and
immersion in an alkaline cleaning solution. After cleaning, utility bodies shall be pre-
treated by immersion in a zinc phosphate and sealer bath. Epoxy primer shall then be
applied to the body via immersion in a positively-charged immersion bath. The primed
utility body shall then be cured at a minimum of 340° for 40 minutes.
d.The underside of all bodies shall be undercoated.
e.Utility bodies 132" in length and under shall include the following features:
1.14 gauge A40 galvanneal (both sides) steel body shell.
2.Cargo floor:
050809sm0100394 Page 11 of 16
City of Palo Alto Contract No. C07111853
Mo
No
Single rear wheel applications 12-gauge steel sheet
Dual rear wheel applications 1/8" steel sheet
Cargo floor will employ a return flange that interlocks with
side compartments and eliminates the exposed seam between
floor and side compartments
Double-shell, 20 gauge A40 galvanneal (both sides) steel hat section reinforced
doors.
5.
6.
7.
Full-length, all stainless-steel continuous door hinges.
Paddle-actuated, rotary style door latches, with adjustable strikers.
Spring actuated "over-center" door closures on all vertical doors.
The body mounting system will allow quick, safe remounting of the body from
one chassis to another. System will meet FMVSS301 requirements.
TRANSPORTATION
Generally, projects will be planned such that truck chassis and trailers can be drop-shipped from
the suppliers directly to the Contractor’s facility. However, when this is not feasible, Contractor
shall arrange transportation of chassis units from the City’s Municipal Services Center (MSC) to
their facility. Contractor shall be responsible for transporting completed vehicles from their
facility to the MSC. Contractor shall comply with all applicable insurance requirements during
the term of the contract for this work.
INSPECTIONS/ACCEPTANCE
The City of Palo Alto shall have the right to inspect projects at any time during construction.
Scheduled inspections will generally occur just prior to fmal painting, and occasionally, prior to
delivery.
Contractor shall provide three (3) working days notice to City prior to scheduled inspections.
Contractor shall make every effort to coordinate inspections so that several projects may be
inspected at one time.
Approval or disapproval of final engineering design, quality of workmanship and adherence to
specifications shall be confirmed in writing by City.
Completed projects shall be delivered within five (5) working days of acceptance or such other
time as City’s Project Manager authorizes.
TRAINING
From time to time, projects may include equipment, components or devices with which City staff
may be unfamiliar. Upon request, Contractor shall provide training on these components, or make
arrangements for the training through the manufacturer or distributor of the component. All
training shall be conducted within 15 working days of request by City
INVOICING
City-assigned project numbers shall referenced on all invoices submitted by the Contractor.
050809 sm 0100394 Page 12 of 1 6
City of Palo Alto Contract No. C07111853
o
No
Contractor shall submit a final invoice for each project within 10 working days of project
completion.
Final invoices shall be itemized, in a format identical to that used for the cost estimates. The
manufacturer and model number of each major component wil! be noted, and each installation
shall be described in detail.
The cost of shop supplies and generic items such as wire, cable, fasteners, and plumbing
components may be shown in a single category.
PROGRESS PAYMENTS
Construction of the projects covered in this Scope of Services will require the purchase of many
expensive components or accessories. The Contractor may submit invoices for these items upon
their receipt.
All invoices must be verifiable, and the City-assigned project number must be noted on each
invoice. All progress payments shall be shown as credits on the final invoice.
CITY STAFF CONTACTS
The following City staff will be managing and coordinating projects under this contract:
Name
Keith LaHaie
Title
Fleet Manager
Telephone
650.496.6948
Responsibilities
Project budgets,
specifications, scheduling
Scheduling, inspections
Transportation, parts sourcing
Payments
Marc Muzzi Assistant Fleet Manager 650.496.6935
Tom Schroyer Fleet Services Coordinator 650.496.6909
Bev Woods Program Assistant 650.496.6922
050809 sm 0100394 Page 13 of 16
City of Palo Alto Contract No. C07111853
EXHIBIT B
SCHEDULE OF PERFORMANCE
The Contractor shall be required to provide an itemized cost estimate (see Exhibit "C") and a
project schedule within 15 working days of receiving a project request unless extended by the
City’s Project Manager. Cost estimates wilt be used by City staff to insure that there is an
adequate budget for each project, and to insure that the proposed project is cost-effective.
Estimates shall show the total price (including installation and paint if applicable) of all major
components; including, but not limited to: utility bodies, cranes, generators, liftgates, winches, and
warning light systems. The cost of shop supplies and generic items such as wire, cable, fasteners,
and plumbing components may be shown in a single category.
Project schedules shall show the production start date, significant milestones, pre-paint inspection
date, and delivery date. Schedules may be adjusted, as mutually agreed upon by the Contractor
and the City, to accommodate delays in the receipt of track chassis.
City staff will review the cost estimate and project schedule prior to giving approval to proceed.
project specifications may be changed after the cost estimate is reviewed by City staff. Changes
may be made based on the available project budget, and other factors, and shall be approved by
the City’s Project Manager. Changes exceeding ten (10) percent of the original task order price,
and every order after that shall be approved by the Director of Public Works.
If significant changes are required during the course of a project due to change(s) requested by the
City or suggested by the Contractor, the Contractor shall provide a revised cost estimate and a
schedule (if necessary) reflecting the changes to the City’s Project Manager for approval.
A task order shall be made in the form the City’s release purchase order and shall serve as the
notice to proceed for each project. The task order will be issued incorporating project schedules
and fmal cost estimates. Failure by the Contractor to adhere to the project schedules they submit
shall be a factor during consideration for any future contract renewal.
If the Contractor is delayed or obstructed in completing a project for reasons beyond their control,
the delivery date may be extended for a period mutually agreed upon in writing by the Contractor
and the City.
050809 sm 010039"4 Page 14 of 16
City of Palo Alto Contract No. C07111853
EXHIBIT C
SCHEDULE OF FEES
All Payments a.re based upon City’s acceptance of Contractor’s performance of each project as evidenced by
successfifl completion of the Deliverable for that project. City shall have no obligation to pay unless Contractor
has successfully completed and City has approved the Project for which payment is due.
PRICING, RATES AND FEES
A.TRUCK BODIES AND ACCESSORIES
Pricing shall include, but not be limited to:
¯Installation of the body and any listed accessories
¯Body preparation and finish painting
¯Round-trip transportation of the chassis to/from the vendor’s facility to/from the
City of Palo Alto
All utility bodies and dump bodies shall meet the requirements of the Scope of Services
Unless otherwise noted, all utility bodies shall include the following features and accessories:
¯Interior strip lighting, appropriately protected, (National Specialty Lighting "Brite Strip
#BL-3-100) in each compartment.
¯Stop, turn, tail and clearance lights as in the Scope of Services
¯.100" satin-finish aluminum treadplate on top of each compartment
¯Chrome grab handles at the rear of body (one each side)
¯Treadplate bumper, with pintle hook recess
B.GENERAL ACCESSORIES
The pricing in the original request for proposal shall serve a basis for the pricing for the individual projects
to be completed during the term of the contact. A price list of accessories shall be kept current and
maintained with the City of Palo Alto during the term of the contract. Pricing shall include the cost of
vehicles being picked up from the City’s Municipal Service Center (MSC) and returned to the MSC after
completion.
C.FEES
Hourly Rates
Service Type Hourly Rate
$75.0ODesign and technical consultation services
$75.00
Fabrication and installation services
$75.00
Repairs
050809sm0100394 Page 15 of 16
City of Palo Alto Contract No. C07111853
MATERIALS AND PARTS
I. Product Line
(List other items available)
System Edstrom
Autocrane
Hannay
Heil
Holland
Honda
Knapheide
Kwik-Raze
Muncie
Star-Beam
Tommy Lift
Transfer Flow
Vanair
Warn
Weatherguard
Whelen
Wired-Rite
Discount/Markup
(from price list noted in right-
hand column)
Price List Type
None List
None List
None List
None List
None List
None List
None List
None List
None List
None List
None List
None List
None List
None List
None List
None List
None List
City shall be given complete product literature and specification information by American Truck & Trailer
Body Co., Inc. for the brands specified above. This information shall be kept current and maintained with
the City during the term of the contract.
050809 sm 0100394 Page 1 6 of 16
~IT D
~___C ORD.
Copk, Disl"~.roon & Greathouso
P~"O. Box 12909
Oakland CA 94604-
Phone~510-437-1900 -,,,
CERTIFICATE OF LIABILITY INSURANCE
THIS C’~RTIFICATE IS 18SUED A~ A MATTER OF_ iNFORMATION --
ONLY ~J~ID CONFERS NO RIGHTS UPON THE CERTIFICATE
HOLDER. THIS CERTIFICATE D~ES NOT A~END, EXTEND OR
ALTER THE COVERAGE, AFFORDED By,,,,THE POLICIES BELOW.
NAIC#INSURERS AFFORDING COVER~GI=
INSURF--R ~
~NSURER 8;
INBURP~R C~
INSURER ~:
HARTFORD INS. GROUP
Berkshire ~athaway ....
U, MIT$
$1,000,000
$300,000
s I0,000
s I, 0.00,000
$ I, 000,000
s I, 000,000_
$1,000,000-
SS00.D~D SS31,V0S.
CERTIFICATE HOLDER
CITYPAL
CITY O~ PALO ALTO
PUrCHASiNG & CONTRACT
A~MINI STRATZON
P. O. BOX 110250
PAL0 ALTO CA 94,303
ACORD 25 (200110B)
CANCELLATION ....
DATE THERe, TH~ ~MG ~SURER ~ ~~L
N~CE TO ~E C~F~TE HO~ER ~ TO THE L~.
IMPO~ ~ O~N OR L~ OF ~Y ~O UPON TH~
~ ACORD CORPO~ON
EXHIBIT E
Certification of Nondiscrimination
As suppliers of goods or services to the City of Pale Alto, the firm and individuals listed below
certify that they do not discriminate in employment of any person because of race, skin color,
gender, age, religion, disability, national origin, ancestry, sexual orientation, housing status,
madtal status, familial status, weight or height of such person; that they are in compliance with all
Federal, State and local directives and executive orders regarding nondiscrimination in
employment.
1.If Proposer is INDIVIDUAL, sign here:
Date:
Proposer’s Signature
Proposer’s typed name and title
If Proposer is PARTNERSHIP or JOINT VENTURE, at least (2) Partners or each of
the Joint Venturers shall sign here:
Partnership or Joint Venture Name (type or pdnt)
Date:
Member of the Partnership or Joint Venture signature
Member of the Partnership or Joint Venture signature
¯ Date:
3.If Proposer Is a CORPORATION, the duly authorized officer(s) shall sign as follows:
The undersigned certify that they are respectively:
("~T-~,& t ~.~ ,~.. v~ ~"and
Title Title
Of the corporation named belo~r, that they are designated to sign the Proposal Cost Form by
resolution (attach a certified copy, with corporate seal, if applicable, notarized as to its
authenticity or Secretary’s certificate of authorization) for and on behalf of the below named
CORPORATION, and that they are authorized to execute same for and on behalf of said
CORPORATION.
Corporation N~~dnt)
B Date: Z-
Titl~
Date:
Title: _., E ~.
City of Palo Alto - RFP 111853