HomeMy WebLinkAboutAgenda Packet - CC - 02/17/2021 - Packet 2-Vehicle Maintenance & Repairs Agreements
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PACKET 2
Vehicle Maintenance and Repairs Agreements
Wednesday, February 17, 2021 Regular Council Meeting Agenda 6:00 PM
Consent Agenda Items:
5. Approval of a Vehicle Maintenance and Repairs Agreement between
the City of Milton and North Fulton Express Oil, LLC, dba Express Oil
Change and Tire Engineers.
(Agenda Item No. 21-034)
(Bernadette Harvill, Finance Director)
6. Approval of a Vehicle Maintenance and Repairs Agreement between
the City of Milton and Extra Mile Auto Tire and Service, LLC.
(Agenda Item No. 21-035)
(Bernadette Harvill, Finance Director))
7. Approval of a Vehicle Maintenance and Repairs Agreement between
the City of Milton and Speed Auto Repair, LLC.
(Agenda Item No. 21-036)
(Bernadette Harvill, Finance Director)
CITY COUNCIL AGENDA ITEM
TO: City Council DATE: 02/10/2021
FROM: Steven Krokoff, City Manager
AGENDA ITEM: Approval of a Vehicle Maintenance and Repairs Agreement
between the City of Milton and North Fulton Express Oil, LLC
dba Express Oil Change and Tire Engineers.
MEETING DATE: Wednesday, February 17, 2021 City Council Meeting
BACKGROUND INFORMATION: (Attach additional pages if necessary)
See attached memorandum
APPROVAL BY CITY MANAGER: ___ APPROVED ___ NOT APPROVED
CITY ATTORNEY APPROVAL REQUIRED: ___ YES ___ NO
CITY ATTORNEY REVIEW REQUIRED: ___ YES ___ NO
APPROVAL BY CITY ATTORNEY ___ APPROVED ___ NOT APPROVED
PLACED ON AGENDA FOR: __________
X
X
X
February 17, 2021
X
To: Honorable Mayor and City Council Members
From: Rich Austin, Chief of Police
Date: Submitted on January 28, 2021 for the February 17, 2021 Regular City
Council Meeting
Agenda Item: Approval of a Vehicle Maintenance and Repairs Agreement between
the City of Milton and North Fulton Express Oil, LLC, dba Express Oil
Change and Tire Engineers.
_____________________________________________________________________________________
Project Description:
Three vendors have been selected for contract award: North Fulton Express Oil, LLC, dba
Express Oil Change and Tire Engineers, Extra Mile Auto Tire and Service, LLC, and Speed
Auto Repair, LLC. The Contractors will be providing routine maintenance and light repair
services to the City’s fleet vehicles. General maintenance and repair services as well as
a listing of sample vehicles are specified in the RFP. This contract will be valid for a total
of three years from start date. This contract will be rebid every three years to ensure
competitive bidding and best value for the City.
The City received four proposals in response to the RFP. After evaluating all proposals,
the three companies listed above were chosen to be awarded the contract. These
companies were chosen due to the pricing from each being competitive. The City
decided to select three companies due to its fleet growing each year. Staff is
recommending the award of individual contracts with each of the three above named
vendors.
Procurement Summary:
Purchasing method used: RFP
Account Number: Vehicle R&M accounts across end user departments
Requisition Total: Blanket PO
Financial Review: Bernadette Harvill, February 4, 2021
Legal Review: Sam VanVolkenburgh – Jarrard & Davis, January 22, 2021
Concurrent Review: Steven Krokoff, City Manager
Attachment(s): Vehicle Maintenance and Repair Agreement
Vehicle Maintenance and Repair Agreement | 1
AGREEMENT FOR VEHICLE MAINTENANCE AND REPAIRS
THIS AGREEMENT is made and entered into this_____ day of _____________, 20___, by
and between the CITY OF MILTON, GEORGIA, a municipal corporation of the State of Georgia,
acting by and through its governing authority, the Mayor and City Council (hereinafter referred
to as the “City”), and North Fulton Express Oil, LLC, a Georgia Limited Liability Company dba
Express Oil Change and Tire Engineers, (herein after referred to as the "Contractor"), collectively
referred to herein as the "Parties."
WITNESSETH:
WHEREAS, City desires to retain Contractor to provide certain services generally
described as routine maintenance and repairs for City department vehicles (the “Work”); and
WHEREAS, City finds that specialized knowledge, skills, and training are necessary to
perform the Work (defined below) contemplated under this Agreement; and
WHEREAS, Contractor has represented that it is qualified by training and experience to
perform the Work; and
WHEREAS, Contractor desires to perform the Work as set forth in this Agreement under
the terms and conditions provided in this Agreement; and
WHEREAS, the public interest will be served by this Agreement; and
WHEREAS, Contractor has familiarized itself with the nature and extent of the
Agreement, the Project, and the Work, and with all local conditions and federal, state and local
laws, ordinances, rules and regulations that may in any manner affect cost, progress or
performance of Work.
NOW, THEREFORE, for and in consideration of the mutual promises, the public
purposes, and the acknowledgements and agreements contained herein, and other good and
adequate consideration, the sufficiency of which is hereby acknowledged, the Parties do mutually
agree as follows:
I. SCOPE OF SERVICES AND TERMINATION DATE
A. Agreement. The Agreement shall consist of this Professional Services
Agreement and each of the Exhibits hereto, which are incorporated herein by reference,
including:
Exhibit “A” – City Solicitation Documents
Exhibit “B” – Contractor Response/Proposal
Vehicle Maintenance and Repair Agreement | 2
Exhibit “C” – Scope of Work
Exhibit “D” – Contractor Affidavit
Exhibit “E” – Subcontractor Affidavit
Exhibit “F” – RESERVED
B. Project Description. The “Project” at issue in this Agreement is generally
described as: Vehicle maintenance and light repair services to City of Milton fleet vehicles.
C. The Work. The Work to be completed under this Agreement (the “Work”)
includes, but shall not be limited to, the work described in the Scope of Work provided in Exhibit
“C”, attached hereto and incorporated herein by reference. Unless otherwise stated in Exhibit
“C”, the Work includes all material, labor, insurance, tools, equipment, machinery, water, heat,
utilities, transportation, facilities, services and any other miscellaneous items and work necessary
to complete the Work. Some details necessary for proper execution and completion of the Work
may not be specifically described in the Scope of Work, but they are a requirement of the Work if
they are a usual and customary component of the contemplated services or are otherwise
necessary for proper completion of the Work.
All services shall be stated on a written service ticket or other form that can be reviewed
and approved by the City or its designated employees prior to performance. For services not
specifically described and firmly priced in this Agreement, the service ticket shall state the exact
nature of the services and the price to be charged, which shall be approved prior to performance.
D. Schedule, Completion Date, and Term of Agreement. Contractor understands
that time is of the essence of this Agreement and warrants and represents that it will perform the
Work in a prompt and timely manner, which shall not impose delays on the progress of the Work.
The term of this Agreement (“Term”) shall be deemed to have commenced as of January 1, 2021
(“Effective Date”) and terminate without further obligation on the part of City on December 31,
2021 (provided that certain obligations will survive the Term). In accordance with O.C.G.A. § 36-
60-13, this Agreement shall automatically renew for two successive annual renewal terms absent
City’s provision of written notice of non-renewal to Contractor at least five (5) days prior to first
day of the renewal term. Title to any supplies, materials, equipment, or other personal property
shall remain in Contractor until fully paid for by City.
II. WORK CHANGES
A. Change Order Defined. A “Change Order” means a written modification of the
Agreement, signed by representatives of City and Contractor with appropriate authorization.
B. Right to Order Changes. City reserves the right to order changes in the Work to
be performed under this Agreement by altering, adding to, or deducting from the Work. All such
changes shall be incorporated in written Change Orders and executed by Contractor and City.
Such Change Orders shall specify the changes ordered and any necessary adjustment of
compensation and completion time. If the Parties cannot reach an agreement on the terms for
performing the changed work within a reasonable time to avoid delay or other unfavorable
impacts as determined by City in its sole discretion, City shall have the right to determine
reasonable terms, and Contractor shall proceed with the changed work.
Vehicle Maintenance and Repair Agreement | 3
C. Change Order Requirement. Any work added to the scope of this Agreement by
a Change Order shall be executed under all the applicable conditions of this Agreement. No claim
for additional compensation or extension of time shall be recognized, unless contained in a
written Change Order duly executed on behalf of City and Contractor.
D. Authority to Execute Change Order. The City Manager has authority to execute,
without further action of the Mayor or City Council, any number of Change Orders so long as
their total effect does not materially alter the terms of this Agreement or materially increase the
Maximum Contract Price, as set forth in Section III(B) below. Any such Change Orders materially
altering the terms of this Agreement, or any Change Order affecting the price where the
Maximum Contract Price (as amended) is in excess of $50,000, must be approved by resolution of
the Mayor and City Council. Amendments shall not result in a variance in price exceeding ten
percent of the original contract amount.
III. COMPENSATION AND METHOD OF PAYMENT
A. Payment Terms. City agrees to pay Contractor for the Work performed and costs
incurred by Contractor upon certification by City that the Work was actually performed and costs
actually incurred in accordance with the Agreement. Compensation for Work performed and, if
applicable, reimbursement for costs incurred shall be paid to Contractor upon City’s receipt and
approval of invoices, setting forth in detail the services performed and costs incurred, along with
all supporting documents requested by City to process the invoice. Invoices shall be submitted
on a monthly basis. Any material deviations in tests or inspections performed, or times or
locations required to complete such tests or inspections, and like deviations from the Work
described in this Agreement shall be clearly communicated to City before charges are incurred and
shall be handled through Change Orders as described in Section II above. City shall pay
Contractor within thirty (30) days after approval of the invoice by City staff.
B. Maximum Contract Price. The total amount paid in each annual term under this
Agreement as compensation for Work performed and reimbursement for costs incurred shall not,
in any case, exceed $100,000 (the “Maximum Contract Price”), except as outlined in Section II(C)
above. The compensation for Work performed shall be based upon the number of vehicles
brought in for service, the type of service requested, and the unit price schedule and extra work
hourly rates set forth in Exhibit “B”. The City does not guarantee any minimum amount of work
under this Agreement, and annual compensation is expected to be less than the Maximum
Contract Price.
C. Reimbursement for Costs. There shall be no reimbursement for costs except the
cost for replacement parts as expressly provided in Exhibit “B” or else as separately agreed to by
City in writing.
IV. COVENANTS OF CONTRACTOR
A. Expertise of Contractor; Licenses, Certification and Permits. Contractor accepts
the relationship of trust and confidence established between it and City, recognizing that City’s
intention and purpose in entering into this Agreement is to engage an entity with the requisite
capacity, experience, and professional skill and judgment to provide the Work in pursuit of the
timely and competent completion of the Work undertaken by Contractor under this Agreement.
Contractor shall employ only persons duly qualified in the appropriate area of expertise to
perform the Work described in this Agreement.
Contractor covenants and declares that it has obtained all diplomas, certificates, licenses,
permits or the like required of Contractor by any and all national, state, regional, county, or local
boards, agencies, commissions, committees or other regulatory bodies in order to perform the
Work contracted for under this Agreement. Further, Contractor agrees that it will perform all
Work in accordance with the standard of care and quality ordinarily expected of competent
professionals and in compliance with all federal, state, and local laws, regulations, codes,
ordinances, or orders applicable to the Project, including, but not limited to, any applicable
records retention requirements and Georgia's Open Records Act (O.C.G.A. § 50-18-71, et seq.).
Anv additional work or costs incurred as a result of error and/or omission by Contractor as a
result of not meeting the applicable standard of care or quality will be provided by Contractor at
no additional cost to City. This provision shall survive termination of this Agreement.
B. Budgetary Limitations. Contractor agrees and acknowledges that budgetary
limitations are not a justification for breach of sound principals of Contractor's profession and
industry. Contractor shall take no calculated risk in the performance of the Work. Specifically,
Contractor agrees that, in the event it cannot perform the Work within the budgetary limitations
established without disregarding sound principles of Contractor's profession and industry,
Contractor will give written notice immediately to City.
C. City's Reliance on the Work. Contractor acknowledges and agrees that City does
not undertake to approve or pass upon matters of expertise of Contractor and that, therefore, City
bears no responsibility for Contractor's Work performed under this Agreement. Contractor
acknowledges and agrees that the acceptance of Work by City is limited to the function of
determining whether there has been compliance with what is required to be produced under this
Agreement. City will not, and need not, inquire into adequacy, fitness, suitability or correctness
of Contractor's performance. Contractor further agrees that no approval of designs, plans,
specifications or other work product by any person, body or agency shall relieve Contractor of
the responsibility for adequacy, fitness, suitability, and correctness of Contractor's Work under
professional and industry standards, or for performing services under this Agreement in
accordance with sound and accepted professional and industry principles.
D. Contractor's Reliance on Subnussions by City. Contractor must have timely
information and input from City in order to perform the Work required under this Agreement.
Contractor is entitled to rely upon information provided by City, but Contractor shall provide
immediate written notice to City if Contractor knows or reasonably should know that any
information provided by City is erroneous, inconsistent, or otherwise problematic.
E. Contractor's Representative. �hf 5 &(6q shall be authorized
to act on Contractor's behalf with respect to the Work as Contractor's d signated representative,
provided that this designation shall not relieve either Party of any written notice requirements
set forth elsewhere in this Agreement.
Vehicle Maintenance and Repair Agreement 14
Vehicle Maintenance and Repair Agreement | 5
F. Assignment of Agreement. Contractor covenants and agrees not to assign or
transfer any interest in, or delegate any duties of this Agreement, without the prior express
written consent of City. As to any approved subcontractors, Contractor shall be solely responsible
for reimbursing them, and City shall have no obligation to them.
G. Responsibility of Contractor and Indemnification of City. Contractor covenants
and agrees to take and assume all responsibility for the Work rendered in connection with this
Agreement. Contractor shall bear all losses and damages directly or indirectly resulting to it
and/or City on account of the performance or character of the Work rendered pursuant to this
Agreement. Contractor shall defend, indemnify and hold harmless City and City’s elected and
appointed officials, officers, boards, commissions, employees, representatives, contractors,
servants, agents, attorneys and volunteers (individually an “Indemnified Party” and collectively
“Indemnified Parties”) from and against any and all claims, suits, actions, judgments, injuries,
damages, losses, costs, expenses and liability of any kind whatsoever, including but not limited
to attorney’s fees and costs of defense (“Liabilities”), which may arise from or be the result of an
alleged willful, negligent or tortious act or omission arising out of the Work, performance of
contracted services, or operations by Contractor, any subcontractor, anyone directly or indirectly
employed by Contractor or subcontractor or anyone for whose acts or omissions Contractor or
subcontractor may be liable, regardless of whether or not the act or omission is caused in part by
a party indemnified hereunder; provided that this indemnity obligation shall only apply to the
extent Liabilities are caused by or result from the negligence, recklessness, or intentionally
wrongful conduct of the Contractor or other persons employed or utilized by the Contractor in
the performance of this Agreement. This indemnity obligation shall not be construed to negate,
abridge, or otherwise reduce any other right or obligation of indemnity which would otherwise
exist as to any party or person described in this provision.
In any and all claims against an Indemnified Party, by any employee of Contractor, its
subcontractor, anyone directly or indirectly employed by Contractor or subcontractor or anyone
for whose acts Contractor or subcontractor may be liable, the indemnification obligation set forth
in this provision shall not be limited in any way by any limitation on the amount or type of
damages, compensation or benefits payable by or for Contractor or any subcontractor under
workers’ or workmen’s compensation acts, disability benefit acts or other employee benefit acts.
This obligation to indemnify, defend, and hold harmless the Indemnified Party(ies) shall survive
expiration or termination of this Agreement, provided that the claims are based upon or arise out
of actions or omissions that occurred during the performance of this Agreement.
H. Independent Contractor. Contractor hereby covenants and declares that it is
engaged in an independent business and agrees to perform the Work as an independent
contractor and not as the agent or employee of City. Nothing in this Agreement shall be
construed to make Contractor or any of its employees, servants, or subcontractors, an employee,
servant or agent of City for any purpose. Contractor agrees to be solely responsible for its own
matters relating to the time and place the Work is performed and the method used to perform
such Work; the instrumentalities, tools, supplies and/or materials necessary to complete the
Work; hiring of contractors, agents or employees to complete the Work; and the payment of
employees, including benefits and compliance with Social Security, withholding and all other
regulations governing such matters. Contractor agrees to be solely responsible for its own acts
and those of its subordinates, employees, and subcontractors during the life of this Agreement.
Vehicle Maintenance and Repair Agreement | 6
There shall be no contractual relationship between any subcontractor or supplier and City by
virtue of this Agreement with Contractor. Any provisions of this Agreement that may appear to
give City the right to direct Contractor as to the details of the services to be performed by
Contractor or to exercise a measure of control over such services will be deemed to mean that
Contractor shall follow the directions of City with regard to the results of such services only. It
is further understood that this Agreement is not exclusive, and City may hire additional entities
to perform the Work related to this Agreement.
Inasmuch as City and Contractor are independent of each other, neither has the authority
to bind the other to any third person or otherwise to act in any way as the representative of the
other, unless otherwise expressly agreed to in writing signed by both Parties hereto. Contractor
agrees not to represent itself as City’s agent for any purpose to any party or to allow any employee
of Contractor to do so, unless specifically authorized, in advance and in writing, to do so, and
then only for the limited purpose stated in such authorization. Contractor shall assume full
liability for any contracts or agreements Contractor enters into on behalf of City without the
express knowledge and prior written consent of City.
I. Insurance.
(1) Requirements: Contractor shall have and maintain in full force and effect
for the duration of this Agreement, insurance insuring against claims for
injuries to persons or damages to property which may arise from or in
connection with the performance of the Work by Contractor, its agents,
representatives, employees or subcontractors. All policies shall be subject
to approval by City as to form and content. These requirements are subject
to amendment or waiver if so approved in writing by the City Manager.
(2) Minimum Limits of Insurance: Contractor shall maintain the following
insurance policies with coverage and limits no less than:
(a) Commercial General Liability coverage of at least $1,000,000 (one
million dollars) combined single limit per occurrence and
$2,000,000 (two million dollars) aggregate for comprehensive
coverage including for bodily and personal injury, sickness, disease
or death, injury to or destruction of property, including loss of use
resulting therefrom.
(b) Commercial Automobile Liability (owned, non-owned, hired)
coverage of at least $1,000,000 (one million dollars) combined single
limit per occurrence for comprehensive coverage including bodily
and personal injury, sickness, disease or death, injury to or
destruction of property, including loss of use resulting therefrom.
(c) Garage Liability and/or Garage Keeper Liability of at least $500,000
(five hundred thousand dollars) per automobile per accident limit
for claims arising out of garage/mechanic’s services and caused by
Contractor’s errors, omissions, or negligent acts. (This insurance is
Vehicle Maintenance and Repair Agreement | 7
needed only if Contractor’s other policies do not fully provide such
coverage.)
(d) Workers’ Compensation limits as required by the State of Georgia
and Employers’ Liability limits of $1,000,000 (one million dollars)
per occurrence or disease. (If Contractor is a sole proprietor, who
is otherwise not entitled to coverage under Georgia’s Workers’
Compensation Act, Contractor must secure Workers’
Compensation coverage approved by both the State Board of
Workers’ Compensation and the Commissioner of Insurance. The
amount of such coverage shall be the same as what is otherwise
required of employers entitled to coverage under the Georgia
Workers’ Compensation Act. Further, Contractor shall provide a
certificate of insurance indicating that such coverage has been
secured and that no individual has been excluded from coverage.)
(e) Commercial Umbrella Liability Coverage: $ _N/A__ per
occurrence shall be provided and will apply over all liability
policies, without exception, including but not limited to
Commercial General Liability, Commercial Automobile Liability,
Employers’ Liability, and Garage/Garage Keeper Liability.
(3) Deductibles and Self-Insured Retentions: Any deductibles or self-insured
retentions must be declared to and approved by City in writing so that City
may ensure the financial solvency of Contractor; self-insured retentions
should be included on the certificate of insurance.
(4) Other Insurance Provisions: Each policy shall contain, or be endorsed to
contain, the following provisions respectively:
(a) General Liability, Automobile Liability and (if applicable)
Umbrella Liability Coverage.
(i) Additional Insured Requirement. City and City’s elected
and appointed officials, officers, boards, commissioners,
employees, representatives, contractors, servants, agents
and volunteers (individually “Insured Party” and
collectively “Insured Parties”) shall be named as additional
insureds as respects: liability arising out of activities
performed by or on behalf of Contractor; products and
completed operations of Contractor; premises owned,
leased, or used by Contractor; automobiles owned, leased,
hired, or borrowed by Contractor. The coverage shall
contain no special limitations on the scope of protection
afforded to the Insured Parties. Nothing contained in this
section shall be construed to require the Contractor to
provide liability insurance coverage to any Insured Party
Vehicle Maintenance and Repair Agreement | 8
for claims asserted against such Insured Party for its sole
negligence.
(ii) Primary Insurance Requirement. Contractor’s insurance
coverage shall be primary noncontributing insurance as
respects to any other insurance or self-insurance available
to the Insured Parties. Any insurance or self-insurance
maintained by the Insured Parties shall be in excess of
Contractor’s insurance and shall not contribute with it.
(iii) Reporting Requirement. Any failure to comply with
reporting provisions of the policies shall not affect coverage
provided to the Insured Parties.
(iv) Separate Coverage. Coverage shall state that Contractor’s
insurance shall apply separately to each insured against
whom claim is made or suit is brought, except with respect
to limits of insurance provided.
(v) Defense Costs/Cross Liability. Coverage shall be
provided on a “pay on behalf” basis, with defense costs
payable in addition to policy limits. There shall be no cross
liability exclusion.
(vi) Subrogation. The insurer shall agree to waive all rights of
subrogation against the Insured Parties for losses arising
from Work performed by Contractor for City.
(b) Workers’ Compensation Coverage. The insurer providing
Workers’ Compensation Coverage will agree to waive all rights of
subrogation against the Insured Parties for losses arising from
Work performed by Contractor for City.
(c) All Coverages.
(i) Notice Requirement. Each insurance policy required by
this Agreement shall be endorsed to state that coverage
shall not be suspended, voided, or canceled except after
thirty (30) calendar days prior written notice (or 10 calendar
days if due to non-payment) has been given to City. City
reserves the right to accept alternate notice terms and
provisions, provided they meet the minimum requirements
under Georgia law.
(ii) Starting and Ending Dates. Policies shall have concurrent
starting and ending dates.
Vehicle Maintenance and Repair Agreement | 9
(iii) Incorporation of Indemnification Obligations. Policies shall
include an endorsement incorporating the indemnification
obligations assumed by Contractor under the terms of this
Agreement, including but not limited to Section IV(G) of
this Agreement.
(5) Acceptability of Insurers: The insurance to be maintained by Contractor
must be issued by a company licensed or approved by the Insurance
Commissioner to transact business in the State of Georgia. Such insurance
policies shall be placed with insurer(s) with an A.M. Best Policyholder’s
rate of no less than “A-” and with a financial rating of Class VII or greater.
The Contractor shall be responsible for any delay resulting from the failure
of its insurer to provide proof of coverage in the proscribed form.
(6) Verification of Coverage: Contractor shall furnish to City for City approval
certificates of insurance and endorsements to the policies evidencing all
coverage required by this Agreement prior to the start of work. Without
limiting the general scope of this requirement, Contractor is specifically
required to provide an endorsement naming City as an additional insured
when required. The certificates of insurance and endorsements for each
insurance policy are to be on a form utilized by Contractor’s insurer in its
normal course of business and are to be signed by a person authorized by
that insurer to bind coverage on its behalf, unless alternate sufficient
evidence of their validity and incorporation into the policy is provided.
City reserves the right to require complete, certified copies of all required
insurance policies at any time. Contractor shall provide proof that any
expiring coverage has been renewed or replaced prior to the expiration of
the coverage.
(7) Subcontractors: Contractor shall either (1) ensure that its insurance policies
(as described herein) cover all subcontractors and the Work performed by
such subcontractors or (2) ensure that any subcontractor secures separate
policies covering that subcontractor and its Work. All coverage for
subcontractors shall be subject to all of the requirements stated in this
Agreement, including, but not limited to, naming the Insured Parties as
additional insureds.
(8) Claims-Made Policies: Contractor shall extend any claims-made insurance
policy for at least six (6) years after termination or final payment under the
Agreement, whichever is later, and have an effective date which is on or
prior to the Effective Date.
(9) City as Additional Insured and Loss Payee: City shall be named as an
additional insured and loss payee on all policies required by this
Agreement, except City need not be named as an additional insured and
loss payee on any Workers’ Compensation policy.
Vehicle Maintenance and Repair Agreement | 10
(10) Progress Payments: The making of progress payments to Contractor shall
not be construed as relieving Contractor or its subcontractors or insurance
carriers from providing the coverage required in this Agreement.
J. Employment of Unauthorized Aliens Prohibited – E-Verify Affidavit. Pursuant
to O.C.G.A. § 13-10-91, City shall not enter into a contract for the physical performance of services
unless:
(1) Contractor shall provide evidence on City-provided forms, attached hereto
as Exhibits “D” and “E” (affidavits regarding compliance with the E-
Verify program to be sworn under oath under criminal penalty of false
swearing pursuant to O.C.G.A. § 16-10-71), that it and Contractor’s
subcontractors have registered with, are authorized to use and use the
federal work authorization program commonly known as E-Verify, or any
subsequent replacement program, in accordance with the applicable
provisions and deadlines established in O.C.G.A. § 13-10-91, and that they
will continue to use the federal work authorization program throughout
the contract period, or
(2) Contractor provides evidence that it is not required to provide an affidavit
because it is an individual (not a company) licensed pursuant to Title 26 or
Title 43 or by the State Bar of Georgia and is in good standing.
Contractor hereby verifies that it has, prior to executing this Agreement, executed a
notarized affidavit, the form of which is provided in Exhibit “D”, and submitted such affidavit
to City or provided City with evidence that it is an individual not required to provide such an
affidavit because it is licensed and in good standing as noted in sub-subsection (2) above. Further,
Contractor hereby agrees to comply with the requirements of the federal Immigration Reform
and Control Act of 1986 (IRCA), P.L. 99-603, O.C.G.A. § 13-10-91 and Georgia Department of
Labor Rule 300-10-1-.02.
In the event Contractor employs or contracts with any subcontractor(s) in connection with
the covered contract, Contractor agrees to secure from such subcontractor(s) attestation of the
subcontractor’s compliance with O.C.G.A. § 13-10-91 and Rule 300-10-1-.02 by the subcontractor’s
execution of the subcontractor affidavit, the form of which is attached hereto as Exhibit “E”,
which subcontractor affidavit shall become part of the Contractor/subcontractor agreement, or
evidence that the subcontractor is not required to provide such an affidavit because it is an
individual licensed and in good standing as noted in sub-subsection (2) above. If a subcontractor
affidavit is obtained, Contractor agrees to provide a completed copy to City within five (5)
business days of receipt from any subcontractor.
Where Contractor is required to provide an affidavit pursuant to O.C.G.A. § 13-10-91, the
City Manager or his/her designee shall be authorized to conduct an inspection of Contractor’s
and Contractor’s subcontractors’ verification process at any time to determine that the
verification was correct and complete. Contractor and Contractor’s subcontractors shall retain all
documents and records of their respective verification process for a period of five (5) years
following completion of the contract. Further, where Contractor is required to provide an
affidavit pursuant to O.C.G.A. § 13-10-91, the City Manager or his/her designee shall further be
authorized to conduct periodic inspections to ensure that no City Contractor or Contractor's
subcontractors employ unauthorized aliens on City contracts. By entering into a contract with
City, Contractor and Contractor's subcontractors agree to cooperate with any such investigation
by making their records and personnel available upon reasonable notice for inspection and
questioning. Where Contractor or Contractor's subcontractors are found to have employed an
unauthorized alien, the City Manager or his/her designee may report same to the Department of
Homeland Security. Contractor's failure to cooperate with the investigation may be sanctioned
by termination of the Agreement, and Contractor shall be liable for all damages and delays
occasioned by City thereby.
Contractor agrees that the employee -number category designated below is applicable to
Contractor. [Information only required if a contractor affidavit is required pursuant to O.C.G.A.
§ 13-10-91.]
500 or more employees.
�00 or more employees.
Fewer than 100 employees.
Contractor hereby agrees that, in the event Contractor employs or contracts with any
subcontractor(s) in connection with this Agreement and where the subcontractor is required to
provide an affidavit pursuant to O.C.G.A. § 13-10-91, Contractor will secure from the
subcontractor(s) such subcontractor(s') indication of the above employee -number category that
is applicable to the subcontractor.
The above requirements shall be in addition to the requirements of state and federal law,
and shall be construed to be in conformity with those laws.
K. Records, Reports and Audits.
(1) Records:
(a) Books, records, documents, account legers, data bases, and similar
materials relating to the Work performed for City under this
Agreement ("Records") shall be established and maintained by
Contractor in accordance with applicable law and requirements
prescribed by City with respect to all matters covered by this
Agreement. Except as otherwise authorized or required, such
Records shall be maintained for at least three (3) years from the date
that final payment is made to Contractor by City under this
Agreement. Furthermore, Records that are the subject of audit
findings shall be retained for three (3) years or until such audit
findings have been resolved, whichever is later.
(b) All costs claimed or anticipated to be incurred in the performance
Vehicle Maintenance and Repair Agreement 1 11
Vehicle Maintenance and Repair Agreement | 12
of this Agreement shall be supported by properly executed
payrolls, time records, invoices, contracts, or vouchers, or other
official documentation evidencing in proper detail the nature and
propriety of the charges. All checks, payrolls, invoices, contracts,
vouchers, orders or other accounting documents pertaining in
whole or in part to this Agreement shall be clearly identified and
readily accessible.
(2) Reports and Information: Upon request, Contractor shall furnish to City
any and all Records in the form requested by City. All Records provided
electronically must be in a format compatible with City’s computer
systems and software.
(3) Audits and Inspections: At any time during normal business hours and as
often as City may deem necessary, Contractor shall make available to City
or City’s representative(s) for examination all Records. Contractor will
permit City or City’s representative(s) to audit, examine, and make
excerpts or transcripts from such Records. Contractor shall provide proper
facilities for City or City’s representative(s) to access and inspect the
Records, or, at the request of City, shall make the Records available for
inspection at City’s office. Further, Contractor shall permit City or City’s
representative(s) to observe and inspect any or all of Contractor’s facilities
and activities during normal hours of business for the purpose of
evaluating Contractor’s compliance with the terms of this Agreement. In
such instances, City or City’s representative(s) shall not interfere with or
disrupt such activities.
L. Ethics Code; Conflict of Interest. Contractor agrees that it shall not engage in
any activity or conduct that would result in a violation of the City of Milton Code of Ethics or any
other similar law or regulation. Contractor certifies that to the best of its knowledge no
circumstances exist which will cause a conflict of interest in performing the Work. Should Contractor
become aware of any circumstances that may cause a conflict of interest during the Term of this
Agreement, Contractor shall immediately notify City. If City determines that a conflict of interest
exists, City may require that Contractor take action to remedy the conflict of interest or terminate the
Agreement without liability. City shall have the right to recover any fees paid for services rendered
by Contractor when such services were performed while a conflict of interest existed if Contractor
had knowledge of the conflict of interest and did not notify City within five (5) business days of
becoming aware of the existence of the conflict of interest.
Contractor and City acknowledge that it is prohibited for any person to offer, give, or agree
to give any City employee or official, or for any City employee or official to solicit, demand,
accept, or agree to accept from another person, a gratuity of more than nominal value or rebate or
an offer of employment in connection with any decision, approval, disapproval, recommendation,
or preparation of any part of a program requirement or a purchase request, influencing the content
of any specification or procurement standard, rendering of advice, investigation, auditing, or in
any other advisory capacity in any proceeding or application, request for ruling, determination,
claim or controversy, or other particular matter, pertaining to any program requirement or a
Vehicle Maintenance and Repair Agreement | 13
contract or subcontract, or to any solicitation or proposal therefor. Contractor and City further
acknowledge that it is prohibited for any payment, gratuity, or offer of employment to be made by
or on behalf of a sub-contractor under a contract to the prime Contractor or higher tier sub-
contractor, or any person associated therewith, as an inducement for the award of a subcontract or
order.
M. Confidentiality. Contractor acknowledges that it may receive confidential
information of City and that it will protect the confidentiality of any such confidential information
and will require any of its subcontractors, contractors, and/or staff to likewise protect such
confidential information. Contractor agrees that confidential information it learns or receives or
such reports, information, opinions or conclusions that Contractor creates under this Agreement
shall not be made available to, or discussed with, any individual or organization, including the
news media, without prior written approval of City. Contractor shall exercise reasonable
precautions to prevent the unauthorized disclosure and use of City information whether
specifically deemed confidential or not.
Contractor acknowledges that City’s disclosure of documentation is governed by
Georgia’s Open Records Act, and Contractor further acknowledges that if Contractor submits
records containing trade secret information, and if Contractor wishes to keep such records
confidential, Contractor must submit and attach to such records an affidavit affirmatively
declaring that specific information in the records constitutes trade secrets pursuant to Article 27
of Chapter 1 of Title 10, and the Parties shall follow the requirements of O.C.G.A. § 50-18-72(a)(34)
related thereto.
N. Key Personnel. RESERVED
O. Meetings. Contractor is required to meet with City’s personnel, or designated
representatives, to resolve technical or contractual problems that may occur during the Term of
this Agreement at no additional cost to City. Meetings will occur as problems arise and will be
coordinated by City. City shall inform Contractor’s Representative of the need for a meeting and
of the date, time and location of the meeting at least three (3) full business days prior to the date
of the meeting. Face-to-face meetings are desired. However, at Contractor’s option and expense,
a conference call meeting may be substituted. Consistent failure to participate in problem
resolution meetings, two consecutive missed or rescheduled meetings, or failure to make a good
faith effort to resolve problems, may result in termination of this Agreement for cause.
P. Authority to Contract. The individual executing this Agreement on behalf of
Contractor covenants and declares that it has obtained all necessary approvals of Contractor’s
board of directors, stockholders, general partners, limited partners or similar authorities to
simultaneously execute and bind Contractor to the terms of this Agreement, if applicable.
Q. Ownership of Work. RESERVED
R. Nondiscrimination. In accordance with Title VI of the Civil Rights Act of 1964, as
amended, 42 U.S.C. § 2000d, section 303 of the Age Discrimination Act of 1975, as amended, 42
U.S.C. § 6102, section 202 of the Americans with Disabilities Act of 1990, 42 U.S.C. § 12132, and
all other provisions of Federal law, Contractor agrees that, during performance of this
Vehicle Maintenance and Repair Agreement | 14
Agreement, Contractor, for itself, its assignees and successors in interest, will not discriminate
against any employee or applicant for employment, any subcontractor, or any supplier because
of race, color, creed or belief, political affiliation, national origin, gender, age or disability. In
addition, Contractor agrees to comply with all applicable implementing regulations and shall
include the provisions of this paragraph in every subcontract for services contemplated under
this Agreement.
S. Contractors Assisting with Procurement. As required by O.C.G.A. § 36-80-28, if
the Agreement requires the Contractor to prepare, develop, or draft specifications or
requirements for a solicitation (including bids, requests for proposals, procurement orders, or
purchase orders) or to serve in a consultative role during a bid or proposal evaluation or
negotiation process: (a) the Contractor shall avoid any appearance of impropriety and shall follow
all ethics and conflict-of-interest policies and procedures of the City; (b) the Contractor shall
immediately disclose to the City any material transaction or relationship, including, but not
limited to, that of the Contractor, the Contractor’s employees, or the Contractor’s agents or
subsidiaries, that reasonably could be expected to give rise to a conflict of interest, including, but
not limited to, past, present, or known prospective engagements, involvement in litigation or
other dispute, client relationships, or other business or financial interest, and shall immediately
disclose any material transaction or relationship subsequently discovered during the pendency
of the Agreement; and (c) the Contractor agrees and acknowledges that any violation or
threatened violation of this paragraph may cause irreparable injury to the City, entitling the City
to seek injunctive relief in addition to all other legal remedies.
T. Warranty. Work shall be warranted as stated in Exhibit “B.”
V. COVENANTS OF CITY
A. Right of Entry. RESERVED.
B. City’s Representative. Scott Mulvey shall be authorized to act on City’s behalf
with respect to the Work as City’s designated representative on this Project; provided that any
changes to the Work or the terms of this Agreement must be approved as provided in Section II
above.
VI. TERMINATION
A. For Convenience. City may terminate this Agreement for convenience at any time
upon providing written notice thereof at least seven (7) calendar days in advance of the
termination date.
B. For Cause. Contractor shall have no right to terminate this Agreement prior to
completion, except in the event of City’s failure to pay Contractor within thirty (30) calendar days
of Contractor providing City with notice of a delinquent payment and an opportunity to cure. In
the event of Contractor’s breach or default under this Agreement, City may terminate this
Agreement for cause. City shall give Contractor at least seven (7) calendar days’ written notice of
its intent to terminate the Agreement for cause and the reasons therefor. If Contractor fails to
cure the breach or default within that seven (7) day period, or otherwise remedy the breach or
default to the reasonable satisfaction of City, then City may, at its election: (a) in writing terminate
Vehicle Maintenance and Repair Agreement | 15
the Agreement in whole or in part; (b) cure such default itself and charge Contractor for the costs of
curing the default against any sums due or which become due to Contractor under this Agreement;
and/or (c) pursue any other remedy then available, at law or in equity, to City for such default.
C. Statutory Termination. In compliance with O.C.G.A. § 36-60-13, this Agreement
shall be deemed terminated as provided in I(D) of this Agreement. Further, this Agreement shall
terminate immediately and absolutely at such time as appropriated or otherwise unobligated
funds are no longer available to satisfy the obligation of City.
D. Payment Upon Termination. Upon termination, City shall provide for payment
to Contractor for services rendered and, where authorized, expenses incurred prior to the
termination date; provided that, where this Agreement is terminated for cause, City may deduct
from such payment any portion of the cost for City to complete (or hire someone to complete) the
Work, as determined at the time of termination, not otherwise covered by the remaining unpaid
Maximum Contract Price.
E. Conversion to Termination for Convenience. If City terminates this Agreement
for cause and it is later determined that City did not have grounds to do so, the termination will
be converted to and treated as a termination for convenience under the terms of Section VI(A)
above.
F. Requirements Upon Termination. Upon termination, Contractor shall: (1)
promptly discontinue all services, cancel as many outstanding obligations as possible, and not
incur any new obligations, unless the City directs otherwise; and (2) promptly deliver to City all
data, drawings, reports, summaries, and such other information and materials as may have been
generated or used by Contractor in performing this Agreement, whether completed or in process,
in the form specified by City.
G. Reservation of Rights and Remedies. The rights and remedies of City and
Contractor provided in this Article are in addition to any other rights and remedies provided
under this Agreement or at law or in equity.
VII. MISCELLANEOUS
A. Entire Agreement. This Agreement, including any exhibits hereto, constitutes the
complete agreement between the Parties and supersedes any and all other agreements, either oral
or in writing, between the Parties with respect to the subject matter of this Agreement. No other
agreement, statement or promise relating to the subject matter of this Agreement not contained
in this Agreement shall be valid or binding. This Agreement may be modified or amended only
by a written Change Order (as provided in Section II above) or other document signed by
representatives of both Parties with appropriate authorization.
B. Successors and Assigns. Subject to the provision of this Agreement regarding
assignment, this Agreement shall be binding on the heirs, executors, administrators, successors
and assigns of the respective Parties.
C. Governing Law. This Agreement shall be governed by and construed in
Vehicle Maintenance and Repair Agreement | 16
accordance with the laws of the State of Georgia without regard to choice of law principles. If
any action at law or in equity is brought to enforce or interpret the provisions of this Agreement,
the rules, regulations, statutes and laws of the State of Georgia will control. Any action or suit
related to this Agreement shall be brought in the Superior Court of Fulton County, Georgia, or
the U.S. District Court for the Northern District of Georgia – Atlanta Division, and Contractor
submits to the jurisdiction and venue of such court.
D. Captions and Severability. All headings herein are intended for convenience and
ease of reference purposes only and in no way define, limit or describe the scope or intent thereof,
or of this Agreement, or in any way affect this Agreement. Should any article(s) or section(s) of
this Agreement, or any part thereof, later be deemed illegal, invalid or unenforceable by a court
of competent jurisdiction, the offending portion of the Agreement should be severed, and the
remainder of this Agreement shall remain in full force and effect to the extent possible as if this
Agreement had been executed with the invalid portion hereof eliminated, it being the intention
of the Parties that they would have executed the remaining portion of this Agreement without
including any such part, parts, or portions that may for any reason be hereafter declared in valid.
E. Business License. Prior to commencement of the Work to be provided hereunder,
Contractor shall apply to City for a business license, pay the applicable business license fee, and
maintain said business license during the Term of this Agreement, unless Contractor provides
evidence that no such license is required.
F. Notices.
(1) Communications Relating to Day-to-Day Activities. All communications
relating to the day-to-day activities of the Work shall be exchanged
between City’s representative (named above) for City and Contractor’s
representative (named above) for Contractor.
(2) Official Notices. All other notices, requests, demands, writings, or
correspondence, as required by this Agreement, shall be in writing and
shall be deemed received, and shall be effective, when: (1) personally
delivered, or (2) on the third day after the postmark date when mailed by
certified mail, postage prepaid, return receipt requested, or (3) upon actual
delivery when sent via national overnight commercial carrier to the Party
at the address given below, or at a substitute address previously furnished
to the other Party by written notice in accordance herewith.
NOTICE TO CITY shall be sent to:
Procurement Manager
City of Milton, Georgia
2006 Heritage Walk
Milton, Georgia 30004
NOTICE TO CONTRACTOR shall be sent to:
North Fulton Express Oil, LLC
Dba Express Oil Change and Tire Engineers
Vehicle Maintenance and Repair Agreement | 17
1418 Dresden Dr, Ste 220
Brookhaven, GA 30319
G. Waiver of Agreement. No failure by City to enforce any right or power granted
under this Agreement, or to insist upon strict compliance by Contractor with this Agreement, and
no custom or practice of City at variance with the terms and conditions of this Agreement shall
constitute a general waiver of any future breach or default or affect City’s right to demand exact
and strict compliance by Contractor with the terms and conditions of this Agreement. Further,
no express waiver shall affect any Term or condition other than the one specified in such waiver,
and that one only for the time and manner specifically stated.
H. Survival. All sections of this Agreement which by their nature should survive
termination will survive termination, including, without limitation, confidentiality obligations
and insurance maintenance requirements.
I. No Third Party Rights. This Agreement shall be exclusively for the benefit of the
Parties and shall not provide any third parties with any remedy, claim, liability, reimbursement,
cause of action or other right.
J. Sovereign Immunity; Ratification. Nothing contained in this Agreement shall be
construed to be a waiver of City’s sovereign immunity or any individual’s qualified, good faith
or official immunities. Ratification of this Agreement by a majority of the Mayor and City Council
shall authorize the Mayor to execute this Agreement on behalf of City.
K. No Personal Liability. Nothing herein shall be construed as creating any
individual or personal liability on the part of any of City’s elected or appointed officials, officers,
boards, commissions, employees, representatives, contractors, servants, agents, attorneys or
volunteers. No such individual shall be personally liable to Contractor or any successor in
interest in the event of any default or breach by City or for any amount which may become due
to Contractor or successor or on any obligation under the terms of this Agreement. Likewise,
Contractor’s performance of services under this Agreement shall not subject Contractor’s
individual employees, officers, or directors to any personal contractual liability, except where
Contractor is a sole proprietor. The Parties agree that, except where Contractor is a sole
proprietor, their sole and exclusive remedy, claim, demand or suit for contractual liability shall
be directed and/or asserted only against Contractor or City, respectively, and not against any
elected or appointed official, officers, boards, commissions, employees, representatives,
contractors, servants, agents, attorneys and volunteers.
L. Counterparts; Agreement Construction and Interpretation. This
Agreement may be executed in any number of counterparts, each of which shall be deemed an
original, but all of which taken together shall constitute one and the same instrument. Contractor
represents that it has reviewed and become familiar with this Agreement and has notified City of
any discrepancies, conflicts or errors herein. In the event of a conflict in the terms of this
Agreement and/or the exhibits attached hereto, the terms most beneficial to City shall govern.
The Parties hereto agree that, if an ambiguity or question of intent or interpretation arises, this
Agreement is to be construed as if the Parties had drafted it jointly, as opposed to being construed
against a Party because it was responsible for drafting one or more provisions of the Agreement.
Vehicle Maintenance and Repair Agreement | 18
In the interest of brevity, the Agreement may omit modifying words such as “all” and “any” and
articles such as “the” and “an,” but the fact that a modifier or an article is absent from one
statement and appears in another is not intended to affect the interpretation of either statement.
Words or terms used as nouns in the Agreement shall be inclusive of their singular and plural
forms, unless the context of their usage clearly requires contrary meaning.
M. Force Majeure. Neither City nor Contractor shall be liable for its respective non-
negligent or non-willful failure to perform or shall be deemed in default with respect to the failure
to perform (or cure a failure to perform) any of its respective duties or obligations under this
Agreement or for any delay in such performance due to: (i) any cause beyond its respective
reasonable control; (ii) any act of God; (iii) any change in applicable governmental rules or
regulations rendering the performance of any portion of this Agreement legally impossible; (iv)
earthquake, fire, explosion or flood; (v) strike or labor dispute, excluding strikes or labor disputes
by employees and/or agents of CONTRACTOR; (vi) delay or failure to act by any governmental
or military authority; or (vii) any war, hostility, embargo, sabotage, civil disturbance, riot,
insurrection or invasion. In such event, the time for performance shall be extended by an amount
of time equal to the period of delay caused by such acts, and all other obligations shall remain
intact.
N. Material Condition. Each term of this Agreement is material, and Contractor’s
breach of any term of this Agreement shall be considered a material breach of the entire
Agreement and shall be grounds for termination or exercise of any other remedies available to
City at law or in equity.
IN WITNESS WHEREOF City and Contractor have executed this Agreement, effective
as of the Effective Date first above written.
[SIGNATURES ON FOLLOWING PAGE]
CONTRACTOR: North Fulton Express Oil, LLC
Dba Express Oil Change and Tire Engineers
Signature: / /
Print Name: CA KI *5 C� ra `l
Title: V P 6t :54o re Dl"C'YDt-T(0✓tS
Member/Manager (LLC)
[CORPORATE SEAL]
(required if corporation)
Attest/Witness:
Signature:
Print Name:eov
Title: iYt,,v
(Assistant) Corporate Secretary (required if corporation)
CITY OF MILTON, GEORGIA
By: Joe Lockwood, Mayor
[CITY SEAL]
Attest.
Signature:
Print Name: _
Title: City Clerk
Approved as to form:
City Attorney
i. Vehicle Maintenance and Repair Agreement 1 19
Vehicle Maintenance and Repair Agreement | 20
EXHIBIT “A”
CITY OF MILTON REQUEST FOR PROPOSALS
(THIS IS NOT AN ORDER)
RFP Number:
21-CM01 (REISSUANCE)
RFP Title:
City Vehicles Maintenance and Light Repair Services
Due Date and Time: December 8, 2020 at 2:00 pm EST
**Pending updates relating to COVID-19 the City may
conduct the bid opening via a virtual meeting.
Responding bidders will be emailed a meeting link
should the need to hold this type meeting arise.
Number of Pages: 47
ISSUING DEPARTMENT INFORMATION
Issue Date: November 19, 2020
City of Milton
2006 Heritage Walk
Milton, GA 30004
Phone: 678-242-2500
Website: www.cityofmiltonga.us
INSTRUCTIONS TO CONSULTANTS
Electronic Submittal: **Bids must be
submitted electronically via Milton’s
BidNet procurement portal/platform
at www.cityofmiltonga.us
If you have not registered as a vendor
via BidNet we encourage you to
register. There is no cost to join, and
you will be notified of any potential
bid opportunities with the City of
Milton as well as other agencies who
are part of the Georgia Purchasing
Group.
Mark Face of Envelope/Package:
RFP Number: 21-CM01 (REISSUANCE)
Name of Company or Firm
Special Instructions:
Deadline for Written Questions
November 30, 2020 by 5:00 PM
Submit questions online via the BidNet
Direct procurement portal at
www.cityofmiltonga.us
IMPORTANT: SEE STANDARD TERMS AND CONDITIONS
OFFEROS MUST COMPLETE THE FOLLOWING
Offeror Name/Address:
Authorized Offeror Signatory:
(Please print name and sign in ink)
Offeror Phone Number: Offeror FAX Number:
Offeror Federal I.D. Number: Offeror E-mail Address:
OFFERORS MUST RETURN THIS COVER SHEET WITH RFP RESPONSE
2 | RFP 21-CM01 (REISSUANCE)
TABLE OF CONTENTS
Offeror’s RFP Checklist
Disclosure Form
Proposal Letter
Contractor Affidavit and Agreement (eVerify)
Schedule of Events
Section 1: Project Overview and Instructions
Section 2: RFP Standard Information
Section 3: Scope of Services
Section 4: Professional Proposals
Section 5: Cost Proposal
Section 6: Evaluation Criteria
Section 7: Standard Contract Information
Sample Standard Contract
3 | RFP 21-CM01 (REISSUANCE)
OFFEROR’S RFP CHECKLIST
The 10 Most Critical Things to Keep in Mind When Responding to an RFP for the City of Milton
1._______Read the entire document. Note critical items such as: mandatory requirements;
supplies/services required; submittal dates; number of copies required for submittal; funding
amount and source; contract requirements (i.e., contract performance security, insurance
requirements, performance and/or reporting requirements, etc.).
2._______Note the procurement officer's name, address, phone numbers and e-mail address. This is
the only person you are allowed to communicate with regarding the RFP and is an excellent
source of information for any questions you may have.
3._______Attend the pre-qualifications conference if one is offered. These conferences provide an
opportunity to ask clarifying questions, obtain a better understanding of the project, or to notify
the City of any ambiguities, inconsistencies, or errors in the RFP.
4._______Take advantage of the “question and answer” period. Submit your questions to the
procurement officer by the due date listed in the Schedule of Events and view the answers given
in the formal “addenda” issued for the RFP. All addenda issued for an RFP are posted on the City’s
website at http://www.cityofmiltonga.us will include all questions asked and answered concerning
the RFP.
5._______Follow the format required in the RFP when preparing your response. Provide point-by-
point responses to all sections in a clear and concise manner.
6._______ Provide complete answers/descriptions. Read and answer all questions and
requirements. Don’t assume the City or evaluation committee will know what your company
capabilities are or what items/services you can provide, even if you have previously contracted
with the City. The submittals are evaluated based solely on the information and materials provided
in your response.
7._______Use the forms provided, i.e., cover page, sample budget form, certification forms, etc.
8. _______Check the website for RFP addenda. Before submitting your response, check the City’s
website at http://www.cityofmiltonga.us to see whether any addenda were issued for the RFP. If so,
you must submit a signed cover sheet for each addendum issued along with your RFP response.
9. _______Review and read the RFP document again to make sure that you have addressed all
requirements. Your original response and the requested copies must be identical and be
complete. The copies are provided to the evaluation committee members and will be used to
score your response.
10. _______Submit your response on time. Note all the dates and times listed in the Schedule of
Events and within the document and be sure to submit all required items on time. Late submittal
responses are never accepted.
This checklist is provided for assistance only and should not be submitted with Offeror’s response.
4 | RFP 21-CM01 (REISSUANCE)
CITY OF MILTON DISCLOSURE FORM
MUST BE RETURNED WITH PROPOSAL
This form is for disclosure of campaign contributions and family member relations with City
of Milton officials/employees.
Please complete this form and return as part of your RFP package when it is submitted.
Name of Offeror _____________________________________________________
Name and the official position of the Milton Official to whom the campaign contribution
was made (Please use a separate form for each official to whom a contribution has been
made in the past two (2) years.)
_______________________________________________________________________
List the dollar amount/value and description of each campaign contribution made over
the past two (2) years by the Applicant/Opponent to the named Milton Official.
Amount/Value Description
________________ ___________________________________________
________________ ___________________________________________
________________ ___________________________________________
Please list any family member that is currently (or has been employed within the last 12
months) by the City of Milton and your relation:
________________ ___________________________________________
_________________ ___________________________________________
5 | RFP 21-CM01 (REISSUANCE)
RFP# 21-CM01 (REISSUANCE)
PROPOSAL LETTER
MUST BE RETURNED WITH PROPOSAL
We propose to furnish and deliver any and all of the deliverables and services named in
the Request for Proposal (21-CM01, REISSUANCE) City Vehicles Maintenance and Light
Repair Services.
It is understood and agreed that we have read the City’s specifications shown or
referenced in the RFP and that this proposal is made in accordance with the provisions
of such specifications. By our written signature on this proposal, we guarantee and certify
that all items included meet or exceed any and all such City specifications. We further
agree, if awarded a contract, to deliver goods and services which meet or exceed the
specifications. The City reserves the right to reject any or all proposals, waive
technicalities, and informalities, and to make an award in the best interest of the City.
PROPOSAL SIGNATURE AND CERTIFICATION
I understand collusive bidding is a violation of State and Federal Law and can result in
fines, prison sentences, and civil damage awards. I agree to abide by all conditions of
the proposal and certify that I am authorized to sign for my company. I further certify that
the provisions of the Official Code of Georgia Annotated, Sections 45-10-20 et. seq. have
not been violated and will not be violated in any respect.
Authorized Signature______________________________Date_______________________
Print/Type Name______________________________________________________________
Print/Type Company Name Here_______________________________________________
6 | RFP 21-CM01 (REISSUANCE)
CONTRACTOR AFFIDAVIT AND AGREEMENT
MUST BE RETURNED WITH PROPOSAL
STATE OF GEORGIA
CITY OF MILTON
By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A. § 13-
10-91, stating affirmatively that the individual, firm, or corporation which is engaged in the physical
performance of services on behalf of the City of Milton has registered with, is authorized to use
and uses the federal work authorization program commonly known as E-Verify, or any subsequent
replacement program, in accordance with the applicable provisions and deadlines established
in O.C.G.A. § 13-10-91. Furthermore, the undersigned contractor will continue to use the federal
work authorization program throughout the contract period and the undersigned contractor will
contract for the physical performance of services in satisfaction of such contract only with
subcontractors who present an affidavit to the contractor with the information required by
O.C.G.A. § 13-10-91(b).
Contractor hereby attests that its federal work authorization user identification number and date
of authorization are as follows:
_________________________________
eVerify Number
_________________________________
Date of Authorization
_________________________________
Name of Contractor
City Vehicles Maintenance and Light Repair
Services
Name of Project
City of Milton, Georgia
Name of Public Employer
I hereby declare under penalty of perjury
that the foregoing is true and correct.
Executed on ______, ___, 201__ in _____(city),
______(state).
_________________________________
Signature of Authorized Officer or Agent
_________________________________
Printed Name and Title of Authorized Officer
or Agent
SUBSCRIBED AND SWORN BEFORE ME ON
THIS THE ______ DAY OF ______________,201__.
_________________________________
NOTARY PUBLIC
[NOTARY SEAL]
My Commission Expires:
_________________________________
7 | RFP 21-CM01 (REISSUANCE)
SCHEDULE OF EVENTS
Task Date
Issue RFP November 19, 2020
Deadline for Questions November 30, 2020 by 5:00 p.m. EST
Answers Posted by the City
(Addendum) On or about, December 2, 2020
Proposals Due By 2:00 p.m. EST on December 8, 2020
Award Contract December 21, 2020 (proposed)
NOTE: PLEASE CHECK THE CITY WEBSITE (http://www.cityofmiltonga.us) FOR ADDENDA
AND SCHEDULE UPDATES.
8 | RFP 21-CM01 (REISSUANCE)
SECTION 1: PROJECT OVERVIEW AND INSTRUCTIONS
1.0 BACKGROUND AND STATEMENT OF INTENT
The City of Milton is requesting sealed proposals from qualified Offerors with
demonstrated professional competence and experience to provide for the fleet
vehicle maintenance and light repair services as specified in the Scope of Work
(Section 3). The awarded contractor(s) must be located within four (4) road miles
of Milton City Hall or Milton Police Department and have a location of suitable size
and personnel to handle the repair and maintenance of the fleet vehicles without
undue delay. City Hall is located at 2006 Heritage Walk, Milton GA 30004. Milton
Police Department is located at 13690 Highway 9, Milton GA 30004.
The City of Milton may and prefers to award multiple non-exclusive contracts.
However, the City reserves the right to award the RFP to one Contractor if needed.
The City desires a three (3) year agreement which is renewed annually.
A list of existing city vehicles is attached herein as examples only. The number,
make/model and composition may change without prior notice. The selection will
be based on overall price, services, performance, reliability and location
convenience of the offerors. It is the intent to award this RFP to “Full-Service
Providers”. The City reserves the right to award a specific service (i.e. Tires) to an
offeror if it’s in the best interest of the City. The City’s needs are outlined in the
following Request for Proposal (RFP).
All offerors must comply with all general and special requirements of the RFP
information and instructions enclosed herein.
1.1 SINGLE POINT OF CONTACT
From the date this Request for Proposals (RFP) is issued until an Offeror is selected,
Offerors are not allowed to communicate with any City staff or elected officials
regarding this procurement, except at the direction of Honor Motes, Procurement
Manager. Any unauthorized contact may disqualify the Offeror from further
consideration. Contact information for the single point of contact is as follows:
Procurement Office: Honor Motes, Procurement Manager
Address: 2006 Heritage Walk, Milton, GA 30004
Telephone Number: 678-242-2507
E-mail Address: honor.motes@cityofmiltonga.us
1.2 REQUIRED REVIEW
A. Review RFP.
Offerors should carefully review the instructions; mandatory requirements,
specifications, standard terms and conditions, and standard contract set
out in this RFP and promptly notify the procurement office identified
above via e-mail of any ambiguity, inconsistency, unduly restrictive
specifications, or error which they discover upon examination of this RFP.
9 | RFP 21-CM01 (REISSUANCE)
B. Form of Questions.
Offerors with questions or requiring clarification or interpretation of any
section within this RFP must submit their questions via the solicitation link on
BidNet Direct, the procurement portal on the City’s website, on or before
5:00 PM (EST) on November 30, 2020. Each question must provide clear
reference to the section, page, and item in question. Questions
received after the deadline may not be considered.
C. City’s Answers.
The City will provide an official written answer to all questions on or about
December 2, 2020. The City's response will be by formal written addendum.
Any other form of interpretation, correction, or change to this RFP will not
be binding upon the City. Any formal written addendum will be posted
alongside the posting of the RFP at http://www.cityofmiltonga.us . Offerors
must sign and return any addendum with their RFP response.
D. Standard Contract.
By submitting a response to this RFP, Offeror agrees to acceptance of the
City’s standard contract. Much of the language included in the standard
contract reflects requirements of state law. Requests for exceptions to the
standard contract terms, or any added provisions must be submitted to
the procurement office referenced above by the date for receipt of
written/e-mailed questions or with the Offeror’s RFP response and must
be accompanied by an explanation of why the exception is being taken
and what specific effect it will have on the Offeror’s ability to respond
to the RFP or perform the contract. The City reserves the right to address
non-material, minor, insubstantial requests for exceptions with the highest
scoring Offeror during contract negotiation. Any material, substantive,
important exceptions requested and granted to the standard terms and
conditions and standard contract language will be addressed in any
formal written addendum issued for this RFP and will apply to all
Professionals submitting a response to this RFP.
E. Mandatory Requirements.
To be eligible for consideration, an Offeror must meet the intent of all
mandatory requirements. The City will determine whether an Offeror’s RFP
response complies with the intent of the requirements. RFP responses that
do not meet the full intent of all requirements listed in this RFP may be
subject to point reductions during the evaluation process or may be
deemed non-responsive.
1.3 NON-DISCRIMINATION
All qualified applicants will receive consideration without regard to age, handicap,
religion, creed or belief, political affiliation, race, color, sex or national origin.
10 | RFP 21-CM01 (REISSUANCE)
1.4 SUBMITTING PROPOSALS
Offerors must organize their proposals into sections that follow the following format.
A. Submittal Requirements.
Proposals shall include the following:
1. City of Milton request for proposal cover page (information entered
and signed: first page of this document)
2. City of Milton Disclosure form (signed)
3. City of Milton Proposal letter (information entered)
4. Technical Proposal:
Each Technical Proposal Shall be:
1. No more than ten (10) single sided pages
2. Cover page(s), table of contents, tabs, and required forms
do not count toward the page limit
a. Minimum of 11-point font
Each Technical Proposal Shall Contain:
a. Offeror Qualifications – include project staffing,
qualifications of the team, and what sets the team apart
b. Work Plan – provide an anticipated project schedule, any
anticipated challenges, and any innovative approaches
1. Related Projects and References - Describe any similar
projects with references and the degree of
involvement of the team
c. Pricing (See Section 5.0)
5. Applicable Addenda Acknowledgement Forms (if necessary)
Offerors must organize their proposal into sections that follow the format of
Section 1.4 and Section 5.0.
B. Failure to Comply with Instructions.
Offerors failing to comply with these instructions may be subject to point
deductions. The City may also choose to not evaluate, may deem non-
responsive, and/or may disqualify from further consideration any
qualifications that do not follow this RFP format, are difficult to understand,
are difficult to read, or are missing any requested information.
C. Copies Required and Deadline for Receipt of Proposals.
Proposals must be submitted electronically via Milton’s BidNet procurement
portal/platform at www.cityofmiltonga.us . Proposals will be opened at
approximately 2:30 p.m. and names of Firms will be announced. **Pending
updates relating to COVID-19, the City may conduct the bid opening via a
virtual meeting. Responding offerors will be emailed a meeting link should the
need to hold this type meeting arise.
D. Late Proposals.
Regardless of cause, late proposals will not be accepted and will
automatically be disqualified from further consideration. It shall be the
Offeror’s sole risk to assure proposals are submitted via the BidNet Direct
11 | RFP 21-CM01 (REISSUANCE)
procurement portal by the designated time. Late proposals will not be
accepted.
1.5 OFFEROR'S CERTIFICATION
A. Understanding of Specifications and Requirements
By submitting a response to this RFP, Offeror agrees to an understanding of
and compliance with the specifications and requirements described in this
RFP.
B. Offer in Effect for 120 Days
A proposal may not be modified, withdrawn or canceled by the offeror for a
120-day period following the deadline for proposal submission as defined in
the Schedule of Events, or receipt of best and final offer, if required, and
offeror so agrees in submitting the proposal.
The City of Milton may, in the event the selected proposer fails to perform
and/or the contract is terminated within forty-five days of its initiation, request
the proposer submitting the next acceptable proposal to honor its proposal.
1.6 COST OF PREPARING PROPOSALS
A. City Not Responsible for Preparation Costs.
The costs for developing and delivering responses to this RFP and any
subsequent presentations of the proposal as requested by the City are
entirely the responsibility of the Offeror. The City is not liable for any expense
incurred by the Offeror in the preparation and presentation of their
proposals.
B. All Timely Submitted Materials Become City Property.
All materials submitted in response to this RFP become the property of the
City of Milton and are to be appended to any formal documentation,
which would further define or expand any contractual relationship
between the City and Offeror resulting from this RFP process.
SECTION 2: RFP STANDARD INFORMATION
2.1 AUTHORITY
This RFP is issued under the authority of the City of Milton. The RFP process is a
procurement option allowing the award to be based on stated evaluation criteria.
The RFP states the relative importance of all evaluation criteria. No other evaluation
criteria, other than as outlined in the RFP, will be used.
12 | RFP 21-CM01 (REISSUANCE)
2.2 OFFEROR COMPETITION
The City encourages free and open competition among Offerors. Whenever
possible, the City will design specifications, proposal requests, and conditions to
accomplish this objective, consistent with the necessity to satisfy the City’s need
to procure technically sound, cost-effective services and supplies.
2.3 RECEIPT OF PROPOSALS AND PUBLIC INSPECTION
A. Public Information.
All information received in response to this RFP, including copyrighted
material, is deemed public information and will be made available for
public viewing and copying after the time for receipt of qualifications has
passed, and the award has been made, with the following four
exceptions: (1) bona fide trade secrets meeting confidentiality
requirements that have been properly marked, separated, and
documented; (2) matters involving individual safety as determined by the
City of Milton; (3) any company financial information requested by the
City of Milton to determine vendor responsibility, unless prior written
consent has been given by the Offeror; and (4) other constitutional
protections.
B. Procurement Officer Review of Proposals.
Upon opening the submittals received in response to this RFP, the
procurement office will review the proposals and separate out any
information that meets the referenced exceptions in Section 2.2(A) above,
providing the following conditions have been met:
1. Confidential information is clearly marked and separated from the rest
of the submittal.
2. An affidavit from an Offeror’s legal counsel attesting to and explaining
the validity of the trade secret claim is attached to each submittal
containing trade secrets. Please contact Honor Motes, Procurement
Manager, for additional information.
Information separated out under this process will be available for review
only by the procurement office, the evaluation committee members, and
limited other designees. Offerors must be prepared to pay all legal costs
and fees associated with defending a claim for confidentiality in the event
of a “right to know” (open records) request from another party.
2.4 CLASSIFICATION AND EVALUATION OF PROPOSALS
A. Initial Classification of Proposals as Responsive or Nonresponsive.
Proposals may be found nonresponsive at any time during the
evaluation process or contract negotiation, if any of the required
information is not provided; the submitted price is found to be excessive
or inadequate as measured by criteria stated in the RFP; or the qualification
is not within the specifications described and required in the RFP. If a
qualification is found to be nonresponsive, it will not be considered further.
13 | RFP 21-CM01 (REISSUANCE)
B. Determination of Responsibility.
The procurement office will determine if an Offeror has met the standards
of responsibility. Such a determination may be made at any time
during the evaluation process and through contract negotiation if
information surfaces that would result in a determination of nonresponsive.
C. Evaluation of Proposals.
The evaluation committee will evaluate the remaining proposals and
recommend whether to award the contract to the highest scoring Offeror
or, if necessary, to seek discussion/negotiation in order to determine the
highest scoring Offeror. All responsive proposals will be evaluated based
on stated evaluation criteria. In scoring against stated criteria, the City
may consider such factors as accepted industry standards and a
comparative evaluation of all other qualified RFP responses. These scores
will be used to determine the most advantageous offering to the City.
D. Completeness of Proposals.
Selection and award will be based on the Offeror’s proposals and other
items outlined in this RFP. Submitted responses may not include references
to information located elsewhere, such as Internet websites or libraries,
unless specifically requested. Information or materials presented by
Offerors outside the formal response or subsequent
discussion/negotiation, if requested, will not be considered, will have no
bearing on any award, and may result in the Offeror being disqualified
from further consideration.
E. Opportunity for Discussion/Negotiation and/or Oral Presentation/Product
Demonstration.
After receipt of all proposals and prior to the determination of the
award, the City may initiate discussions with one or more Offerors should
clarification or negotiation be necessary. Offerors may also be required to
make an oral presentation and/or product demonstration to clarify their
RFP response or to further define their offer. In either case, Offerors should
be prepared to send qualified personnel to Milton, Georgia to discuss
technical and contractual aspects of the submittal. Oral presentations
and product demonstrations, if requested, shall be at the Offeror’s expense.
F. Best and Final Offer.
The “Best and Final Offer” is an option available to the City under the RFP
process which permits the City to request a “best and final offer” from
one or more offerors if additional information is required to make a final
decision. Offerors may be contacted asking that they submit their “best
and final offer,” which must include any and all discussed and/or
negotiated changes. The City reserves the right to request a “best and final
offer” for this RFP, if any, based on price/cost alone.
14 | RFP 21-CM01 (REISSUANCE)
G. Evaluation Committee Recommendation for Contract Award.
The evaluation committee will provide a written recommendation for
contract award.
H. Request for Documents Notice.
Upon concurrence with the evaluation committee’s recommendation for
contract award, the procurement officer may issue a “Request for
Documents Notice” to the highest scoring Offeror to obtain the required
insurance documents, contract performance security, and any other
necessary documents. Receipt of the “Request for Documents Notice”
does not constitute a contract and no work may begin until a contract
signed by all parties is in place.
I. Contract Negotiation.
The procurement officer and/or city department representatives may
begin contract negotiation with the responsive and responsible Offeror
whose submittal achieves the highest score and is, therefore, the most
advantageous to the City. If contract negotiation is unsuccessful or the
highest scoring Offeror fails to provide necessary documents or information
in a timely manner, or fails to negotiate in good faith, the City may
terminate negotiations and begin negotiations with the next highest
scoring Offeror.
J. Contract Award.
Contract award, if any, will be made to the highest scoring Offeror
who provides all required documents and successfully completes
contract negotiation.
2.5 RIGHTS RESERVED
While the City has every intention to award a contract as a result of this RFP, issuance
of the RFP in no way constitutes a commitment by the City of Milton to award
and execute a contract. Upon a determination such actions would be in its best
interest, the City, in its sole discretion, reserves the right to:
1. Modify, cancel or terminate this RFP,
2. Reject any or all proposals received in response to this RFP,
3. Select an Offeror without holding interviews,
4. Waive any undesirable, inconsequential, or inconsistent provisions of this RFP
which would not have significant impact on any submittal,
5. To request further documentation or information, and to discuss a RFP
submittal for any purpose in order to answer questions or to provide
clarification,
6. Award a portion of this RFP or not award any portion of this RFP if it is in the
best interest of the City not to proceed with contract execution; or
7. If awarded, terminate any contract in accordance with the terms and
conditions of the contract if the City determines adequate funds are not
available.
15 | RFP 21-CM01 (REISSUANCE)
SECTION 3: SCOPE OF PROJECT
3.0 PROJECT – Vehicles to be serviced (Subject to Change):
Year Make Model
Police
2007 Ford #7 Crown Victoria - Black
2007 Ford Crown Vic Charcoal
2007 Ford 119 Expedition XLT 4x2
2007 Toyota Tacoma
2010 Ford(CID) Explorer
2012 Ford Explorer
2013 Ford Police Interceptor SUV
2013 Ford Police Interceptor SUV
2013 Ford Police Interceptor SUV
2013 Ford Taurus SD
2013 Chevy (CID) Tahoe
2013 Dodge(CID) Charger
2013 Dodge(CID) Charger
2014 Ford Police Interceptor SUV
2014 Ford Police Interceptor SUV
2014 Ford Police Interceptor SUV
2014 Ford Police Interceptor SUV
2014 Ford Police Interceptor SUV
2015 Ford(Hybrid) Fusion
2015 Dodge(Manager) Durango
2015 Ford(CID) Explorer
2015 Ford Police Interceptor SUV
2015 Ford Police Interceptor SUV
2015 Ford Police Interceptor SUV
2015 Ford Police Interceptor SUV
2015 Ford Police Interceptor SUV
2015 Ford Police Interceptor SUV
2015 Ford Police Interceptor SUV
2015 Ford Police Interceptor SUV
2016 Ford Police Interceptor SUV
2016 Ford Police Interceptor SUV
2016 Ford Police Interceptor SUV
2016 Ford Police Interceptor SUV
2017 Ford(Training) F150 V8
2017 Ford(Chief) Police Interceptor SUV
2017 Ford Police Interceptor SUV
2017 Ford Police Interceptor SUV
16 | RFP 21-CM01 (REISSUANCE)
2017 Ford Police Interceptor SUV
2017 Ford Police Interceptor SUV
2018 Ford Police Interceptor SUV
2019 Ford F150
2019 Ford F150
2019 Ford F150
2019 Ford Police Interceptor SUV
2019 Ford Police Interceptor SUV
2019 Ford Police Interceptor SUV
2020 Ford Police Interceptor SUV
2020 Ford Police Interceptor SUV
2020 Ford Police Interceptor SUV
2020 Ford Police Interceptor SUV
2020 Ford Police Interceptor SUV
2020 Ford Police Interceptor SUV
2004 Dodge Ram Diesel
City Administration
2007 Ford Fusion
2010 Ford Explorer
2010 Ford Explorer
2010 Ford F150
2015 Ford Escape
2015 Ford Explorer
2015 Ford F250
2016 Ford F250 Super Duty
2019 Ford F250
2019 Ford F150
2020 Ford F150
Fire Administration
2010 Ford F150
2012 Ford Expedition
2013 Ford Explorer
2013 Ford Explorer
2014 Ford F250
2014 Ford Expedition
2016 Ford Explorer
2016 Ford Explorer
2017 Ford F150
2017 Ford F150
17 | RFP 21-CM01 (REISSUANCE)
3.1 SERVICE REQUIREMENTS – Included but not limited to the following:
Regular Oil change
Synthetic oil change
Synthetic oil change (Over 6QTS)
Transmission flushes
Coolant Flush
Fuel Induction Service
Differential Service
O2 Sensors
Timing Chain
Water Pump
Fan Belt
Tune Up (wires,plugs)
Fuel rail
Air filter
Cabin Air Filter
Mass air flow sensor
Abs Module
Radiator Replacement
Tire Pressure Sensors
Mount/Balance/Install Tires
Alignment 4 Wheel
Tire Rotation
Front Control Arm
Shocks and Struts
Battery Replacement
Bulbs Headlight
Bulbs taillights
Bulbs blinkers
Windshield wipers
Brakes
Rotors
Brake Fluid Flush
Ac Fan motor
Ac Flush
Alternator
Belt Tensioner
Coolant Fan
100,000 mile service
Emissions Testing
Motor Mounts / Transmission Mounts
18 | RFP 21-CM01 (REISSUANCE)
3.3 TIME REQUIREMENTS – below are from arrival to departure (Priority Service):
Oil changes in 25 minutes or less
Tires installed, balanced and aligned in 45 minutes or less
All lights checked on every service call (except light bar/emergency lights)
and repaired.
Transmission flush completed in 45 minutes or less
All other services “as soon as possible”
SECTION 4: OFFEROR PROPOSALS
4.0 CITY’S RIGHT TO INVESTIGATE
The City may make such investigations as deemed necessary to determine
the ability of the Offeror to provide the supplies and/or perform the services
specified.
4.1 OFFEROR INFORMAL REQUIREMENTS
Offerors interested in providing the services described in this RFP should be able to
demonstrate experience in the areas described in Section 3.
19 | RFP 21-CM01 (REISSUANCE)
SECTION 5: COST PROPOSAL ~ Return with Proposal in a Separate File (3 pages)
♦ MUST BE RETURNED WITH PROPOSAL IN A SEPARATE FILE ♦
The offeror’s cost proposal shall be signed by an authorized agent of the company.
All three (3) pages of the Cost Proposal must be returned with proposal.
The undersigned Offeror, having familiarized themselves with the work required by
the RFP, the solicitation documents, the site where the work is to be performed, all
laws, regulations, and other factors affecting performance of the work, and having
satisfied itself/himself/herself of the expense and difficulties attending performance
of the work; Hereby proposes and agrees, if this offer for the above named project
is accepted to enter into a contract to perform all work necessary to the successful
completion of the contract; and to supply all required submittals as indicated or
specified in the RFP and the bid documents to be performed or furnished by Offeror
for the total contract price of:
Please complete the “Fixed Cost Per Unit” column below and return with proposal.
(See Attached Schedule)
20 | RFP 21-CM01 (REISSUANCE)
Servi ce
requirements
Estimated
Yearly
Quantity
Fixed Cost per unit
Total
Regular Oil change < 25 minutes 120
Synthetic oil change < 25 minutes 40
Synthetic oil change(Over 6QTS)
Transmission flushes 50
Coolant Flush 30
Fuel Induction Service 40
Differential Service(front/rear)
O2 Sensors
Timing Chain
Water Pump (SUV)
Fan Belt
Tune Up (wires,plugs) 60
Fuel rail 15
Air filter 50
Cabin Air Filter
Mass air flow sensor 12
Abs Module 12
Radiator Replacement 14
Tire Pressure Sensors
Mount/Balance/Install Tires
Alignment 4 Wheel
Tire Rotation
Front Control Arm 5
Shocks and Struts 10
Battery Replacement 20
Bulbs Headlight 25
Bulbs taillights 50
Bulbs blinkers 50
Windshield wipers 80
Brakes 50
Rotors 10
Brake Fluid Flush (Every 12 months)
Ac Fan motor 10
Ac Fl ush 10
Alternator 10
Belt Tensioner
Coolant Fan 10
100,000 mile service 35
Emissions Testing
Motor Mounts
21 | RFP 21-CM01 (REISSUANCE)
In addition to the above services, please provide the rate per hour schedule for services
not covered above:
• Business hours rate $ ________________
Written in words $_______________________________________________________________
• After hours rate $ _________________
Written in words $ _______________________________________________________________
Please describe your hours of operation and how it meets our priority service requirements:
______________________________________________________________________________________
_______________________________________________________________________________
_______________________________________________________________________________
_______________________________________________________________________________
_______________________________________________________________________________
_____________________________________________________________________________
Print/Type Company Name Here: ____________________________________________
Authorized
Signature________________________________________Date_______________________
Print/Type
Name_______________________________________________________________________
Print/Type
Title_________________________________________________________________________
Grand Total
22 | RFP 21-CM01 (REISSUANCE)
SECTION 6: EVALUATION CRITERIA
6.0 EVALUATION CRITERIA
The evaluation committee will review and evaluate the proposals according to the
criteria listed below. Proposals not meeting the minimum technical requirements
and those who are non-responsive will not be considered. Positive or negative City
of Milton experiences are part of the evaluation. Lack of service experience with
the City is not a detriment to the evaluation as long as positive references and
experiences can be produced. The City reserves the right to test service at any
vendor shop for evaluation purposes. Location evaluation is determined by
proximity to City Hall and Milton Police Department. The City may request short-
listed proposers to meet with the City’s Evaluation Committee for evaluation
purposes.
Proposal Evaluation Criteria:
• Ability, Location, Hours of Operation, References, Service 50%
Experience, Performance Liability, and City of Milton
Experience (if any)
• Price (Section 5.0) 50%
1. Interviews and Product Demonstration
If applicable, short-listed Firms will be invited to make a presentation to the City of
Milton. At this time, they can provide live demonstrations and discuss the benefits
with the City. A question and answer will follow the presentation.
2. Final Ranking
Upon completion of the interviews and demonstrations, the evaluation committee
will rank the short-listed proposals based on a combination of the evaluation scores.
The City has the right to award this contract solely based upon review of the
submitted proposals and subsequent negotiations.
23 | RFP 21-CM01 (REISSUANCE)
SECTION 7: STANDARD CONTRACT INFORMATION
7.0 STANDARD CONTRACT
The City’s standard contract is attached to this document as Appendix A. Offeror
should notify the City of any terms within the standard contract that preclude them
from responding to the RFP. This notification must be made by the deadline for
receipt of written/e-mailed questions or with the Offeror’s RFP response. Any
requests for material, substantive, important exceptions to the standard contract
will be addressed in any formal written addendum issued by the procurement
officer in charge of the solicitation. The City reserves the right to address any non-
material, minor, insubstantial exceptions to the standard contract with the highest
scoring Offeror at the time of contract negotiation.
7.1 ADDITIONAL CONTRACT PROVISIONS AND TERMS
This RFP and any addenda, the Offeror’s RFP response, including any amendments,
a best and final offer, any clarification question responses, and any negotiations
shall be included in any resulting contract. The City’s standard contract, attached
as Appendix A, contains the contract terms and conditions which will form the basis
of any contract negotiated between the City and the highest scoring Offeror. The
contract language contained in Appendix A does not define the total extent of
the contract language that may be negotiated. In the event of a dispute as to the
duties and responsibilities of the parties under this contract, the contract, along with
any attachments prepared by the City, will govern in the same order of
precedence as listed in the contract.
7.2 SUBCONTRACTOR
The highest scoring Offeror will be the prime contractor if a contract is awarded
and shall be responsible, in total, for all work of any sub-contractors. All sub-
contractors, if any, must be listed in the proposals. The City reserves the right to
approve all sub-contractors. The Contractor shall be responsible to the City for the
acts and omissions of all sub-contractor or agents and of persons directly or
indirectly employed by such sub-contractor, and for the acts and omissions of
persons employed directly by the Contractor. Further, nothing contained within this
document or any contract documents created as a result of any contract awards
derived from this RFP shall create any contractual relationships between any
subcontractor and the City.
7.3 GENERAL INSURANCE REQUIREMENTS
See sample contract.
7.4 COMPLIANCE WITH WORKERS’ COMPENSATION ACT
The Contractor is required to supply the City of Milton with proof of compliance with
the Workers’ Compensation Act while performing work for the City. Neither the
Contractor nor its employees are employees of the City. The proof of
24 | RFP 21-CM01 (REISSUANCE)
insurance/exemption must be received by the City of Milton within ten (10) working
days of the Request for Documents Notice and must be kept current for the entire
term of the contract.
CONTRACTS WILL NOT BE ISSUED TO OFFERORS WHO FAIL TO PROVIDE THE REQUIRED
DOCUMENTATION WITHIN THE ALLOTTED TIME FRAME.
7.5 COMPLIANCE WITH LAWS
The Contractor must, in performance of work under this contract, fully comply with
all applicable federal, state, or local laws, rules and regulations, including the Civil
Rights Act of 1964, the Age Discrimination Act of 1975, the Americans with
Disabilities Act of 1990, and Section 504 of the Rehabilitation Act of 1973. Any
subletting or sub-contracting by the Contractor subjects sub-contractors to the
same provision. The Contractor agrees that the hiring of persons to perform the
contract will be made on the basis of merit and qualifications and there will be no
discrimination based upon race, color, religion, creed, political ideas, sex, age,
marital status, physical or mental disability, or national origin by the persons
performing the contract.
7.6 CONTRACT TERMINATION
See sample contract.
~ SAMPLE CONTRACT INTENTIONALLY OMITTED ~
1 | Page
RFP 2 1 -CM01(R)-Addendum #1
ACKNOWLEDGEMENT
RECEIPT OF ADDENDUM #1
RFP 21-CM01(R) - reissuance
Upon receipt of documents, please email, fax or mail this page to:
City of Milton
Attn: Honor Motes, Purchasing Office
2006 Heritage Walk
Milton, GA 30004
Phone: 678-242-2500
Fax: 678-242-2499
Email: honor.motes@cityofmiltonga.us
I hereby acknowledge receipt of documents pertaining to the above referenced
RFP.
COMPANY NAME: ___________________________________________
CONTACT PERSON: _________________________________________
ADDRESS: __________________________________________________
CITY: _________________ STATE: ____________ ZIP: _____________
PHONE: ______________________ FAX: _________________________
EMAIL ADDRESS: ___________________________________________
____________________________________ ______________________
Signature Date
ADDENDUM #1
2 | Page
RFP 2 1 -CM01(R)-Addendum #1
ADDENDUM #1
RFP 21-CM01 (R) - reissuance
Questions and Answers
This Addendum forms a part of the contract documents and modifies the original RFP
documents as noted below:
1. Since this a reissuance of the solicitation, Can the service area be wider than the
4 mile radius?? page 8 section 1.0 of the solicitation reads: The awarded
contractor(s) must be located within four (4) road miles of Milton City Hall or
Milton Police Department and have a location of suitable size and personnel to
handle the repair and maintenance of the fleet vehicles without undue delay.
City Hall is located at 2006 Heritage Walk, Milton GA 30004. Milton Police
Department is located at 13690 Highway 9, Milton GA 30004. By the solicitations
limited area, you are only qualifying 2 possible service locations both specializing
in tires not vehicle maintenance. - Due to time constraints, we will have to keep it
at the listed distance. We can't go farther due to officers and employees being
on duty during repairs.
Vehicle Maintenance and Repair Agreement | 21
EXHIBIT “B”
irk
ESTAttillSI ILD RUG
CITY OF MILTON REQUEST FOR PROPOSALS
(THIS IS NOT AN ORDER)
RFP Number:
RFP Title:
21-CMOI (REISSUANCE)
City Vehicles Maintenance and Light Repair Services
Due Date and Time: December 8, 2020 at 2:00 pm EST
Offeror Phone Number:
"Pending updates relating to COVID-19 the City may
Ll x - l - SI6o , ery tot
conduct the bid opening via a virtual meeting.
Number of Pages: 47
Responding bidders will be emailed a meeting link
58-a3344�{1
should the need to hold this type meeting arise.
OFFERORS MUST RETURN THIS COVER SHEET WITH VP RESPONSE
ISSUING DEPARTMENT INFORMATION
Issue Date: November 19, 2020
City of Milton
Phone: 678-242-2500
2006 Heritage Walk
Milton, GA 30004
Website: www.cityofmilionga.us
INSTRUCTIONS TO CONSULTANTS
Electronic Submittal: "Bids must be
Mark Face of Envelope/Package:
submitted electronically via Milton's
RFP Number: 21-CM0I (REISSUANCE)
BidNet procurement portal/platform
Name of Company or Firm
at www.citvofmiltonaa.us
Special Instructions:
Deadline for Written Questions
If you have not registered as a vendor
November 30, 2020 by 5:00 PM
via BidNet we encourage you to
register. There is no cost to join, and
you will be notified of any potential
Submit questions online via the BidNet
bid opportunities with the City of
Direct procurement portal at
Milton as well as other agencies who
www.citvofmiltonga.us
are part of the Georgia Purchasing
-Group.
IMPORTANT: SEE STANDARD TERMS AND CONDITIONS
OFFEROS MUST COMPLETE THE FOLLOWING
Off ror N e/Address:
Nord F�%g £y5�s UrC DBA
Authorized Offero Signatory:
Oan1gote ev7c /
oie Tike ° -
u
G/
141kQieflebveo,
Please print name and sign in ink
Offeror Phone Number:
Offeror FAX Number:
Ll x - l - SI6o , ery tot
Offeror Federal I.D. Number:
Offeror E-mail Address:
58-a3344�{1
J�
OFFERORS MUST RETURN THIS COVER SHEET WITH VP RESPONSE
2006 Heritage Walk Milton, GA 30004 P: 678.242.25001 F: 678.242.2499 infoCdcityofmiltongo.us I www.cityofmiltonga.us
0000
2 ) RFP 21-CMOI (REISSUANCE)
TABLE OF CONTENTS
Offeror's RFP Checklist
Disclosure Form
Proposal Letter
Contractor Affidavit and Agreement (eVerify)
Schedule of Events
Section 1: Project Overview and Instructions
Section 2: RFP Standard Information
Section 3: Scope of Services
Section 4: Professional Proposals
Section 5: Cost Proposal
Section 6: Evaluation Criteria
Section 7: Standard Contract Information
Sample Standard Contract
3 ) RFP 21-CMO1 (REISSUANCE)
OFFEROR'S RFP CHECKLIST
The 10 Most Critical Things to Keep in Mind When Responding to an RFP for the City of Milton
1. Read the entire document. Note critical items such as: mandatory requirements;
supplies/services required; submittal dates; number of copies required for submittal; funding
amount and source; contract requirements (i.e., contract performance security, insurance
requirements, performance and/or reporting requirements, etc.).
2. Note the procurement officers name, address, phone numbers and e-mail address. This is
the only person you are allowed to communicate with regarding the RFP and is an excellent
source of information for any questions you may have.
3. Attend the pre -qualifications conference if one is offered. These conferences provide an
opportunity to ask clarifying questions, obtain a better understanding of the project, or to notify
the City of any ambiguities, inconsistencies, or errors in the RFP.
4. Take advantage of the "question and answer" period. Submit your questions to the
procurement officer by the due date listed in the Schedule of Events and view the answers given
in the formal "addenda" issued for the RFP. All addenda issued for an RFP are posted on the City's
website at http://www.citvofmifonoa.us will include all questions asked and answered concerning
the RFP.
5. Follow the format required in the RFP when preparing your response. Provide point -by
point responses to all sections in a clear and concise manner.
6. Provide complete answers/descriptions. Read and answer all questions and
requirements. Don't assume the City or evaluation committee will know what your company
capabilities are or what items/services you can provide, even if you have previously contracted
with the City. The submittals are evaluated based solely on the information and materials provided
in your response.
7. Use the forms provided, i.e., cover page, sample budget form, certification forms, etc.
8. Check the website for RFP addenda. Before submitting your response, check the City's
website at htto://www.cityofmifonga.us to see whether any addenda were issued for the RFP. If so,
you must submit a signed cover sheet for each addendum issued along with your RFP response.
9. Review and read the RFP document again to make sure that you have addressed all
requirements. Your original response and the requested copies must be identical and be
complete. The copies are provided to the evaluation committee members and will be used to
score your response.
10. Submit your response on time. Note all the dates and times listed in the Schedule of
Events and within the document and be sure to submit all required items on time. Late submittal
responses are never accepted.
This checklist is provided for assistance only and should not be submitted with Offeror's response.
4 ) RFP 21-CM01 (REISSUANCE)
MIITO: ,
ESTABLISHED 2006
CITY OF MILTON DISCLOSURE FORM
MUST BE RETURNED WITH PROPOSAL
This form is for disclosure of campaign contributions and family member relations with City
of Milton officials/employees.
Please complete this form and return as part of your RFP package when it is submitted.
Name of Offeror
0
Name and the official position of the Milton Official to whom the campaign contribution
was made (Please use a separate form for each official to whom a contribution has been
made in the past two (2) years.)
List the dollar amount/value and description of each campaign contribution made over
the past two (2) years by the Applicant/Opponent to the named Milton Official.
Amount/Value Description
HA Y/ 14
Please list any family member that is currently (or has been employed within the last 12
months) by the City of Milton and your relation: /^
/A /YZA
5 ) RFP 21-CM01 (REISSUANCE)
_v
- FS iAL LI Si I CD 2iFW
RFP#21-CM01 (REISSUANCE)
PROPOSAL LETTER
MUST BE RETURNED WITH PROPOSAL
We propose to furnish and deliver any and all of the deliverables and services named in
the Request for Proposal (21-CM01, REISSUANCE) City Vehicles Maintenance and Light
Repair Services.
It is understood and agreed that we have read the City's specifications shown or
referenced in the RFP and that this proposal is made in accordance with the provisions
of such specifications. By our written signature on this proposal, we guarantee and certify
that all items included meet or exceed any and all such City specifications. We further
agree, if awarded a contract, to deliver goods and services which meet or exceed the
specifications. The City reserves the right to reject any or all proposals, waive
technicalities, and informalities, and to make an award in the best interest of the City.
PROPOSAL SIGNATURE AND CERTIFICATION
I understand collusive bidding is a violation of State and Federal Law and can result in
fines, prison sentences, and civil damage awards. I agree to abide by all conditions of
the proposal and certify that I am authorized to sign for my company. I further certify that
the provisions of the Official Code of Georgia Annotated, Sections 45-10-20 et. seq. have
not been violated and will not be violated in any respect.
Authorizec
Print/Type
Print/Type 1
6 1 RFP 21-Ch".01 (RCI5SUANCE)
CONTRACTOR AFFIDAVIT AND AGREEMENT
MUST BE RETURNED WITH PROPOSAL
STATE OF GEORGIA
CITY OF MILTON
By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A. § 13-
10.91, slating affirmatively that the Individual, Firm, or corporation which is engaged in the physical
performance of services on behalf of the City of Milton has registered with, is authorized to use
and uses the federal wort: authorization program commonly known as E -Verify, or any subsequent
replacement program, in accordance with the applicable provisions and deadlines established
in O.C.G.A. § 13-10-91. Furthermore, the undersigned contractor wEl continue to use the federal
wort, authorization program throughout the contract period and the undersigned contractor will
contract for the physical performance of services in satisfaction of such contract only with
subcontractors who present an affidavit to the contractor with the information required by
O.C.G.A.§ 13-10-91(b).
Contractor hereby attests that its federal work authorization user identification number and dale
of authorization are as follows:
7z %%8S
eVerify Number
( — 3 — �2'01c(
Dail of})iorizc�L1o1W� 4CeC P64
ee FS O,( C6= o .P Tke En�enee a
Name of Contraclor
City Vehicles Maintenance and Light Repair
Services
Name of Project
City of Milton Georgia
Name of Public Employer,,,,,, ... BRITT
OTAR31 r
O(;BC�G ; Ow
ys9Ta9
`,•
STATE
I hereby declare under penally of perjury
that the foregoing Is true and cone I.
Fxee,, utedon�.�,20Z in cily),
1914 (stale).
Signature of Authorized Officer or Agent
Dan/,ycrr be,%Cenov
Printed Name and Title of Authorized Officer
or Agent
SUBSCRIBED AND SWORN BEFORE ME ON
THIS THE?K D �O/F ,20V
Lw1 � .yT
NOTARY PUBLIC
[NOTARY SEAL]
My CoAMIE BRIx1pTON
Notal 2UbliC Alabama state At Lar''.-
My Commission Expires Nov. 3, 20.'
7 1 RFP 21 -CMO I (REISSUANCE)
SCHEDULE OF EVENTS
Task
Date
Issue RFP
November 19, 2020
Deadline for Questions
November 30, 2020 by 5:00 p.m. EST
Answers Posted by the City
(Addendum)
On or about, December 2, 2020
Proposals Due
By 2:00 p.m. EST on December 8, 2020
Award Contract
December 21, 2020 (proposed)
NOTE: PLEASE CHECK THE CITY WEBSITE (http://www.cityofmiltonga.us) FOR ADDENDA
AND SCHEDULE UPDATES.
8 ( RFP 21-CMO1 (REISSUANCE)
SECTION 1: PROJECT OVERVIEW AND INSTRUCTIONS
1.0 BACKGROUND AND STATEMENT OF INTENT
The City of Milton is requesting sealed proposals from qualified Offerors with
demonstrated professional competence and experience to provide for the fleet
vehicle maintenance and light repair services as specified in the Scope of Work
(Section 3). The awarded contractorU must be located within four (J road miles
of Milton City Hall or Milton Police Department and have a location of suitable size
and personnel to handle the repair and maintenance of the fleet vehicles without
undue delay. City Hall is located at 2006 Heritage Walk, Milton GA 30004. Milton
Police Department is located at 13690 Highway 9, Milton GA 30004.
The City of Milton may and prefers to award multiple non-exclusive contracts.
However, the City reserves the right to award the RFP to one Contractor if needed.
The City desires a three (3) year agreement which is renewed annually.
A list of existing city vehicles is attached herein as examples only. The number,
make/model and composition may change without prior notice. The selection will
be based on overall price, services, performance, reliability and location
convenience of the offerors. It is the intent to award this RFP to "Full -Service
Providers". The City reserves the right to award a specific service (i.e. Tires) to an
offeror if it's in the best interest of the City. The City's needs are outlined in the
following Request for Proposal (RFP).
All offerors must comply with all general and special requirements of the RFP
information and instructions enclosed herein.
1.1 SINGLE POINT OF CONTACT
From the date this Request for Proposals (RFP) is issued until an Offeror is selected,
Offerors are not allowed to communicate with any City staff or elected officials
regarding this procurement, except at the direction of Honor Motes, Procurement
Manager. Any unauthorized contact may disqualify the Offeror from further
consideration. Contact information for the single point of contact is as follows:
Procurement Office: Honor Motes, Procurement Manager
Address: 2006 Heritage Walk, Milton, GA 30004
Telephone Number: 678-242-2507
E-mail Address: honor.motes@citvofmiltonao.us
1.2 REQUIRED REVIEW
A. Review RFP.
Offerors should carefully review the instructions; mandatory requirements,
specifications, standard terms and conditions, and standard contract set
out in this RFP and promptly notify the procurement office identified
above via e-mail of any ambiguity, inconsistency, unduly restrictive
specifications, or error which they discover upon examination of this RFP.
9 ( RFP 21-CM01 (REISSUANCE)
B. Form of Questions.
Offerors with questions or requiring clarification or interpretation of any
section within this RFP must submit their questions via the solicitation link on
BidNet Direct, the procurement portal on the City's website, on or before
5:00 PM (EST) on November 30, 2020. Each question must provide clear
reference to the section, page, and item in question. Questions
received after the deadline may not be considered.
C. City's Answers.
The City will provide an official written answer to all questions on or about
December 2, 2020. The City's response will be by formal written addendum.
Any other form of interpretation, correction, or change to this RFP will not
be binding upon the City. Any formal written addendum will be posted
alongside the posting of the RFP at hffp://www.cityofmiltonga.us . Offerors
must sign and return any addendum with their RFP response.
D. Standard Contract.
By submitting a response to this RFP, Offeror agrees to acceptance of the
City's standard contract. Much of the language included in the standard
contract reflects requirements of state law. Requests for exceptions to the
standard contract terms, or any added provisions must be submitted to
the procurement office referenced above by the date for receipt of
written/e-mailed questions or with the Offeror's RFP response and must
be accompanied by an explanation of why the exception is being taken
and what specific effect it will have on the Offeror's ability to respond
to the RFP or perform the contract. The City reserves the right to address
non -material, minor, insubstantial requests for exceptions with the highest
scoring Offeror during contract negotiation. Any material, substantive,
important exceptions requested and granted to the standard terms and
conditions and standard contract language will be addressed in any
formal written addendum issued for this RFP and will apply to all
Professionals submitting a response to this RFP.
E. Mandatory Requirements.
To be eligible for consideration, an Offeror must meet the intent of all
mandatory requirements. The City will determine whether an Offeror's RFP
response complies with the intent of the requirements. RFP responses that
do not meet the full intent of all requirements listed in this RFP may be
subject to point reductions during the evaluation process or may be
deemed non-responsive.
1.3 NON-DISCRIMINATION
All qualified applicants will receive consideration without regard to age, handicap,
religion, creed or belief, political affiliation, race, color, sex or national origin.
10 1 RFP 21-CM01 (REISSUANCE)
1.4 SUBMITTING PROPOSALS
Offerors must organize their proposals into sections that follow the following format.
A. Submittal Requirements.
Proposals shall include the following:
1. City of Milton request for proposal cover page (information entered
and signed: first page of this document)
2. City of Milton Disclosure form (signed)
3. City of Milton Proposal letter (information entered)
4. Technical Proposal:
Each Technical Proposal Shall be:
1. No more than ten (10) single sided pages
2. Cover page(s), table of contents, tabs, and required forms
do not count toward the page limit
a. Minimum of 1 1 -point font
Each Technical Proposal Shall Contain:
a. Offeror Qualifications — include project staffing,
qualifications of the team, and what sets the team apart
b. Work Plan — provide an anticipated project schedule, any
anticipated challenges, and any innovative approaches
1. Related Projects and References - Describe any similar
projects with references and the degree of
involvement of the team
c. Pricing (See Section 5.0)
5. Applicable Addenda Acknowledgement Forms (if necessary)
Offerors must organize their proposal into sections that follow the format of
Section 1.4 and Section 5.0.
B. Failure to Comply with Instructions.
Offerors failing to comply with these instructions may be subject to point
deductions. The City may also choose to not evaluate, may deem non-
responsive, and/or may disqualify from further consideration any
qualifications that do not follow this RFP format, are difficult to understand,
are difficult to read, or are missing any requested information.
C. Copies Required and Deadline for Receipt of Proposals.
Proposals must be submitted electronically via Milton's BidNet procurement
portal/platform at www.cityofmiltonaa.us . Proposals will be opened at
approximately 2:30 p.m. and names of Firms will be announced. "Pending
updates relating to COVID-19, the City may conduct the bid opening via a
virtual meeting. Responding offerors will be emailed a meeting link should the
need to hold this type meeting arise.
D. Late Proposals.
Regardless of cause, late proposals will not be accepted and will
automatically be disqualified from further consideration. It shall be the
Offeror's sole risk to assure proposals are submitted via the BidNet Direct
11 1 RFP 21-CMO1 (REISSUANCE)
procurement portal by the designated time. Late proposals will not be
accepted.
1.5 OFFEROR'S CERTIFICATION
A. Understanding of Specifications and Requirements
By submitting a response to this RFP, Offeror agrees to an understanding of
and compliance with the specifications and requirements described in this
RFP.
B. Offer in Effect for 120 Days
A proposal may not be modified, withdrawn or canceled by the offeror for a
120 -day period following the deadline for proposal submission as defined in
the Schedule of Events, or receipt of best and final offer, if required, and
offeror so agrees in submitting the proposal.
The City of Milton may, in the event the selected proposer fails to perform
and/or the contract is terminated within forty-five days of its initiation, request
the proposer submitting the next acceptable proposal to honor its proposal.
1.6 COST OF PREPARING PROPOSALS
A. City Not Responsible for Preparation Costs.
The costs for developing and delivering responses to this RFP and any
subsequent presentations of the proposal as requested by the City are
entirely the responsibility of the Offeror. The City is not liable for any expense
incurred by the Offeror in the preparation and presentation of their
proposals.
B. All Timely Submitted Materials Become City Property.
All materials submitted in response to this RFP become the property of the
City of Milton and are to be appended to any formal documentation,
which would further define or expand any contractual relationship
between the City and Offeror resulting from this RFP process.
SECTION 2: RFP STANDARD INFORMATION
2.1 AUTHORITY
This RFP is issued under the authority of the City of Milton. The RFP process is a
procurement option allowing the award to be based on stated evaluation criteria.
The RFP states the relative importance of all evaluation criteria. No other evaluation
criteria, other than as outlined in the RFP, will be used.
12 i RFP 21-CMO1 (REISSUANCE)
2.2 OFFEROR COMPETITION
The City encourages free and open competition among Offerors. Whenever
possible, the City will design specifications, proposal requests, and conditions to
accomplish this objective, consistent with the necessity to satisfy the City's need
to procure technically sound, cost-effective services and supplies.
2.3 RECEIPT OF PROPOSALS AND PUBLIC INSPECTION
A. Public Information.
All information received in response to this RFP, including copyrighted
material, is deemed public information and will be made available for
public viewing and copying after the time for receipt of qualifications has
passed, and the award has been made, with the following four
exceptions: (1) bona fide trade secrets meeting confidentiality
requirements that have been properly marked, separated, and
documented; (2) matters involving individual safety as determined by the
City of Milton; (3) any company financial information requested by the
City of Milton to determine vendor responsibility, unless prior written
consent has been given by the Offeror; and (4) other constitutional
protections.
B. Procurement Officer Review of Proposals.
Upon opening the submittals received in response to this RFP, the
procurement office will review the proposals and separate out any
information that meets the referenced exceptions in Section 2.2(A) above,
providing the following conditions have been met:
1. Confidential information is clearly marked and separated from the rest
of the submittal.
2. An affidavit from an Offeror's legal counsel attesting to and explaining
the validity of the trade secret claim is attached to each submittal
containing trade secrets. Please contact Honor Motes, Procurement
Manager, for additional information.
Information separated out under this process will be available for review
only by the procurement office, the evaluation committee members, and
limited other designees. Offerors must be prepared to pay all legal costs
and fees associated with defending a claim for confidentiality in the event
of a "right to know" (open records) request from another party.
2.4 CLASSIFICATION AND EVALUATION OF PROPOSALS
A. Initial Classification of Proposals as Responsive or Nonresponsive.
Proposals may be found nonresponsive at any time during the
evaluation process or contract negotiation, if any of the required
information is not provided; the submitted price is found to be excessive
or inadequate as measured by criteria stated in the RFP; or the qualification
is not within the specifications described and required in the RFP. If a
qualification is found to be nonresponsive, it will not be considered further.
13 1 RFP 21-CMO1 (REISSUANCE)
B. Determination of Responsibility.
The procurement office will determine if an Offeror has met the standards
of responsibility. Such a determination may be made at any time
during the evaluation process and through contract negotiation if
information surfaces that would result in a determination of nonresponsive.
C. Evaluation of Proposals.
The evaluation committee will evaluate the remaining proposals and
recommend whether to award the contract to the highest scoring Offeror
or, if necessary, to seek discussion/negotiation in order to determine the
highest scoring Offeror. All responsive proposals will be evaluated based
on stated evaluation criteria. In scoring against stated criteria, the City
may consider such factors as accepted industry standards and a
comparative evaluation of all other qualified RFP responses. These scores
will be used to determine the most advantageous offering to the City.
D. Completeness of Proposals.
Selection and award will be based on the Offeror's proposals and other
items outlined in this RFP. Submitted responses may not include references
to information located elsewhere, such as Internet websites or libraries,
unless specifically requested. Information or materials presented by
Offerors outside the formal response or subsequent
discussion/negotiation, if requested, will not be considered, will have no
bearing on any award, and may result in the Offeror being disqualified
from further consideration.
E. Opportunity for Discussion/Negotiation and/or Oral Presentation/Product
Demonstration.
After receipt of all proposals and prior to the determination of the
award, the City may initiate discussions with one or more Offerors should
clarification or negotiation be necessary. Offerors may also be required to
make an oral presentation and/or product demonstration to clarify their
RFP response or to further define their offer. In either case, Offerors should
be prepared to send qualified personnel to Milton, Georgia to discuss
technical and contractual aspects of the submittal. Oral presentations
and product demonstrations, if requested, shall be at the Offeror's expense.
F. Best and Final Offer.
The "Best and Final Offer" is an option available to the City under the RFP
process which permits the City to request a "best and final offer" from
one or more offerors if additional information is required to make a final
decision. Offerors may be contacted asking that they submit their "best
and final offer," which must include any and all discussed and/or
negotiated changes. The City reserves the right to request a "best and final
offer" for this RFP, if any, based on price/cost alone.
14 1 RFP 21 -CMO I (REISSUANCE)
G. Evaluation Committee Recommendation for Contract Award.
The evaluation committee will provide a written recommendation for
contract award.
H. Request for Documents Notice.
Upon concurrence with the evaluation committee's recommendation for
contract award, the procurement officer may issue a "Request for
Documents Notice" to the highest scoring Offeror to obtain the required
insurance documents, contract performance security, and any other
necessary documents. Receipt of the "Request for Documents Notice"
does not constitute a contract and no work may begin until a contract
signed by all parties is in place.
I. Contract Negotiation.
The procurement officer and/or city department representatives may
begin contract negotiation with the responsive and responsible Offeror
whose submittal achieves the highest score and is, therefore, the most
advantageous to the City. If contract negotiation is unsuccessful or the
highest scoring Offeror fails to provide necessary documents or information
in a timely manner, or fails to negotiate in good faith, the City may
terminate negotiations and begin negotiations with the next highest
scoring Offeror.
J. Contract Award.
Contract award, if any, will be made to the highest scoring Offeror
who provides all required documents and successfully completes
contract negotiation.
2.5 RIGHTS RESERVED
While the City has every intention to award a contract as a result of this RFP, issuance
of the RFP in no way constitutes a commitment by the City of Milton to award
and execute a contract. Upon a determination such actions would be in its best
interest, the City, in its sole discretion, reserves the right to:
1. Modify, cancel or terminate this RFP,
2. Reject any or all proposals received in response to this RFP,
3. Select an Offeror without holding interviews,
4. Waive any undesirable, inconsequential, or inconsistent provisions of this RFP
which would not have significant impact on any submittal,
5. To request further documentation or information, and to discuss a RFP
submittal for any purpose in order to answer questions or to provide
clarification,
6. Award a portion of this RFP or not award any portion of this RFP if it is in the
best interest of the City not to proceed with contract execution; or
7. If awarded, terminate any contract in accordance with the terms and
conditions of the contract if the City determines adequate funds are not
available.
15 1 RFP 21-CMOI (REISSUANCE)
SECTION 3: SCOPE OF PROJECT
3.0 PROJECT — Vehicles to be serviced (Subject to Change):
Year
Make
Model
Police
2007
Ford #7
Crown Victoria - Black
2007
Ford
Crown Vic Charcoal
2007
Ford
119 Expedition XLT 4x2
2007
Toyota
Tacoma
2010
Ford(CID)
Explorer
2012
Ford
Explorer
2013
Ford
Police Interceptor
SUV
2013
Ford
Police In
for SUV
2013
Ford
Police Interceptor
SUV
2013
Ford
Taurus SD
2013
Che CID
Tahoe
2013
Dodge(CID)
Charger
2013
Dodge(CID)
Charger
2014
Ford
Police Interceptor
SUV
2014
Ford
Police Interceptor
SUV
2014
Ford
Police In
for SUV
2014
Ford
Police Interceptor
SUV
2014
Ford
Police Interceptor
SUV
2015
Ford(Hybrid)
Fusion
2015
Dod er
Durango
2015
For CID
Explorer
2015
Ford
Police In
for SUV
2015
Ford
Police Interceptor
SUV
2015
Ford
Police Interceptor
SUV
2015
Ford
Police Interceptor
SUV
2015
Ford
Police Interceptor
SUV
2015
Ford
Police Interceptor
SUV
2015
Ford
Police Interceptor
SUV
2015
Ford
Police Interceptor
SUV
2016
Ford
Police Interceptor
SUV
2016
Ford
Police Interceptor
SUV
2016
Ford
Police Interceptor
SUV
2016
Ford
Police Interceptor
SUV
2017
Fotd(Trainin)
F150 V8
2017
Ford(Chief)
Police Interceptor
SUV
2017
Ford
Police Intercepwr
SUV
2017
Ford
Police Interceptor
SUV
16 ! RFP 21 -CMO 1 (REISSUANCE)
2017
Ford
Police Interceptor
SUV
2017
Ford
Police Interceptor
SUV
2018
Ford
Police Interceptor
SUV
2019
Ford
F150
2015
2019
Ford
F150
Ford
2019
Ford
F150
F250
2019
Ford
PoRce Interceptor
SUV
2019
Ford
olice Interceptor
SUV
2019
Ford
olice Interceptor
SUV
2020
Ford
olice Interceptor
SUV
2020
Ford
Police Interceptor
SUV
2020
Ford
olice Interceptor
SUV
2020
Ford
Police Interceptor
SUV
2020
Ford
Pohce Interceptor
SUV
2020
Ford
Police Interceptor
SUV
2004
Dodge
Ram Diesel
City Administration
2007
Ford
Fusion
2010
Ford
Explorer
2010
Ford
Explorer
2010
Ford
F150
2015
Ford
Escape
2015
Ford
Explorer
2015
Ford
F250
2016
Ford
F250 Super Duty
2019
Ford
F250
2019
Ford
F150
2020
Ford
F150
FireAdministradon
2010
Ford
F150
2012
Ford
Expedition
2013
Ford
Explorer
2013
Ford
Explorer
2014
Ford
F250
2014
Ford
Expedition
2016
Ford
Explorer
2016
Ford
E loner
2017
Ford
F150
2017
Ford
F150
17 ( RFP 21-CM01 (REISSUANCE)
3.1 SERVICE REQUIREMENTS - Included but not limited to the following:
Regular Oil change
Synthetic oil change
Synthetic oil change (Over 6QTS)
Transmission flushes
Coolant Flush
Fuel Induction Service
Differential Service
02 Sensors
Timing Chain
Water Pump
Fan Belt
Tune Up (wires,plugs)
Fuel rail
Air filter
Cabin Air Filter
Mass air flow sensor
Abs Module
Radiator Replacement
Tire Pressure Sensors
Mount/Balance/Install Tires
Alignment 4 Wheel
Tire Rotation
Front Control Arm
Shocks and Struts
Battery Replacement
Bulbs Headlight
Bulbs taillights
Bulbs blinkers
Windshield wipers
Brakes
Rotors
Brake Fluid Flush
Ac Fan motor
Ac Flush
Alternator
Belt Tensioner
Coolant Fan
100,000 mile service
Emissions Testing
Motor Mounts / Transmission Mounts
18 1 RFP 21-CMO1 (REISSUANCE)
3.3 TIME REQUIREMENTS - below are from arrival to departure (Priority Service):
✓ Oil changes in 25 minutes or less
✓ Tires installed, balanced and aligned in 45 minutes or less
✓ All lights checked on every service call (except light bar/emergency lights)
and repaired.
✓ Transmission flush completed in 45 minutes or less
✓ All other services "as soon as possible"
SECTION 4: OFFEROR PROPOSALS
4.0 CITY'S RIGHT TO INVESTIGATE
The City may make such investigations as deemed necessary to determine
the ability of the Offeror to provide the supplies and/or perform the services
specified.
4.1 OFFEROR INFORMAL REQUIREMENTS
Offerors interested in providing the services described in this RFP should be able to
demonstrate experience in the areas described in Section 3.
North Fulton Express LLC
dba Express Oil Change and Tire Engineers.
830 N.Main street,
Alpharetta, Ga, 30004
12470 Crabapple rd.,
Alpharetta, Ga, 30004
Technical proposal
The Table of Contents:
1. Employee qualifications:
a. Project staffing
b. Qualifications of the team.
c. Our strength and what set us apart.
2. Work implementation plan.
3. Recent related projects and references.
1. Employee qualifications
a. Staffing.
We offer 2 convenient locations within less than a 4-mile radius, located at 830 N.
Main street, Alpharetta, Ga and 12470 Crabapple rd, Alpharetta, Ga with 15+
employees between both shops.
b. Offeror qualifications.
Multiple ASE certified technicians. 1 Master Tech Wayne L Thacker. Over 6
tenured employees (10 plus years with EOC). State of the art Snap-On and Aultel
scanners that are updated twice a year with all current EOM specs, sure track, All
Data, and Identifix diagnostic aids. Integrated Service Inc Invoicing system
updated quarterly with manufacturer TSB's, recalls, and OEM specs for
maintenance and also allows for emailed estimates and invoices. Multiple ASE
certified technicians. 1 Master Tech Wayne L Thacker.
c. Our strength and what set us apart.
Award winning GM (Jesse Dudley) with proven record of customer satisfaction
with the link to your Store Google page, access to more than 50 parts/tires/oil
vendors to provide the customer with the best prices in the shortest time.
Please see the link to N.Main Store with the additional link to our incredible 4.8
google customer review.
https://www.expressoil.com/stores/alpharetta/ga/1320/?utm_source=google&u
tm_medium=organic&utm_campaign=local_website&utm_content=1320
We offer Years of experience and award winning team members. From Senior
GM to Senior ASE Master tech. Strong customer service as reviewed by customers
on both Google and YELP. City of Milton Police Department and City employees
confident and familiar with EOC team that has worked on the last 2 contracts as
well as personal vehicles. Multiple vendors including OEM dealership parts
delivered daily allowing for same day turn around. Also providing tire installation,
repair, and TPMS monitor replacement.
2. Work implementation plan.
Anticipated Project Schedule: Open 6 days a week starting at 8 am. 15-minute
oil change turn around. 8 lifts between both shops and 9 mechanical bays. 6
maintenance bays and 2 emission stations between North Main and Crabapple.
Anticipated challenges: Potential lunch rush between 11-2
Innovative approach: Online booking system that allows for fastest turn
around. All team members coached to service City Vehicles asap.
3. Recent related projects and references.
Haynes Bridge has proudly serviced City of Alpharetta vehicles for over a
decade. Crabapple and North Main teams service our vendor delivery vehicles
ie NAPA, Advanced Automotive, and Auto Zone. North Main services Primrose
Child care, Lionheart, and Goddard school vehicles. We also provide fleet
services not only to dozens of local businesses but also 3 of the largest National
fleet accounts. Element, Enterprise, and ARI.
19 1 RFP 21 -CMO I (REISSUANCE)
MILTON
SECTION 5: COST PROPOSAL - Return with Proposal in a Separate File (3 pages)
♦ MUST BE RETURNED WITH PROPOSAL IN A SEPARATE FILE
The offeror's cost proposal shall be signed by an authorized agent of the company.
All three (3) pages of the Cost Proposal must be returned with proposal.
The undersigned Offeror, having familiarized themselves with the work required by
the RFP, the solicitation documents, the site where the work is to be performed, all
laws, regulations, and other factors affecting performance of the work, and having
satisfied itself/himself/herself of the expense and difficulties attending performance
of the work; Hereby proposes and agrees, if this offer for the above named project
is accepted to enter into a contract to perform all work necessary to the successful
completion of the contract; and to supply all required submittals as indicated or
specified in the RFP and the bid documents to be performed or furnished by Offeror
for the total contract price of:
Please complete the "Fixed Cost Per Unit" column below and return with proposal.
(See Attached Schedule)
20 1
Service
requirements
Estimated
Yearly
Quantity
Fixed Cost per unitTotal
Regular Oil change
<25minutes
1201 iuLl
Synthetic oil change
<25minutes
401 -it . io NO,L 2-c/Jt7
Svnthetic oil change(Over6QTS)
-r
I IN, 00 0
Transmission flushes
501 IZo
-10
Coolant Flush
301 4 t
frI 900
Fuel Induction Service
401 1150
1 J;-70",'
Differential Service(front/rear)
e ni { jC,
-15
02 Sensors
o isVia, CI
1 r•I
Timing Chain
MC, ti i
�je .rlr
Water Pump (SUV)
t!
Fan Belt
i2o r
Tune Up (wires,plugs)
60 xc c Tit cF Ci
Fuel rail
.,.., Ic. < <,r..
l l[
15
Air filter
50 ' Lo k
'
Cabin Air Filter
3S r
Mass air flow sensor
Abs Module
k(a:7Ur t -)R1
12 D jhlDOD
c
Radiator Replacement
\ l
14
Tire Pressure Sensors
Mount/Balance/Install Tires
Alignment 4 Wheel
Tire Rotation
14 i
Front Control Arm
\r,_hnr <.rl1-.fi
r�,
5 Ak--L
Shocks and Struts
c .� lc
Battery Replacement
20 • ` ( l
Bulbs HeadlightMmonths)
�t�cler> �C dno n
25 �� -2 S
1E 5C11`
Bulbs taillights
Bulbs blinkers
50
s0
Windshield wipers
80 tl� L�rtil„
r) it
Brakes
d1 1 7J r.nd„
�iZ`C t
Rotors-
.,: � Ti
21 I
in addition to the above services, please provide the rate per hour schedule for services
not covered above:
• Business hours rate $ 91S
Written in words .% Al r LF /irh-a—
• After hours rate $ AW
Written in words $
Please describe your hours of operation and how it meets our priority service requirements:
nPC0 M - F "( I nPyI .<;n -F- < "l- Spry-, C�O�oc�J�ch
i 00Cj
1�-L-1-1t0 (ARk�PPL- '� �c;cny
Nle - CA!�� Mr-,(nl.,,At- 1,N --I
LC'r \Z -j �}1-Ai\&6&NUJc, CN2«t�Fls pfly
1
Print/Type Company Name Here: 'k P res D 1 C"�-
AuthorizedkA�
Signature OWU Date of
kl n'/ ype C I M
Print/Type \' d� Soo i e, D Jena- ) o vi
Tilly
'Tune Lip: Plugs 5424320 (prices vary by quantity and OE Plug required)
Wires $854155 (prices vary by quantity and OE Wires required)
Coils $764147 (prices vary quantity and OE Coils required)
"Labor not included
*ABS Module: $223-51000 (prices vary by OE requirements)
*Labor not included
*Radiator: $250-625 (prices vary by OE requirements)
*Labor not included
' Front Control Arm: $2094391 (prices vary by OE requirements)
*Labor not included
• Shocks and Struts: $70-5209 (prices vary by OE requirements)
*Labor not included
"Rotors: 5784230 (prices vary by OE requirements)
"Labor not included
*AC Fan Motor: 578-5230 (prices vary by OE requirements)
*Labor not included
*Alternator: 536041290 (prices vary by OF. requirements)
*I-abor not included
*Transmission: $1000 and up (prices vary by OE requirements, new vs used, and warranty)
*Labor not included
• *Labor guidelines from Mitchell on Demand
i
Wbu.u? I :I:e:.{o (y
AUYi'iFiFiOTiiiE
SERVI�.rc
EXCELL1=-NCE
WAYNE L THACKER
`- J1. •...1.. � 1•..0.•. ..... u�rA 1. IYtI 11 all .
iw .1,.\1'11 .•LII •..r.nn.LleL1..
ALVAHZEt• LEVEL SPE U15T
)nxl l.r.Glatt 101&& rt91.Mu McColl. 11 r1.,
1. .. ). ). .. .. .. .. .. .. .. .. .. .. .. .. .. ..
Ella 4H La' C•. J. ticNlt. SIP ... LL"w
AUTOMOTIVE
SERVICE
EXCELLENCE
= r
1
1 f • •L
y,�pg��—�1
WAYNE L THACKER
MASTER Aurfin eLILE TECHPICiAN
f.i•4 IP IU
[ LN. ••
!
!."YI•. IHV 'l a.yu
•. ..4. •1
.) .
VL4 } q •q I Ip la 1
• •n/1 a•
.r i
•.•.•Iw1/Cw IK (q(•P
• 1.111 4
.1 1
. ) J gln.l UYPI
Lt'1 a1. is
.L .
.1 .. .. )1{ LII tLQ..11� 4
0•.Lyl- !1
.u.
L1•. «naAl.ra
(• 1• ..
4.a./t1 •.
a .
). o n .. a .. I. )• r. .. ..
.• a .• •.
�1Y
1: C:.KA.
. •1•YLM0.1r
Wbu.u? I :I:e:.{o (y
AUYi'iFiFiOTiiiE
SERVI�.rc
EXCELL1=-NCE
WAYNE L THACKER
`- J1. •...1.. � 1•..0.•. ..... u�rA 1. IYtI 11 all .
iw .1,.\1'11 .•LII •..r.nn.LleL1..
ALVAHZEt• LEVEL SPE U15T
)nxl l.r.Glatt 101&& rt91.Mu McColl. 11 r1.,
1. .. ). ). .. .. .. .. .. .. .. .. .. .. .. .. .. ..
Ella 4H La' C•. J. ticNlt. SIP ... LL"w
Vehicle Maintenance and Repair Agreement | 22
EXHIBIT “C”
See Exhibits “A” and “B”
28
January 21
Vehicle Maintenance and Repair Agreement | 24
EXHIBIT “E”
STATE OF _____________
COUNTY OF ___________
SUBCONTRACTOR AFFIDAVIT
By executing this affidavit, the undersigned subcontractor verifies its compliance with O.C.G.A. § 13-10-
91, stating affirmatively that the individual, firm or corporation which is engaged in the physical
performance of services under a contract with North Fulton Express Oil, LLC
(name of contractor) on behalf of the City of Milton, Georgia has registered with, is authorized to use and
uses the federal work authorization program commonly known as E-Verify, or any subsequent
replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A.
§ 13-10-91. Furthermore, the undersigned subcontractor will continue to use the federal work
authorization program throughout the contract period, and the undersigned subcontractor will contract for
the physical performance of services in satisfaction of such contract only with sub-subcontractors who
present an affidavit to the subcontractor with the information required by O.C.G.A. § 13-10-91(b).
Additionally, the undersigned subcontractor will forward notice of the receipt of an affidavit from a sub-
subcontractor to the contractor within five (5) business days of receipt. If the undersigned subcontractor
receives notice that a sub-subcontractor has received an affidavit from any other contracted sub-
subcontractor, the undersigned subcontractor must forward, within five (5) business days of receipt, a
copy of the notice to the contractor.
Subcontractor hereby attests that its federal work authorization user identification number and date of
authorization are as follows:
_________________________________
Federal Work Authorization User Identification
Number
_________________________________
Date of Authorization
_________________________________
Name of Contractor
City Vehicle Maintenance and Light Repairs
Name of Project
City of Milton, Georgia
Name of Public Employer
I hereby declare under penalty of perjury that the
foregoing is true and correct.
Executed on _________, 20___ in
_____________________ (city), ______ (state).
_________________________________
Signature of Authorized Officer or Agent
_______________________________
Printed Name and Title of Authorized Officer or
Agent
SUBSCRIBED AND SWORN BEFORE ME
ON THIS THE ______ DAY OF
______________, 20___.
_________________________________
NOTARY PUBLIC
[NOTARY SEAL]
My Commission Expires:
________________________________
"N/A"
Vehicle Maintenance and Repair Agreement | 25
EXHIBIT “F”
RESERVED
CITY COUNCIL AGENDA ITEM
TO: City Council DATE: 02/10/2021
FROM: Steven Krokoff, City Manager
AGENDA ITEM: Approval of a Vehicle Maintenance and Repairs Agreement
between the City of Milton and Extra Mile Auto Tire and
Service, LLC
MEETING DATE: Wednesday, February 17, 2021 City Council Meeting
BACKGROUND INFORMATION: (Attach additional pages if necessary)
See attached memorandum
APPROVAL BY CITY MANAGER: ___ APPROVED ___ NOT APPROVED
CITY ATTORNEY APPROVAL REQUIRED: ___ YES ___ NO
CITY ATTORNEY REVIEW REQUIRED: ___ YES ___ NO
APPROVAL BY CITY ATTORNEY ___ APPROVED ___ NOT APPROVED
PLACED ON AGENDA FOR: __________
X
X
X
X
February 17, 2021
To: Honorable Mayor and City Council Members
From: Rich Austin, Chief of Police
Date: Submitted on January 28, 2021 for the February 17, 2021 Regular City
Council Meeting
Agenda Item: Approval of a Vehicle Maintenance and Repairs Agreement between
the City of Milton and Extra Mile Auto Tire and Service, LLC.
_____________________________________________________________________________________
Project Description:
Three vendors have been selected for contract award: North Fulton Express Oil, LLC, dba
Express Oil Change and Tire Engineers, Extra Mile Auto Tire and Service, LLC, and Speed
Auto Repair, LLC. The Contractors will be providing routine maintenance and light repair
services to the City’s fleet vehicles. General maintenance and repair services as well as
a listing of sample vehicles are specified in the RFP. This contract will be valid for a total
of three years from start date. This contract will be rebid every three years to ensure
competitive bidding and best value for the City.
The City received four proposals in response to the RFP. After evaluating all proposals,
the three companies listed above were chosen to be awarded the contract. These
companies were chosen due to the pricing from each being competitive. The City
decided to select three companies due to its fleet growing each year. Staff is
recommending the award of individual contracts with each of the three above named
vendors.
Procurement Summary:
Purchasing method used: RFP
Account Number: Vehicle R&M accounts across end user departments
Requisition Total: Blanket PO
Financial Review: Bernadette Harvill, February 4, 2021
Legal Review: Sam VanVolkenburgh – Jarrard & Davis, January 22, 2021
Concurrent Review: Steven Krokoff, City Manager
Attachment(s): Vehicle Maintenance and Repair Agreement
Vehicle Maintenance and Repair Agreement | 1
AGREEMENT FOR VEHICLE MAINTENANCE AND REPAIRS
THIS AGREEMENT is made and entered into this_____ day of _____________, 20___, by
and between the CITY OF MILTON, GEORGIA, a municipal corporation of the State of Georgia,
acting by and through its governing authority, the Mayor and City Council (hereinafter referred
to as the “City”), and Extra Mile Auto Tire and Service, LLC, a Georgia Limited Liability
Company, (herein after referred to as the "Contractor"), collectively referred to herein as the
"Parties."
WITNESSETH:
WHEREAS, City desires to retain Contractor to provide certain services generally
described as routine maintenance and repairs for City department vehicles (the “Work”); and
WHEREAS, City finds that specialized knowledge, skills, and training are necessary to
perform the Work (defined below) contemplated under this Agreement; and
WHEREAS, Contractor has represented that it is qualified by training and experience to
perform the Work; and
WHEREAS, Contractor desires to perform the Work as set forth in this Agreement under
the terms and conditions provided in this Agreement; and
WHEREAS, the public interest will be served by this Agreement; and
WHEREAS, Contractor has familiarized itself with the nature and extent of the
Agreement, the Project, and the Work, and with all local conditions and federal, state and local
laws, ordinances, rules and regulations that may in any manner affect cost, progress or
performance of Work.
NOW, THEREFORE, for and in consideration of the mutual promises, the public
purposes, and the acknowledgements and agreements contained herein, and other good and
adequate consideration, the sufficiency of which is hereby acknowledged, the Parties do mutually
agree as follows:
I. SCOPE OF SERVICES AND TERMINATION DATE
A. Agreement. The Agreement shall consist of this Professional Services
Agreement and each of the Exhibits hereto, which are incorporated herein by reference,
including:
Exhibit “A” – City Solicitation Documents
Exhibit “B” – Contractor Response/Proposal
Vehicle Maintenance and Repair Agreement | 2
Exhibit “C” – Scope of Work
Exhibit “D” – Contractor Affidavit
Exhibit “E” – Subcontractor Affidavit
Exhibit “F” – RESERVED
B. Project Description. The “Project” at issue in this Agreement is generally
described as: Vehicle maintenance and light repair services to City of Milton fleet vehicles.
C. The Work. The Work to be completed under this Agreement (the “Work”)
includes, but shall not be limited to, the work described in the Scope of Work provided in Exhibit
“C”, attached hereto and incorporated herein by reference. Unless otherwise stated in Exhibit
“C”, the Work includes all material, labor, insurance, tools, equipment, machinery, water, heat,
utilities, transportation, facilities, services and any other miscellaneous items and work necessary
to complete the Work. Some details necessary for proper execution and completion of the Work
may not be specifically described in the Scope of Work, but they are a requirement of the Work if
they are a usual and customary component of the contemplated services or are otherwise
necessary for proper completion of the Work.
All services shall be stated on a written service ticket or other form that can be reviewed
and approved by the City or its designated employees prior to performance. For services not
specifically described and firmly priced in this Agreement, the service ticket shall state the exact
nature of the services and the price to be charged, which shall be approved prior to performance.
D. Schedule, Completion Date, and Term of Agreement. Contractor understands
that time is of the essence of this Agreement and warrants and represents that it will perform the
Work in a prompt and timely manner, which shall not impose delays on the progress of the Work.
The term of this Agreement (“Term”) shall be deemed to have commenced as of January 1, 2021
(“Effective Date”) and terminate without further obligation on the part of City on December 31,
2021 (provided that certain obligations will survive the Term). In accordance with O.C.G.A. § 36-
60-13, this Agreement shall automatically renew for two successive annual renewal terms absent
City’s provision of written notice of non-renewal to Contractor at least five (5) days prior to first
day of the renewal term. Title to any supplies, materials, equipment, or other personal property
shall remain in Contractor until fully paid for by City.
II. WORK CHANGES
A. Change Order Defined. A “Change Order” means a written modification of the
Agreement, signed by representatives of City and Contractor with appropriate authorization.
B. Right to Order Changes. City reserves the right to order changes in the Work to
be performed under this Agreement by altering, adding to, or deducting from the Work. All such
changes shall be incorporated in written Change Orders and executed by Contractor and City.
Such Change Orders shall specify the changes ordered and any necessary adjustment of
compensation and completion time. If the Parties cannot reach an agreement on the terms for
performing the changed work within a reasonable time to avoid delay or other unfavorable
impacts as determined by City in its sole discretion, City shall have the right to determine
reasonable terms, and Contractor shall proceed with the changed work.
Vehicle Maintenance and Repair Agreement | 3
C. Change Order Requirement. Any work added to the scope of this Agreement by
a Change Order shall be executed under all the applicable conditions of this Agreement. No claim
for additional compensation or extension of time shall be recognized, unless contained in a
written Change Order duly executed on behalf of City and Contractor.
D. Authority to Execute Change Order. The City Manager has authority to execute,
without further action of the Mayor or City Council, any number of Change Orders so long as
their total effect does not materially alter the terms of this Agreement or materially increase the
Maximum Contract Price, as set forth in Section III(B) below. Any such Change Orders materially
altering the terms of this Agreement, or any Change Order affecting the price where the
Maximum Contract Price (as amended) is in excess of $50,000, must be approved by resolution of
the Mayor and City Council. Amendments shall not result in a variance in price exceeding ten
percent of the original contract amount.
III. COMPENSATION AND METHOD OF PAYMENT
A. Payment Terms. City agrees to pay Contractor for the Work performed and costs
incurred by Contractor upon certification by City that the Work was actually performed and costs
actually incurred in accordance with the Agreement. Compensation for Work performed and, if
applicable, reimbursement for costs incurred shall be paid to Contractor upon City’s receipt and
approval of invoices, setting forth in detail the services performed and costs incurred, along with
all supporting documents requested by City to process the invoice. Invoices shall be submitted
on a monthly basis. Any material deviations in tests or inspections performed, or times or
locations required to complete such tests or inspections, and like deviations from the Work
described in this Agreement shall be clearly communicated to City before charges are incurred and
shall be handled through Change Orders as described in Section II above. City shall pay
Contractor within thirty (30) days after approval of the invoice by City staff.
B. Maximum Contract Price. The total amount paid in each annual term under this
Agreement as compensation for Work performed and reimbursement for costs incurred shall not,
in any case, exceed $100,000 (the “Maximum Contract Price”), except as outlined in Section II(C)
above. The compensation for Work performed shall be based upon the number of vehicles
brought in for service, the type of service requested, and the unit price schedule and extra work
hourly rates set forth in Exhibit “B”. The City does not guarantee any minimum amount of work
under this Agreement, and annual compensation is expected to be less than the Maximum
Contract Price.
C. Reimbursement for Costs. There shall be no reimbursement for costs except the
cost for replacement parts as expressly provided in Exhibit “B” or else as separately agreed to by
City in writing.
IV. COVENANTS OF CONTRACTOR
A. Expertise of Contractor; Licenses, Certification and Permits. Contractor accepts
the relationship of trust and confidence established between it and City, recognizing that City’s
intention and purpose in entering into this Agreement is to engage an entity with the requisite
capacity, experienc4, and professional skill and judgment to provide the Work in pursuit of the
timely and competent completion of the Work undertaken by Contractor under this Agreement.
Contractor shall etploy only persons duly qualified in the appropriate area of expertise to
perform the Work escribed in this Agreement.
Contractorirquired
venants and declares that it has obtained all diplomas, certificates, licenses,
permits or the like of Contractor by any and all national, state, regional, county, or local
boards, agencies, commissions, committees or other regulatory bodies in order to perform the
Work contracted 4 under this Agreement. Further, Contractor agrees that it will perform all
Work in accordance with the standard of care and quality ordinarily expected of competent
professionals and in compliance with all federal, state, and local laws, regulations, codes,
ordinances, or orders applicable to the Project, including, but not limited to, any applicable
records retention requirements and Georgia's Open Records Act (O.C.G.A. § 50-18-71, et seq.).
Any additional wok or costs incurred as a result of error and/or omission by Contractor as a
result of not meeting the applicable standard of care or quality will be provided by Contractor at
no additional cost to City. This provision shall survive termination of this Agreement.
B. Budetaly Limitations. Contractor agrees and acknowledges that budgetary
limitations are not a justification for breach of sound principals of Contractor's profession and
industry. Contract)r shall take no calculated risk in the performance of the Work. Specifically,
Contractor agrees t at, in the event it cannot perform the Work within the budgetary limitations
established witho► t disregarding sound principles of Contractor's profession and industry,
Contractor will giv written notice immediately to City.
C. CiW, s Reliance on the Work. Contractor acknowledges and agrees that City does
not undertake to approve or pass upon matters of expertise of Contractor and that, therefore, City
bears no responsibility for Contractor's Work performed under this Agreement. Contractor
acknowledges and! agrees that the acceptance of Work by City is limited to the function of
determining whether there has been compliance with what is required to be produced under this
Agreement. City will not, and need not, inquire into adequacy, fitness, suitability or correctness
of Contractor's performance. Contractor further agrees that no approval of designs, plans,
specifications or ot�er work product by any person, body or agency shall relieve Contractor of
the responsibility fpr adequacy, fitness, suitability, and correctness of Contractor's Work under
professional and industry standards, or for performing services under this Agreement in
accordance with sound and accepted professional and industry principles.
D. Cori Ftractor's Reliance on Submissions by City. Contractor must have timely
information and in ut from City in order to perform the Work required under this Agreement.
Contractor is entit d to rely upon information provided by City, but Contractor shall provide
immediate writte notice to City if Contractor knows or reasonably should knew that any
information provided by City is erroneous, inconsistent, or otherwise problematic.
E. Contractor's Representative. shall be authorized
to act on Contract 's behalf with respect to the W rk as _ontractor's designated representative,
provided that this designation shall not relieve either Party of any written notice requirements
set forth elsewherE in this Agreement.
Vehicle Maintenance and Repair Agreement 14
Vehicle Maintenance and Repair Agreement | 5
F. Assignment of Agreement. Contractor covenants and agrees not to assign or
transfer any interest in, or delegate any duties of this Agreement, without the prior express
written consent of City. As to any approved subcontractors, Contractor shall be solely responsible
for reimbursing them, and City shall have no obligation to them.
G. Responsibility of Contractor and Indemnification of City. Contractor covenants
and agrees to take and assume all responsibility for the Work rendered in connection with this
Agreement. Contractor shall bear all losses and damages directly or indirectly resulting to it
and/or City on account of the performance or character of the Work rendered pursuant to this
Agreement. Contractor shall defend, indemnify and hold harmless City and City’s elected and
appointed officials, officers, boards, commissions, employees, representatives, contractors,
servants, agents, attorneys and volunteers (individually an “Indemnified Party” and collectively
“Indemnified Parties”) from and against any and all claims, suits, actions, judgments, injuries,
damages, losses, costs, expenses and liability of any kind whatsoever, including but not limited
to attorney’s fees and costs of defense (“Liabilities”), which may arise from or be the result of an
alleged willful, negligent or tortious act or omission arising out of the Work, performance of
contracted services, or operations by Contractor, any subcontractor, anyone directly or indirectly
employed by Contractor or subcontractor or anyone for whose acts or omissions Contractor or
subcontractor may be liable, regardless of whether or not the act or omission is caused in part by
a party indemnified hereunder; provided that this indemnity obligation shall only apply to the
extent Liabilities are caused by or result from the negligence, recklessness, or intentionally
wrongful conduct of the Contractor or other persons employed or utilized by the Contractor in
the performance of this Agreement. This indemnity obligation shall not be construed to negate,
abridge, or otherwise reduce any other right or obligation of indemnity which would otherwise
exist as to any party or person described in this provision.
In any and all claims against an Indemnified Party, by any employee of Contractor, its
subcontractor, anyone directly or indirectly employed by Contractor or subcontractor or anyone
for whose acts Contractor or subcontractor may be liable, the indemnification obligation set forth
in this provision shall not be limited in any way by any limitation on the amount or type of
damages, compensation or benefits payable by or for Contractor or any subcontractor under
workers’ or workmen’s compensation acts, disability benefit acts or other employee benefit acts.
This obligation to indemnify, defend, and hold harmless the Indemnified Party(ies) shall survive
expiration or termination of this Agreement, provided that the claims are based upon or arise out
of actions or omissions that occurred during the performance of this Agreement.
H. Independent Contractor. Contractor hereby covenants and declares that it is
engaged in an independent business and agrees to perform the Work as an independent
contractor and not as the agent or employee of City. Nothing in this Agreement shall be
construed to make Contractor or any of its employees, servants, or subcontractors, an employee,
servant or agent of City for any purpose. Contractor agrees to be solely responsible for its own
matters relating to the time and place the Work is performed and the method used to perform
such Work; the instrumentalities, tools, supplies and/or materials necessary to complete the
Work; hiring of contractors, agents or employees to complete the Work; and the payment of
employees, including benefits and compliance with Social Security, withholding and all other
regulations governing such matters. Contractor agrees to be solely responsible for its own acts
and those of its subordinates, employees, and subcontractors during the life of this Agreement.
Vehicle Maintenance and Repair Agreement | 6
There shall be no contractual relationship between any subcontractor or supplier and City by
virtue of this Agreement with Contractor. Any provisions of this Agreement that may appear to
give City the right to direct Contractor as to the details of the services to be performed by
Contractor or to exercise a measure of control over such services will be deemed to mean that
Contractor shall follow the directions of City with regard to the results of such services only. It
is further understood that this Agreement is not exclusive, and City may hire additional entities
to perform the Work related to this Agreement.
Inasmuch as City and Contractor are independent of each other, neither has the authority
to bind the other to any third person or otherwise to act in any way as the representative of the
other, unless otherwise expressly agreed to in writing signed by both Parties hereto. Contractor
agrees not to represent itself as City’s agent for any purpose to any party or to allow any employee
of Contractor to do so, unless specifically authorized, in advance and in writing, to do so, and
then only for the limited purpose stated in such authorization. Contractor shall assume full
liability for any contracts or agreements Contractor enters into on behalf of City without the
express knowledge and prior written consent of City.
I. Insurance.
(1) Requirements: Contractor shall have and maintain in full force and effect
for the duration of this Agreement, insurance insuring against claims for
injuries to persons or damages to property which may arise from or in
connection with the performance of the Work by Contractor, its agents,
representatives, employees or subcontractors. All policies shall be subject
to approval by City as to form and content. These requirements are subject
to amendment or waiver if so approved in writing by the City Manager.
(2) Minimum Limits of Insurance: Contractor shall maintain the following
insurance policies with coverage and limits no less than:
(a) Commercial General Liability coverage of at least $1,000,000 (one
million dollars) combined single limit per occurrence and
$2,000,000 (two million dollars) aggregate for comprehensive
coverage including for bodily and personal injury, sickness, disease
or death, injury to or destruction of property, including loss of use
resulting therefrom.
(b) Commercial Automobile Liability (owned, non-owned, hired)
coverage of at least $1,000,000 (one million dollars) combined single
limit per occurrence for comprehensive coverage including bodily
and personal injury, sickness, disease or death, injury to or
destruction of property, including loss of use resulting therefrom.
(c) Garage Liability and/or Garage Keeper Liability of at least $500,000
(five hundred thousand dollars) per automobile per accident limit
for claims arising out of garage/mechanic’s services and caused by
Contractor’s errors, omissions, or negligent acts. (This insurance is
Vehicle Maintenance and Repair Agreement | 7
needed only if Contractor’s other policies do not fully provide such
coverage.)
(d) Workers’ Compensation limits as required by the State of Georgia
and Employers’ Liability limits of $1,000,000 (one million dollars)
per occurrence or disease. (If Contractor is a sole proprietor, who
is otherwise not entitled to coverage under Georgia’s Workers’
Compensation Act, Contractor must secure Workers’
Compensation coverage approved by both the State Board of
Workers’ Compensation and the Commissioner of Insurance. The
amount of such coverage shall be the same as what is otherwise
required of employers entitled to coverage under the Georgia
Workers’ Compensation Act. Further, Contractor shall provide a
certificate of insurance indicating that such coverage has been
secured and that no individual has been excluded from coverage.)
(e) Commercial Umbrella Liability Coverage: $ _N/A__ per
occurrence shall be provided and will apply over all liability
policies, without exception, including but not limited to
Commercial General Liability, Commercial Automobile Liability,
Employers’ Liability, and Garage/Garage Keeper Liability.
(3) Deductibles and Self-Insured Retentions: Any deductibles or self-insured
retentions must be declared to and approved by City in writing so that City
may ensure the financial solvency of Contractor; self-insured retentions
should be included on the certificate of insurance.
(4) Other Insurance Provisions: Each policy shall contain, or be endorsed to
contain, the following provisions respectively:
(a) General Liability, Automobile Liability and (if applicable)
Umbrella Liability Coverage.
(i) Additional Insured Requirement. City and City’s elected
and appointed officials, officers, boards, commissioners,
employees, representatives, contractors, servants, agents
and volunteers (individually “Insured Party” and
collectively “Insured Parties”) shall be named as additional
insureds as respects: liability arising out of activities
performed by or on behalf of Contractor; products and
completed operations of Contractor; premises owned,
leased, or used by Contractor; automobiles owned, leased,
hired, or borrowed by Contractor. The coverage shall
contain no special limitations on the scope of protection
afforded to the Insured Parties. Nothing contained in this
section shall be construed to require the Contractor to
provide liability insurance coverage to any Insured Party
Vehicle Maintenance and Repair Agreement | 8
for claims asserted against such Insured Party for its sole
negligence.
(ii) Primary Insurance Requirement. Contractor’s insurance
coverage shall be primary noncontributing insurance as
respects to any other insurance or self-insurance available
to the Insured Parties. Any insurance or self-insurance
maintained by the Insured Parties shall be in excess of
Contractor’s insurance and shall not contribute with it.
(iii) Reporting Requirement. Any failure to comply with
reporting provisions of the policies shall not affect coverage
provided to the Insured Parties.
(iv) Separate Coverage. Coverage shall state that Contractor’s
insurance shall apply separately to each insured against
whom claim is made or suit is brought, except with respect
to limits of insurance provided.
(v) Defense Costs/Cross Liability. Coverage shall be
provided on a “pay on behalf” basis, with defense costs
payable in addition to policy limits. There shall be no cross
liability exclusion.
(vi) Subrogation. The insurer shall agree to waive all rights of
subrogation against the Insured Parties for losses arising
from Work performed by Contractor for City.
(b) Workers’ Compensation Coverage. The insurer providing
Workers’ Compensation Coverage will agree to waive all rights of
subrogation against the Insured Parties for losses arising from
Work performed by Contractor for City.
(c) All Coverages.
(i) Notice Requirement. Each insurance policy required by
this Agreement shall be endorsed to state that coverage
shall not be suspended, voided, or canceled except after
thirty (30) calendar days prior written notice (or 10 calendar
days if due to non-payment) has been given to City. City
reserves the right to accept alternate notice terms and
provisions, provided they meet the minimum requirements
under Georgia law.
(ii) Starting and Ending Dates. Policies shall have concurrent
starting and ending dates.
Vehicle Maintenance and Repair Agreement | 9
(iii) Incorporation of Indemnification Obligations. Policies shall
include an endorsement incorporating the indemnification
obligations assumed by Contractor under the terms of this
Agreement, including but not limited to Section IV(G) of
this Agreement.
(5) Acceptability of Insurers: The insurance to be maintained by Contractor
must be issued by a company licensed or approved by the Insurance
Commissioner to transact business in the State of Georgia. Such insurance
policies shall be placed with insurer(s) with an A.M. Best Policyholder’s
rate of no less than “A-” and with a financial rating of Class VII or greater.
The Contractor shall be responsible for any delay resulting from the failure
of its insurer to provide proof of coverage in the proscribed form.
(6) Verification of Coverage: Contractor shall furnish to City for City approval
certificates of insurance and endorsements to the policies evidencing all
coverage required by this Agreement prior to the start of work. Without
limiting the general scope of this requirement, Contractor is specifically
required to provide an endorsement naming City as an additional insured
when required. The certificates of insurance and endorsements for each
insurance policy are to be on a form utilized by Contractor’s insurer in its
normal course of business and are to be signed by a person authorized by
that insurer to bind coverage on its behalf, unless alternate sufficient
evidence of their validity and incorporation into the policy is provided.
City reserves the right to require complete, certified copies of all required
insurance policies at any time. Contractor shall provide proof that any
expiring coverage has been renewed or replaced prior to the expiration of
the coverage.
(7) Subcontractors: Contractor shall either (1) ensure that its insurance policies
(as described herein) cover all subcontractors and the Work performed by
such subcontractors or (2) ensure that any subcontractor secures separate
policies covering that subcontractor and its Work. All coverage for
subcontractors shall be subject to all of the requirements stated in this
Agreement, including, but not limited to, naming the Insured Parties as
additional insureds.
(8) Claims-Made Policies: Contractor shall extend any claims-made insurance
policy for at least six (6) years after termination or final payment under the
Agreement, whichever is later, and have an effective date which is on or
prior to the Effective Date.
(9) City as Additional Insured and Loss Payee: City shall be named as an
additional insured and loss payee on all policies required by this
Agreement, except City need not be named as an additional insured and
loss payee on any Workers’ Compensation policy.
Vehicle Maintenance and Repair Agreement | 10
(10) Progress Payments: The making of progress payments to Contractor shall
not be construed as relieving Contractor or its subcontractors or insurance
carriers from providing the coverage required in this Agreement.
J. Employment of Unauthorized Aliens Prohibited – E-Verify Affidavit. Pursuant
to O.C.G.A. § 13-10-91, City shall not enter into a contract for the physical performance of services
unless:
(1) Contractor shall provide evidence on City-provided forms, attached hereto
as Exhibits “D” and “E” (affidavits regarding compliance with the E-
Verify program to be sworn under oath under criminal penalty of false
swearing pursuant to O.C.G.A. § 16-10-71), that it and Contractor’s
subcontractors have registered with, are authorized to use and use the
federal work authorization program commonly known as E-Verify, or any
subsequent replacement program, in accordance with the applicable
provisions and deadlines established in O.C.G.A. § 13-10-91, and that they
will continue to use the federal work authorization program throughout
the contract period, or
(2) Contractor provides evidence that it is not required to provide an affidavit
because it is an individual (not a company) licensed pursuant to Title 26 or
Title 43 or by the State Bar of Georgia and is in good standing.
Contractor hereby verifies that it has, prior to executing this Agreement, executed a
notarized affidavit, the form of which is provided in Exhibit “D”, and submitted such affidavit
to City or provided City with evidence that it is an individual not required to provide such an
affidavit because it is licensed and in good standing as noted in sub-subsection (2) above. Further,
Contractor hereby agrees to comply with the requirements of the federal Immigration Reform
and Control Act of 1986 (IRCA), P.L. 99-603, O.C.G.A. § 13-10-91 and Georgia Department of
Labor Rule 300-10-1-.02.
In the event Contractor employs or contracts with any subcontractor(s) in connection with
the covered contract, Contractor agrees to secure from such subcontractor(s) attestation of the
subcontractor’s compliance with O.C.G.A. § 13-10-91 and Rule 300-10-1-.02 by the subcontractor’s
execution of the subcontractor affidavit, the form of which is attached hereto as Exhibit “E”,
which subcontractor affidavit shall become part of the Contractor/subcontractor agreement, or
evidence that the subcontractor is not required to provide such an affidavit because it is an
individual licensed and in good standing as noted in sub-subsection (2) above. If a subcontractor
affidavit is obtained, Contractor agrees to provide a completed copy to City within five (5)
business days of receipt from any subcontractor.
Where Contractor is required to provide an affidavit pursuant to O.C.G.A. § 13-10-91, the
City Manager or his/her designee shall be authorized to conduct an inspection of Contractor’s
and Contractor’s subcontractors’ verification process at any time to determine that the
verification was correct and complete. Contractor and Contractor’s subcontractors shall retain all
documents and records of their respective verification process for a period of five (5) years
following completion of the contract. Further, where Contractor is required to provide an
Vehicle Maintenance and Repair Agreement | 11
affidavit pursuant to O.C.G.A. § 13-10-91, the City Manager or his/her designee shall further be
authorized to conduct periodic inspections to ensure that no City Contractor or Contractor’s
subcontractors employ unauthorized aliens on City contracts. By entering into a contract with
City, Contractor and Contractor’s subcontractors agree to cooperate with any such investigation
by making their records and personnel available upon reasonable notice for inspection and
questioning. Where Contractor or Contractor’s subcontractors are found to have employed an
unauthorized alien, the City Manager or his/her designee may report same to the Department of
Homeland Security. Contractor’s failure to cooperate with the investigation may be sanctioned
by termination of the Agreement, and Contractor shall be liable for all damages and delays
occasioned by City thereby.
Contractor agrees that the employee-number category designated below is applicable to
Contractor. [Information only required if a contractor affidavit is required pursuant to O.C.G.A.
§ 13-10-91.]
____ 500 or more employees.
____ 100 or more employees.
____ Fewer than 100 employees.
Contractor hereby agrees that, in the event Contractor employs or contracts with any
subcontractor(s) in connection with this Agreement and where the subcontractor is required to
provide an affidavit pursuant to O.C.G.A. § 13-10-91, Contractor will secure from the
subcontractor(s) such subcontractor(s’) indication of the above employee-number category that
is applicable to the subcontractor.
The above requirements shall be in addition to the requirements of state and federal law,
and shall be construed to be in conformity with those laws.
K.Records, Reports and Audits.
(1)Records:
(a)Books, records, documents, account legers, data bases, and similar
materials relating to the Work performed for City under this
Agreement (“Records”) shall be established and maintained by
Contractor in accordance with applicable law and requirements
prescribed by City with respect to all matters covered by this
Agreement. Except as otherwise authorized or required, such
Records shall be maintained for at least three (3) years from the date
that final payment is made to Contractor by City under this
Agreement. Furthermore, Records that are the subject of audit
findings shall be retained for three (3) years or until such audit
findings have been resolved, whichever is later.
(b)All costs claimed or anticipated to be incurred in the performance
X
Vehicle Maintenance and Repair Agreement | 12
of this Agreement shall be supported by properly executed
payrolls, time records, invoices, contracts, or vouchers, or other
official documentation evidencing in proper detail the nature and
propriety of the charges. All checks, payrolls, invoices, contracts,
vouchers, orders or other accounting documents pertaining in
whole or in part to this Agreement shall be clearly identified and
readily accessible.
(2) Reports and Information: Upon request, Contractor shall furnish to City
any and all Records in the form requested by City. All Records provided
electronically must be in a format compatible with City’s computer
systems and software.
(3) Audits and Inspections: At any time during normal business hours and as
often as City may deem necessary, Contractor shall make available to City
or City’s representative(s) for examination all Records. Contractor will
permit City or City’s representative(s) to audit, examine, and make
excerpts or transcripts from such Records. Contractor shall provide proper
facilities for City or City’s representative(s) to access and inspect the
Records, or, at the request of City, shall make the Records available for
inspection at City’s office. Further, Contractor shall permit City or City’s
representative(s) to observe and inspect any or all of Contractor’s facilities
and activities during normal hours of business for the purpose of
evaluating Contractor’s compliance with the terms of this Agreement. In
such instances, City or City’s representative(s) shall not interfere with or
disrupt such activities.
L. Ethics Code; Conflict of Interest. Contractor agrees that it shall not engage in
any activity or conduct that would result in a violation of the City of Milton Code of Ethics or any
other similar law or regulation. Contractor certifies that to the best of its knowledge no
circumstances exist which will cause a conflict of interest in performing the Work. Should Contractor
become aware of any circumstances that may cause a conflict of interest during the Term of this
Agreement, Contractor shall immediately notify City. If City determines that a conflict of interest
exists, City may require that Contractor take action to remedy the conflict of interest or terminate the
Agreement without liability. City shall have the right to recover any fees paid for services rendered
by Contractor when such services were performed while a conflict of interest existed if Contractor
had knowledge of the conflict of interest and did not notify City within five (5) business days of
becoming aware of the existence of the conflict of interest.
Contractor and City acknowledge that it is prohibited for any person to offer, give, or agree
to give any City employee or official, or for any City employee or official to solicit, demand,
accept, or agree to accept from another person, a gratuity of more than nominal value or rebate or
an offer of employment in connection with any decision, approval, disapproval, recommendation,
or preparation of any part of a program requirement or a purchase request, influencing the content
of any specification or procurement standard, rendering of advice, investigation, auditing, or in
any other advisory capacity in any proceeding or application, request for ruling, determination,
claim or controversy, or other particular matter, pertaining to any program requirement or a
Vehicle Maintenance and Repair Agreement | 13
contract or subcontract, or to any solicitation or proposal therefor. Contractor and City further
acknowledge that it is prohibited for any payment, gratuity, or offer of employment to be made by
or on behalf of a sub-contractor under a contract to the prime Contractor or higher tier sub-
contractor, or any person associated therewith, as an inducement for the award of a subcontract or
order.
M. Confidentiality. Contractor acknowledges that it may receive confidential
information of City and that it will protect the confidentiality of any such confidential information
and will require any of its subcontractors, contractors, and/or staff to likewise protect such
confidential information. Contractor agrees that confidential information it learns or receives or
such reports, information, opinions or conclusions that Contractor creates under this Agreement
shall not be made available to, or discussed with, any individual or organization, including the
news media, without prior written approval of City. Contractor shall exercise reasonable
precautions to prevent the unauthorized disclosure and use of City information whether
specifically deemed confidential or not.
Contractor acknowledges that City’s disclosure of documentation is governed by
Georgia’s Open Records Act, and Contractor further acknowledges that if Contractor submits
records containing trade secret information, and if Contractor wishes to keep such records
confidential, Contractor must submit and attach to such records an affidavit affirmatively
declaring that specific information in the records constitutes trade secrets pursuant to Article 27
of Chapter 1 of Title 10, and the Parties shall follow the requirements of O.C.G.A. § 50-18-72(a)(34)
related thereto.
N. Key Personnel. RESERVED
O. Meetings. Contractor is required to meet with City’s personnel, or designated
representatives, to resolve technical or contractual problems that may occur during the Term of
this Agreement at no additional cost to City. Meetings will occur as problems arise and will be
coordinated by City. City shall inform Contractor’s Representative of the need for a meeting and
of the date, time and location of the meeting at least three (3) full business days prior to the date
of the meeting. Face-to-face meetings are desired. However, at Contractor’s option and expense,
a conference call meeting may be substituted. Consistent failure to participate in problem
resolution meetings, two consecutive missed or rescheduled meetings, or failure to make a good
faith effort to resolve problems, may result in termination of this Agreement for cause.
P. Authority to Contract. The individual executing this Agreement on behalf of
Contractor covenants and declares that it has obtained all necessary approvals of Contractor’s
board of directors, stockholders, general partners, limited partners or similar authorities to
simultaneously execute and bind Contractor to the terms of this Agreement, if applicable.
Q. Ownership of Work. RESERVED
R. Nondiscrimination. In accordance with Title VI of the Civil Rights Act of 1964, as
amended, 42 U.S.C. § 2000d, section 303 of the Age Discrimination Act of 1975, as amended, 42
U.S.C. § 6102, section 202 of the Americans with Disabilities Act of 1990, 42 U.S.C. § 12132, and
all other provisions of Federal law, Contractor agrees that, during performance of this
Vehicle Maintenance and Repair Agreement | 14
Agreement, Contractor, for itself, its assignees and successors in interest, will not discriminate
against any employee or applicant for employment, any subcontractor, or any supplier because
of race, color, creed or belief, political affiliation, national origin, gender, age or disability. In
addition, Contractor agrees to comply with all applicable implementing regulations and shall
include the provisions of this paragraph in every subcontract for services contemplated under
this Agreement.
S. Contractors Assisting with Procurement. As required by O.C.G.A. § 36-80-28, if
the Agreement requires the Contractor to prepare, develop, or draft specifications or
requirements for a solicitation (including bids, requests for proposals, procurement orders, or
purchase orders) or to serve in a consultative role during a bid or proposal evaluation or
negotiation process: (a) the Contractor shall avoid any appearance of impropriety and shall follow
all ethics and conflict-of-interest policies and procedures of the City; (b) the Contractor shall
immediately disclose to the City any material transaction or relationship, including, but not
limited to, that of the Contractor, the Contractor’s employees, or the Contractor’s agents or
subsidiaries, that reasonably could be expected to give rise to a conflict of interest, including, but
not limited to, past, present, or known prospective engagements, involvement in litigation or
other dispute, client relationships, or other business or financial interest, and shall immediately
disclose any material transaction or relationship subsequently discovered during the pendency
of the Agreement; and (c) the Contractor agrees and acknowledges that any violation or
threatened violation of this paragraph may cause irreparable injury to the City, entitling the City
to seek injunctive relief in addition to all other legal remedies.
T. Warranty. Work shall be warranted as stated in Exhibit “B.”
V. COVENANTS OF CITY
A. Right of Entry. RESERVED.
B. City’s Representative. Scott Mulvey shall be authorized to act on City’s behalf
with respect to the Work as City’s designated representative on this Project; provided that any
changes to the Work or the terms of this Agreement must be approved as provided in Section II
above.
VI. TERMINATION
A. For Convenience. City may terminate this Agreement for convenience at any time
upon providing written notice thereof at least seven (7) calendar days in advance of the
termination date.
B. For Cause. Contractor shall have no right to terminate this Agreement prior to
completion, except in the event of City’s failure to pay Contractor within thirty (30) calendar days
of Contractor providing City with notice of a delinquent payment and an opportunity to cure. In
the event of Contractor’s breach or default under this Agreement, City may terminate this
Agreement for cause. City shall give Contractor at least seven (7) calendar days’ written notice of
its intent to terminate the Agreement for cause and the reasons therefor. If Contractor fails to
cure the breach or default within that seven (7) day period, or otherwise remedy the breach or
default to the reasonable satisfaction of City, then City may, at its election: (a) in writing terminate
Vehicle Maintenance and Repair Agreement | 15
the Agreement in whole or in part; (b) cure such default itself and charge Contractor for the costs of
curing the default against any sums due or which become due to Contractor under this Agreement;
and/or (c) pursue any other remedy then available, at law or in equity, to City for such default.
C. Statutory Termination. In compliance with O.C.G.A. § 36-60-13, this Agreement
shall be deemed terminated as provided in I(D) of this Agreement. Further, this Agreement shall
terminate immediately and absolutely at such time as appropriated or otherwise unobligated
funds are no longer available to satisfy the obligation of City.
D. Payment Upon Termination. Upon termination, City shall provide for payment
to Contractor for services rendered and, where authorized, expenses incurred prior to the
termination date; provided that, where this Agreement is terminated for cause, City may deduct
from such payment any portion of the cost for City to complete (or hire someone to complete) the
Work, as determined at the time of termination, not otherwise covered by the remaining unpaid
Maximum Contract Price.
E. Conversion to Termination for Convenience. If City terminates this Agreement
for cause and it is later determined that City did not have grounds to do so, the termination will
be converted to and treated as a termination for convenience under the terms of Section VI(A)
above.
F. Requirements Upon Termination. Upon termination, Contractor shall: (1)
promptly discontinue all services, cancel as many outstanding obligations as possible, and not
incur any new obligations, unless the City directs otherwise; and (2) promptly deliver to City all
data, drawings, reports, summaries, and such other information and materials as may have been
generated or used by Contractor in performing this Agreement, whether completed or in process,
in the form specified by City.
G. Reservation of Rights and Remedies. The rights and remedies of City and
Contractor provided in this Article are in addition to any other rights and remedies provided
under this Agreement or at law or in equity.
VII. MISCELLANEOUS
A. Entire Agreement. This Agreement, including any exhibits hereto, constitutes the
complete agreement between the Parties and supersedes any and all other agreements, either oral
or in writing, between the Parties with respect to the subject matter of this Agreement. No other
agreement, statement or promise relating to the subject matter of this Agreement not contained
in this Agreement shall be valid or binding. This Agreement may be modified or amended only
by a written Change Order (as provided in Section II above) or other document signed by
representatives of both Parties with appropriate authorization.
B. Successors and Assigns. Subject to the provision of this Agreement regarding
assignment, this Agreement shall be binding on the heirs, executors, administrators, successors
and assigns of the respective Parties.
C. Governing Law. This Agreement shall be governed by and construed in
Vehicle Maintenance and Repair Agreement | 16
accordance with the laws of the State of Georgia without regard to choice of law principles. If
any action at law or in equity is brought to enforce or interpret the provisions of this Agreement,
the rules, regulations, statutes and laws of the State of Georgia will control. Any action or suit
related to this Agreement shall be brought in the Superior Court of Fulton County, Georgia, or
the U.S. District Court for the Northern District of Georgia – Atlanta Division, and Contractor
submits to the jurisdiction and venue of such court.
D. Captions and Severability. All headings herein are intended for convenience and
ease of reference purposes only and in no way define, limit or describe the scope or intent thereof,
or of this Agreement, or in any way affect this Agreement. Should any article(s) or section(s) of
this Agreement, or any part thereof, later be deemed illegal, invalid or unenforceable by a court
of competent jurisdiction, the offending portion of the Agreement should be severed, and the
remainder of this Agreement shall remain in full force and effect to the extent possible as if this
Agreement had been executed with the invalid portion hereof eliminated, it being the intention
of the Parties that they would have executed the remaining portion of this Agreement without
including any such part, parts, or portions that may for any reason be hereafter declared in valid.
E. Business License. Prior to commencement of the Work to be provided hereunder,
Contractor shall apply to City for a business license, pay the applicable business license fee, and
maintain said business license during the Term of this Agreement, unless Contractor provides
evidence that no such license is required.
F. Notices.
(1) Communications Relating to Day-to-Day Activities. All communications
relating to the day-to-day activities of the Work shall be exchanged
between City’s representative (named above) for City and Contractor’s
representative (named above) for Contractor.
(2) Official Notices. All other notices, requests, demands, writings, or
correspondence, as required by this Agreement, shall be in writing and
shall be deemed received, and shall be effective, when: (1) personally
delivered, or (2) on the third day after the postmark date when mailed by
certified mail, postage prepaid, return receipt requested, or (3) upon actual
delivery when sent via national overnight commercial carrier to the Party
at the address given below, or at a substitute address previously furnished
to the other Party by written notice in accordance herewith.
NOTICE TO CITY shall be sent to:
Procurement Manager
City of Milton, Georgia
2006 Heritage Walk
Milton, Georgia 30004
NOTICE TO CONTRACTOR shall be sent to:
Extra Mile Auto Tire & Service, LLC
2875 Bethany Bend
Vehicle Maintenance and Repair Agreement | 17
Milton, Georgia 30004
G. Waiver of Agreement. No failure by City to enforce any right or power granted
under this Agreement, or to insist upon strict compliance by Contractor with this Agreement, and
no custom or practice of City at variance with the terms and conditions of this Agreement shall
constitute a general waiver of any future breach or default or affect City’s right to demand exact
and strict compliance by Contractor with the terms and conditions of this Agreement. Further,
no express waiver shall affect any Term or condition other than the one specified in such waiver,
and that one only for the time and manner specifically stated.
H. Survival. All sections of this Agreement which by their nature should survive
termination will survive termination, including, without limitation, confidentiality obligations
and insurance maintenance requirements.
I. No Third Party Rights. This Agreement shall be exclusively for the benefit of the
Parties and shall not provide any third parties with any remedy, claim, liability, reimbursement,
cause of action or other right.
J. Sovereign Immunity; Ratification. Nothing contained in this Agreement shall be
construed to be a waiver of City’s sovereign immunity or any individual’s qualified, good faith
or official immunities. Ratification of this Agreement by a majority of the Mayor and City Council
shall authorize the Mayor to execute this Agreement on behalf of City.
K. No Personal Liability. Nothing herein shall be construed as creating any
individual or personal liability on the part of any of City’s elected or appointed officials, officers,
boards, commissions, employees, representatives, contractors, servants, agents, attorneys or
volunteers. No such individual shall be personally liable to Contractor or any successor in
interest in the event of any default or breach by City or for any amount which may become due
to Contractor or successor or on any obligation under the terms of this Agreement. Likewise,
Contractor’s performance of services under this Agreement shall not subject Contractor’s
individual employees, officers, or directors to any personal contractual liability, except where
Contractor is a sole proprietor. The Parties agree that, except where Contractor is a sole
proprietor, their sole and exclusive remedy, claim, demand or suit for contractual liability shall
be directed and/or asserted only against Contractor or City, respectively, and not against any
elected or appointed official, officers, boards, commissions, employees, representatives,
contractors, servants, agents, attorneys and volunteers.
L. Counterparts; Agreement Construction and Interpretation. This
Agreement may be executed in any number of counterparts, each of which shall be deemed an
original, but all of which taken together shall constitute one and the same instrument. Contractor
represents that it has reviewed and become familiar with this Agreement and has notified City of
any discrepancies, conflicts or errors herein. In the event of a conflict in the terms of this
Agreement and/or the exhibits attached hereto, the terms most beneficial to City shall govern.
The Parties hereto agree that, if an ambiguity or question of intent or interpretation arises, this
Agreement is to be construed as if the Parties had drafted it jointly, as opposed to being construed
against a Party because it was responsible for drafting one or more provisions of the Agreement.
In the interest of brevity, the Agreement may omit modifying words such as “all” and “any” and
Vehicle Maintenance and Repair Agreement | 18
articles such as “the” and “an,” but the fact that a modifier or an article is absent from one
statement and appears in another is not intended to affect the interpretation of either statement.
Words or terms used as nouns in the Agreement shall be inclusive of their singular and plural
forms, unless the context of their usage clearly requires contrary meaning.
M. Force Majeure. Neither City nor Contractor shall be liable for its respective non-
negligent or non-willful failure to perform or shall be deemed in default with respect to the failure
to perform (or cure a failure to perform) any of its respective duties or obligations under this
Agreement or for any delay in such performance due to: (i) any cause beyond its respective
reasonable control; (ii) any act of God; (iii) any change in applicable governmental rules or
regulations rendering the performance of any portion of this Agreement legally impossible; (iv)
earthquake, fire, explosion or flood; (v) strike or labor dispute, excluding strikes or labor disputes
by employees and/or agents of CONTRACTOR; (vi) delay or failure to act by any governmental
or military authority; or (vii) any war, hostility, embargo, sabotage, civil disturbance, riot,
insurrection or invasion. In such event, the time for performance shall be extended by an amount
of time equal to the period of delay caused by such acts, and all other obligations shall remain
intact.
N. Material Condition. Each term of this Agreement is material, and Contractor’s
breach of any term of this Agreement shall be considered a material breach of the entire
Agreement and shall be grounds for termination or exercise of any other remedies available to
City at law or in equity.
IN WITNESS WHEREOF City and Contractor have executed this Agreement, effective
as of the Effective Date first above written.
[SIGNATURES ON FOLLOWING PAGE]
CONTRACTOR: Extra ile uto Tire & Service, LLC
Signature:
Print Name: �lGi�trAf LLs_L.t�
Title: QWA'd-
\lember/Manager (LLC)
[CORPORATE SEAL]
(required if corporation)
AttesVV%'itness:
Signature:
Print Na
Title: '�{ra4 J7P�
(Assistant) Corporate Secretary (required if corporation)
Attest:
fit;nature
Print Name:
'I itle City ( lerk
Approved as to form:
� ilk Altnrrn�
CITY OF MILTON, GEORGIA
By: Joe Lockwood, Mayer
)CITY SEAL)
Vehicle Maintenance and Repair Agreemurnt I N
Vehicle Maintenance and Repair Agreement | 20
EXHIBIT “A”
CITY OF MILTON REQUEST FOR PROPOSALS
(THIS IS NOT AN ORDER)
RFP Number:
21-CM01 (REISSUANCE)
RFP Title:
City Vehicles Maintenance and Light Repair Services
Due Date and Time: December 8, 2020 at 2:00 pm EST
**Pending updates relating to COVID-19 the City may
conduct the bid opening via a virtual meeting.
Responding bidders will be emailed a meeting link
should the need to hold this type meeting arise.
Number of Pages: 47
ISSUING DEPARTMENT INFORMATION
Issue Date: November 19, 2020
City of Milton
2006 Heritage Walk
Milton, GA 30004
Phone: 678-242-2500
Website: www.cityofmiltonga.us
INSTRUCTIONS TO CONSULTANTS
Electronic Submittal: **Bids must be
submitted electronically via Milton’s
BidNet procurement portal/platform
at www.cityofmiltonga.us
If you have not registered as a vendor
via BidNet we encourage you to
register. There is no cost to join, and
you will be notified of any potential
bid opportunities with the City of
Milton as well as other agencies who
are part of the Georgia Purchasing
Group.
Mark Face of Envelope/Package:
RFP Number: 21-CM01 (REISSUANCE)
Name of Company or Firm
Special Instructions:
Deadline for Written Questions
November 30, 2020 by 5:00 PM
Submit questions online via the BidNet
Direct procurement portal at
www.cityofmiltonga.us
IMPORTANT: SEE STANDARD TERMS AND CONDITIONS
OFFEROS MUST COMPLETE THE FOLLOWING
Offeror Name/Address:
Authorized Offeror Signatory:
(Please print name and sign in ink)
Offeror Phone Number: Offeror FAX Number:
Offeror Federal I.D. Number: Offeror E-mail Address:
OFFERORS MUST RETURN THIS COVER SHEET WITH RFP RESPONSE
2 | RFP 21-CM01 (REISSUANCE)
TABLE OF CONTENTS
Offeror’s RFP Checklist
Disclosure Form
Proposal Letter
Contractor Affidavit and Agreement (eVerify)
Schedule of Events
Section 1: Project Overview and Instructions
Section 2: RFP Standard Information
Section 3: Scope of Services
Section 4: Professional Proposals
Section 5: Cost Proposal
Section 6: Evaluation Criteria
Section 7: Standard Contract Information
Sample Standard Contract
3 | RFP 21-CM01 (REISSUANCE)
OFFEROR’S RFP CHECKLIST
The 10 Most Critical Things to Keep in Mind When Responding to an RFP for the City of Milton
1._______Read the entire document. Note critical items such as: mandatory requirements;
supplies/services required; submittal dates; number of copies required for submittal; funding
amount and source; contract requirements (i.e., contract performance security, insurance
requirements, performance and/or reporting requirements, etc.).
2._______Note the procurement officer's name, address, phone numbers and e-mail address. This is
the only person you are allowed to communicate with regarding the RFP and is an excellent
source of information for any questions you may have.
3._______Attend the pre-qualifications conference if one is offered. These conferences provide an
opportunity to ask clarifying questions, obtain a better understanding of the project, or to notify
the City of any ambiguities, inconsistencies, or errors in the RFP.
4._______Take advantage of the “question and answer” period. Submit your questions to the
procurement officer by the due date listed in the Schedule of Events and view the answers given
in the formal “addenda” issued for the RFP. All addenda issued for an RFP are posted on the City’s
website at http://www.cityofmiltonga.us will include all questions asked and answered concerning
the RFP.
5._______Follow the format required in the RFP when preparing your response. Provide point-by-
point responses to all sections in a clear and concise manner.
6._______ Provide complete answers/descriptions. Read and answer all questions and
requirements. Don’t assume the City or evaluation committee will know what your company
capabilities are or what items/services you can provide, even if you have previously contracted
with the City. The submittals are evaluated based solely on the information and materials provided
in your response.
7._______Use the forms provided, i.e., cover page, sample budget form, certification forms, etc.
8. _______Check the website for RFP addenda. Before submitting your response, check the City’s
website at http://www.cityofmiltonga.us to see whether any addenda were issued for the RFP. If so,
you must submit a signed cover sheet for each addendum issued along with your RFP response.
9. _______Review and read the RFP document again to make sure that you have addressed all
requirements. Your original response and the requested copies must be identical and be
complete. The copies are provided to the evaluation committee members and will be used to
score your response.
10. _______Submit your response on time. Note all the dates and times listed in the Schedule of
Events and within the document and be sure to submit all required items on time. Late submittal
responses are never accepted.
This checklist is provided for assistance only and should not be submitted with Offeror’s response.
4 | RFP 21-CM01 (REISSUANCE)
CITY OF MILTON DISCLOSURE FORM
MUST BE RETURNED WITH PROPOSAL
This form is for disclosure of campaign contributions and family member relations with City
of Milton officials/employees.
Please complete this form and return as part of your RFP package when it is submitted.
Name of Offeror _____________________________________________________
Name and the official position of the Milton Official to whom the campaign contribution
was made (Please use a separate form for each official to whom a contribution has been
made in the past two (2) years.)
_______________________________________________________________________
List the dollar amount/value and description of each campaign contribution made over
the past two (2) years by the Applicant/Opponent to the named Milton Official.
Amount/Value Description
________________ ___________________________________________
________________ ___________________________________________
________________ ___________________________________________
Please list any family member that is currently (or has been employed within the last 12
months) by the City of Milton and your relation:
________________ ___________________________________________
_________________ ___________________________________________
5 | RFP 21-CM01 (REISSUANCE)
RFP# 21-CM01 (REISSUANCE)
PROPOSAL LETTER
MUST BE RETURNED WITH PROPOSAL
We propose to furnish and deliver any and all of the deliverables and services named in
the Request for Proposal (21-CM01, REISSUANCE) City Vehicles Maintenance and Light
Repair Services.
It is understood and agreed that we have read the City’s specifications shown or
referenced in the RFP and that this proposal is made in accordance with the provisions
of such specifications. By our written signature on this proposal, we guarantee and certify
that all items included meet or exceed any and all such City specifications. We further
agree, if awarded a contract, to deliver goods and services which meet or exceed the
specifications. The City reserves the right to reject any or all proposals, waive
technicalities, and informalities, and to make an award in the best interest of the City.
PROPOSAL SIGNATURE AND CERTIFICATION
I understand collusive bidding is a violation of State and Federal Law and can result in
fines, prison sentences, and civil damage awards. I agree to abide by all conditions of
the proposal and certify that I am authorized to sign for my company. I further certify that
the provisions of the Official Code of Georgia Annotated, Sections 45-10-20 et. seq. have
not been violated and will not be violated in any respect.
Authorized Signature______________________________Date_______________________
Print/Type Name______________________________________________________________
Print/Type Company Name Here_______________________________________________
6 | RFP 21-CM01 (REISSUANCE)
CONTRACTOR AFFIDAVIT AND AGREEMENT
MUST BE RETURNED WITH PROPOSAL
STATE OF GEORGIA
CITY OF MILTON
By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A. § 13-
10-91, stating affirmatively that the individual, firm, or corporation which is engaged in the physical
performance of services on behalf of the City of Milton has registered with, is authorized to use
and uses the federal work authorization program commonly known as E-Verify, or any subsequent
replacement program, in accordance with the applicable provisions and deadlines established
in O.C.G.A. § 13-10-91. Furthermore, the undersigned contractor will continue to use the federal
work authorization program throughout the contract period and the undersigned contractor will
contract for the physical performance of services in satisfaction of such contract only with
subcontractors who present an affidavit to the contractor with the information required by
O.C.G.A. § 13-10-91(b).
Contractor hereby attests that its federal work authorization user identification number and date
of authorization are as follows:
_________________________________
eVerify Number
_________________________________
Date of Authorization
_________________________________
Name of Contractor
City Vehicles Maintenance and Light Repair
Services
Name of Project
City of Milton, Georgia
Name of Public Employer
I hereby declare under penalty of perjury
that the foregoing is true and correct.
Executed on ______, ___, 201__ in _____(city),
______(state).
_________________________________
Signature of Authorized Officer or Agent
_________________________________
Printed Name and Title of Authorized Officer
or Agent
SUBSCRIBED AND SWORN BEFORE ME ON
THIS THE ______ DAY OF ______________,201__.
_________________________________
NOTARY PUBLIC
[NOTARY SEAL]
My Commission Expires:
_________________________________
7 | RFP 21-CM01 (REISSUANCE)
SCHEDULE OF EVENTS
Task Date
Issue RFP November 19, 2020
Deadline for Questions November 30, 2020 by 5:00 p.m. EST
Answers Posted by the City
(Addendum) On or about, December 2, 2020
Proposals Due By 2:00 p.m. EST on December 8, 2020
Award Contract December 21, 2020 (proposed)
NOTE: PLEASE CHECK THE CITY WEBSITE (http://www.cityofmiltonga.us) FOR ADDENDA
AND SCHEDULE UPDATES.
8 | RFP 21-CM01 (REISSUANCE)
SECTION 1: PROJECT OVERVIEW AND INSTRUCTIONS
1.0 BACKGROUND AND STATEMENT OF INTENT
The City of Milton is requesting sealed proposals from qualified Offerors with
demonstrated professional competence and experience to provide for the fleet
vehicle maintenance and light repair services as specified in the Scope of Work
(Section 3). The awarded contractor(s) must be located within four (4) road miles
of Milton City Hall or Milton Police Department and have a location of suitable size
and personnel to handle the repair and maintenance of the fleet vehicles without
undue delay. City Hall is located at 2006 Heritage Walk, Milton GA 30004. Milton
Police Department is located at 13690 Highway 9, Milton GA 30004.
The City of Milton may and prefers to award multiple non-exclusive contracts.
However, the City reserves the right to award the RFP to one Contractor if needed.
The City desires a three (3) year agreement which is renewed annually.
A list of existing city vehicles is attached herein as examples only. The number,
make/model and composition may change without prior notice. The selection will
be based on overall price, services, performance, reliability and location
convenience of the offerors. It is the intent to award this RFP to “Full-Service
Providers”. The City reserves the right to award a specific service (i.e. Tires) to an
offeror if it’s in the best interest of the City. The City’s needs are outlined in the
following Request for Proposal (RFP).
All offerors must comply with all general and special requirements of the RFP
information and instructions enclosed herein.
1.1 SINGLE POINT OF CONTACT
From the date this Request for Proposals (RFP) is issued until an Offeror is selected,
Offerors are not allowed to communicate with any City staff or elected officials
regarding this procurement, except at the direction of Honor Motes, Procurement
Manager. Any unauthorized contact may disqualify the Offeror from further
consideration. Contact information for the single point of contact is as follows:
Procurement Office: Honor Motes, Procurement Manager
Address: 2006 Heritage Walk, Milton, GA 30004
Telephone Number: 678-242-2507
E-mail Address: honor.motes@cityofmiltonga.us
1.2 REQUIRED REVIEW
A. Review RFP.
Offerors should carefully review the instructions; mandatory requirements,
specifications, standard terms and conditions, and standard contract set
out in this RFP and promptly notify the procurement office identified
above via e-mail of any ambiguity, inconsistency, unduly restrictive
specifications, or error which they discover upon examination of this RFP.
9 | RFP 21-CM01 (REISSUANCE)
B. Form of Questions.
Offerors with questions or requiring clarification or interpretation of any
section within this RFP must submit their questions via the solicitation link on
BidNet Direct, the procurement portal on the City’s website, on or before
5:00 PM (EST) on November 30, 2020. Each question must provide clear
reference to the section, page, and item in question. Questions
received after the deadline may not be considered.
C. City’s Answers.
The City will provide an official written answer to all questions on or about
December 2, 2020. The City's response will be by formal written addendum.
Any other form of interpretation, correction, or change to this RFP will not
be binding upon the City. Any formal written addendum will be posted
alongside the posting of the RFP at http://www.cityofmiltonga.us . Offerors
must sign and return any addendum with their RFP response.
D. Standard Contract.
By submitting a response to this RFP, Offeror agrees to acceptance of the
City’s standard contract. Much of the language included in the standard
contract reflects requirements of state law. Requests for exceptions to the
standard contract terms, or any added provisions must be submitted to
the procurement office referenced above by the date for receipt of
written/e-mailed questions or with the Offeror’s RFP response and must
be accompanied by an explanation of why the exception is being taken
and what specific effect it will have on the Offeror’s ability to respond
to the RFP or perform the contract. The City reserves the right to address
non-material, minor, insubstantial requests for exceptions with the highest
scoring Offeror during contract negotiation. Any material, substantive,
important exceptions requested and granted to the standard terms and
conditions and standard contract language will be addressed in any
formal written addendum issued for this RFP and will apply to all
Professionals submitting a response to this RFP.
E. Mandatory Requirements.
To be eligible for consideration, an Offeror must meet the intent of all
mandatory requirements. The City will determine whether an Offeror’s RFP
response complies with the intent of the requirements. RFP responses that
do not meet the full intent of all requirements listed in this RFP may be
subject to point reductions during the evaluation process or may be
deemed non-responsive.
1.3 NON-DISCRIMINATION
All qualified applicants will receive consideration without regard to age, handicap,
religion, creed or belief, political affiliation, race, color, sex or national origin.
10 | RFP 21-CM01 (REISSUANCE)
1.4 SUBMITTING PROPOSALS
Offerors must organize their proposals into sections that follow the following format.
A. Submittal Requirements.
Proposals shall include the following:
1. City of Milton request for proposal cover page (information entered
and signed: first page of this document)
2. City of Milton Disclosure form (signed)
3. City of Milton Proposal letter (information entered)
4. Technical Proposal:
Each Technical Proposal Shall be:
1. No more than ten (10) single sided pages
2. Cover page(s), table of contents, tabs, and required forms
do not count toward the page limit
a. Minimum of 11-point font
Each Technical Proposal Shall Contain:
a. Offeror Qualifications – include project staffing,
qualifications of the team, and what sets the team apart
b. Work Plan – provide an anticipated project schedule, any
anticipated challenges, and any innovative approaches
1. Related Projects and References - Describe any similar
projects with references and the degree of
involvement of the team
c. Pricing (See Section 5.0)
5. Applicable Addenda Acknowledgement Forms (if necessary)
Offerors must organize their proposal into sections that follow the format of
Section 1.4 and Section 5.0.
B. Failure to Comply with Instructions.
Offerors failing to comply with these instructions may be subject to point
deductions. The City may also choose to not evaluate, may deem non-
responsive, and/or may disqualify from further consideration any
qualifications that do not follow this RFP format, are difficult to understand,
are difficult to read, or are missing any requested information.
C. Copies Required and Deadline for Receipt of Proposals.
Proposals must be submitted electronically via Milton’s BidNet procurement
portal/platform at www.cityofmiltonga.us . Proposals will be opened at
approximately 2:30 p.m. and names of Firms will be announced. **Pending
updates relating to COVID-19, the City may conduct the bid opening via a
virtual meeting. Responding offerors will be emailed a meeting link should the
need to hold this type meeting arise.
D. Late Proposals.
Regardless of cause, late proposals will not be accepted and will
automatically be disqualified from further consideration. It shall be the
Offeror’s sole risk to assure proposals are submitted via the BidNet Direct
11 | RFP 21-CM01 (REISSUANCE)
procurement portal by the designated time. Late proposals will not be
accepted.
1.5 OFFEROR'S CERTIFICATION
A. Understanding of Specifications and Requirements
By submitting a response to this RFP, Offeror agrees to an understanding of
and compliance with the specifications and requirements described in this
RFP.
B. Offer in Effect for 120 Days
A proposal may not be modified, withdrawn or canceled by the offeror for a
120-day period following the deadline for proposal submission as defined in
the Schedule of Events, or receipt of best and final offer, if required, and
offeror so agrees in submitting the proposal.
The City of Milton may, in the event the selected proposer fails to perform
and/or the contract is terminated within forty-five days of its initiation, request
the proposer submitting the next acceptable proposal to honor its proposal.
1.6 COST OF PREPARING PROPOSALS
A. City Not Responsible for Preparation Costs.
The costs for developing and delivering responses to this RFP and any
subsequent presentations of the proposal as requested by the City are
entirely the responsibility of the Offeror. The City is not liable for any expense
incurred by the Offeror in the preparation and presentation of their
proposals.
B. All Timely Submitted Materials Become City Property.
All materials submitted in response to this RFP become the property of the
City of Milton and are to be appended to any formal documentation,
which would further define or expand any contractual relationship
between the City and Offeror resulting from this RFP process.
SECTION 2: RFP STANDARD INFORMATION
2.1 AUTHORITY
This RFP is issued under the authority of the City of Milton. The RFP process is a
procurement option allowing the award to be based on stated evaluation criteria.
The RFP states the relative importance of all evaluation criteria. No other evaluation
criteria, other than as outlined in the RFP, will be used.
12 | RFP 21-CM01 (REISSUANCE)
2.2 OFFEROR COMPETITION
The City encourages free and open competition among Offerors. Whenever
possible, the City will design specifications, proposal requests, and conditions to
accomplish this objective, consistent with the necessity to satisfy the City’s need
to procure technically sound, cost-effective services and supplies.
2.3 RECEIPT OF PROPOSALS AND PUBLIC INSPECTION
A. Public Information.
All information received in response to this RFP, including copyrighted
material, is deemed public information and will be made available for
public viewing and copying after the time for receipt of qualifications has
passed, and the award has been made, with the following four
exceptions: (1) bona fide trade secrets meeting confidentiality
requirements that have been properly marked, separated, and
documented; (2) matters involving individual safety as determined by the
City of Milton; (3) any company financial information requested by the
City of Milton to determine vendor responsibility, unless prior written
consent has been given by the Offeror; and (4) other constitutional
protections.
B. Procurement Officer Review of Proposals.
Upon opening the submittals received in response to this RFP, the
procurement office will review the proposals and separate out any
information that meets the referenced exceptions in Section 2.2(A) above,
providing the following conditions have been met:
1. Confidential information is clearly marked and separated from the rest
of the submittal.
2. An affidavit from an Offeror’s legal counsel attesting to and explaining
the validity of the trade secret claim is attached to each submittal
containing trade secrets. Please contact Honor Motes, Procurement
Manager, for additional information.
Information separated out under this process will be available for review
only by the procurement office, the evaluation committee members, and
limited other designees. Offerors must be prepared to pay all legal costs
and fees associated with defending a claim for confidentiality in the event
of a “right to know” (open records) request from another party.
2.4 CLASSIFICATION AND EVALUATION OF PROPOSALS
A. Initial Classification of Proposals as Responsive or Nonresponsive.
Proposals may be found nonresponsive at any time during the
evaluation process or contract negotiation, if any of the required
information is not provided; the submitted price is found to be excessive
or inadequate as measured by criteria stated in the RFP; or the qualification
is not within the specifications described and required in the RFP. If a
qualification is found to be nonresponsive, it will not be considered further.
13 | RFP 21-CM01 (REISSUANCE)
B. Determination of Responsibility.
The procurement office will determine if an Offeror has met the standards
of responsibility. Such a determination may be made at any time
during the evaluation process and through contract negotiation if
information surfaces that would result in a determination of nonresponsive.
C. Evaluation of Proposals.
The evaluation committee will evaluate the remaining proposals and
recommend whether to award the contract to the highest scoring Offeror
or, if necessary, to seek discussion/negotiation in order to determine the
highest scoring Offeror. All responsive proposals will be evaluated based
on stated evaluation criteria. In scoring against stated criteria, the City
may consider such factors as accepted industry standards and a
comparative evaluation of all other qualified RFP responses. These scores
will be used to determine the most advantageous offering to the City.
D. Completeness of Proposals.
Selection and award will be based on the Offeror’s proposals and other
items outlined in this RFP. Submitted responses may not include references
to information located elsewhere, such as Internet websites or libraries,
unless specifically requested. Information or materials presented by
Offerors outside the formal response or subsequent
discussion/negotiation, if requested, will not be considered, will have no
bearing on any award, and may result in the Offeror being disqualified
from further consideration.
E. Opportunity for Discussion/Negotiation and/or Oral Presentation/Product
Demonstration.
After receipt of all proposals and prior to the determination of the
award, the City may initiate discussions with one or more Offerors should
clarification or negotiation be necessary. Offerors may also be required to
make an oral presentation and/or product demonstration to clarify their
RFP response or to further define their offer. In either case, Offerors should
be prepared to send qualified personnel to Milton, Georgia to discuss
technical and contractual aspects of the submittal. Oral presentations
and product demonstrations, if requested, shall be at the Offeror’s expense.
F. Best and Final Offer.
The “Best and Final Offer” is an option available to the City under the RFP
process which permits the City to request a “best and final offer” from
one or more offerors if additional information is required to make a final
decision. Offerors may be contacted asking that they submit their “best
and final offer,” which must include any and all discussed and/or
negotiated changes. The City reserves the right to request a “best and final
offer” for this RFP, if any, based on price/cost alone.
14 | RFP 21-CM01 (REISSUANCE)
G. Evaluation Committee Recommendation for Contract Award.
The evaluation committee will provide a written recommendation for
contract award.
H. Request for Documents Notice.
Upon concurrence with the evaluation committee’s recommendation for
contract award, the procurement officer may issue a “Request for
Documents Notice” to the highest scoring Offeror to obtain the required
insurance documents, contract performance security, and any other
necessary documents. Receipt of the “Request for Documents Notice”
does not constitute a contract and no work may begin until a contract
signed by all parties is in place.
I. Contract Negotiation.
The procurement officer and/or city department representatives may
begin contract negotiation with the responsive and responsible Offeror
whose submittal achieves the highest score and is, therefore, the most
advantageous to the City. If contract negotiation is unsuccessful or the
highest scoring Offeror fails to provide necessary documents or information
in a timely manner, or fails to negotiate in good faith, the City may
terminate negotiations and begin negotiations with the next highest
scoring Offeror.
J. Contract Award.
Contract award, if any, will be made to the highest scoring Offeror
who provides all required documents and successfully completes
contract negotiation.
2.5 RIGHTS RESERVED
While the City has every intention to award a contract as a result of this RFP, issuance
of the RFP in no way constitutes a commitment by the City of Milton to award
and execute a contract. Upon a determination such actions would be in its best
interest, the City, in its sole discretion, reserves the right to:
1. Modify, cancel or terminate this RFP,
2. Reject any or all proposals received in response to this RFP,
3. Select an Offeror without holding interviews,
4. Waive any undesirable, inconsequential, or inconsistent provisions of this RFP
which would not have significant impact on any submittal,
5. To request further documentation or information, and to discuss a RFP
submittal for any purpose in order to answer questions or to provide
clarification,
6. Award a portion of this RFP or not award any portion of this RFP if it is in the
best interest of the City not to proceed with contract execution; or
7. If awarded, terminate any contract in accordance with the terms and
conditions of the contract if the City determines adequate funds are not
available.
15 | RFP 21-CM01 (REISSUANCE)
SECTION 3: SCOPE OF PROJECT
3.0 PROJECT – Vehicles to be serviced (Subject to Change):
Year Make Model
Police
2007 Ford #7 Crown Victoria - Black
2007 Ford Crown Vic Charcoal
2007 Ford 119 Expedition XLT 4x2
2007 Toyota Tacoma
2010 Ford(CID) Explorer
2012 Ford Explorer
2013 Ford Police Interceptor SUV
2013 Ford Police Interceptor SUV
2013 Ford Police Interceptor SUV
2013 Ford Taurus SD
2013 Chevy (CID) Tahoe
2013 Dodge(CID) Charger
2013 Dodge(CID) Charger
2014 Ford Police Interceptor SUV
2014 Ford Police Interceptor SUV
2014 Ford Police Interceptor SUV
2014 Ford Police Interceptor SUV
2014 Ford Police Interceptor SUV
2015 Ford(Hybrid) Fusion
2015 Dodge(Manager) Durango
2015 Ford(CID) Explorer
2015 Ford Police Interceptor SUV
2015 Ford Police Interceptor SUV
2015 Ford Police Interceptor SUV
2015 Ford Police Interceptor SUV
2015 Ford Police Interceptor SUV
2015 Ford Police Interceptor SUV
2015 Ford Police Interceptor SUV
2015 Ford Police Interceptor SUV
2016 Ford Police Interceptor SUV
2016 Ford Police Interceptor SUV
2016 Ford Police Interceptor SUV
2016 Ford Police Interceptor SUV
2017 Ford(Training) F150 V8
2017 Ford(Chief) Police Interceptor SUV
2017 Ford Police Interceptor SUV
2017 Ford Police Interceptor SUV
16 | RFP 21-CM01 (REISSUANCE)
2017 Ford Police Interceptor SUV
2017 Ford Police Interceptor SUV
2018 Ford Police Interceptor SUV
2019 Ford F150
2019 Ford F150
2019 Ford F150
2019 Ford Police Interceptor SUV
2019 Ford Police Interceptor SUV
2019 Ford Police Interceptor SUV
2020 Ford Police Interceptor SUV
2020 Ford Police Interceptor SUV
2020 Ford Police Interceptor SUV
2020 Ford Police Interceptor SUV
2020 Ford Police Interceptor SUV
2020 Ford Police Interceptor SUV
2004 Dodge Ram Diesel
City Administration
2007 Ford Fusion
2010 Ford Explorer
2010 Ford Explorer
2010 Ford F150
2015 Ford Escape
2015 Ford Explorer
2015 Ford F250
2016 Ford F250 Super Duty
2019 Ford F250
2019 Ford F150
2020 Ford F150
Fire Administration
2010 Ford F150
2012 Ford Expedition
2013 Ford Explorer
2013 Ford Explorer
2014 Ford F250
2014 Ford Expedition
2016 Ford Explorer
2016 Ford Explorer
2017 Ford F150
2017 Ford F150
17 | RFP 21-CM01 (REISSUANCE)
3.1 SERVICE REQUIREMENTS – Included but not limited to the following:
Regular Oil change
Synthetic oil change
Synthetic oil change (Over 6QTS)
Transmission flushes
Coolant Flush
Fuel Induction Service
Differential Service
O2 Sensors
Timing Chain
Water Pump
Fan Belt
Tune Up (wires,plugs)
Fuel rail
Air filter
Cabin Air Filter
Mass air flow sensor
Abs Module
Radiator Replacement
Tire Pressure Sensors
Mount/Balance/Install Tires
Alignment 4 Wheel
Tire Rotation
Front Control Arm
Shocks and Struts
Battery Replacement
Bulbs Headlight
Bulbs taillights
Bulbs blinkers
Windshield wipers
Brakes
Rotors
Brake Fluid Flush
Ac Fan motor
Ac Flush
Alternator
Belt Tensioner
Coolant Fan
100,000 mile service
Emissions Testing
Motor Mounts / Transmission Mounts
18 | RFP 21-CM01 (REISSUANCE)
3.3 TIME REQUIREMENTS – below are from arrival to departure (Priority Service):
Oil changes in 25 minutes or less
Tires installed, balanced and aligned in 45 minutes or less
All lights checked on every service call (except light bar/emergency lights)
and repaired.
Transmission flush completed in 45 minutes or less
All other services “as soon as possible”
SECTION 4: OFFEROR PROPOSALS
4.0 CITY’S RIGHT TO INVESTIGATE
The City may make such investigations as deemed necessary to determine
the ability of the Offeror to provide the supplies and/or perform the services
specified.
4.1 OFFEROR INFORMAL REQUIREMENTS
Offerors interested in providing the services described in this RFP should be able to
demonstrate experience in the areas described in Section 3.
19 | RFP 21-CM01 (REISSUANCE)
SECTION 5: COST PROPOSAL ~ Return with Proposal in a Separate File (3 pages)
♦ MUST BE RETURNED WITH PROPOSAL IN A SEPARATE FILE ♦
The offeror’s cost proposal shall be signed by an authorized agent of the company.
All three (3) pages of the Cost Proposal must be returned with proposal.
The undersigned Offeror, having familiarized themselves with the work required by
the RFP, the solicitation documents, the site where the work is to be performed, all
laws, regulations, and other factors affecting performance of the work, and having
satisfied itself/himself/herself of the expense and difficulties attending performance
of the work; Hereby proposes and agrees, if this offer for the above named project
is accepted to enter into a contract to perform all work necessary to the successful
completion of the contract; and to supply all required submittals as indicated or
specified in the RFP and the bid documents to be performed or furnished by Offeror
for the total contract price of:
Please complete the “Fixed Cost Per Unit” column below and return with proposal.
(See Attached Schedule)
20 | RFP 21-CM01 (REISSUANCE)
Servi ce
requirements
Estimated
Yearly
Quantity
Fixed Cost per unit
Total
Regular Oil change < 25 minutes 120
Synthetic oil change < 25 minutes 40
Synthetic oil change(Over 6QTS)
Transmission flushes 50
Coolant Flush 30
Fuel Induction Service 40
Differential Service(front/rear)
O2 Sensors
Timing Chain
Water Pump (SUV)
Fan Belt
Tune Up (wires,plugs) 60
Fuel rail 15
Air filter 50
Cabin Air Filter
Mass air flow sensor 12
Abs Module 12
Radiator Replacement 14
Tire Pressure Sensors
Mount/Balance/Install Tires
Alignment 4 Wheel
Tire Rotation
Front Control Arm 5
Shocks and Struts 10
Battery Replacement 20
Bulbs Headlight 25
Bulbs taillights 50
Bulbs blinkers 50
Windshield wipers 80
Brakes 50
Rotors 10
Brake Fluid Flush (Every 12 months)
Ac Fan motor 10
Ac Fl ush 10
Alternator 10
Belt Tensioner
Coolant Fan 10
100,000 mile service 35
Emissions Testing
Motor Mounts
21 | RFP 21-CM01 (REISSUANCE)
In addition to the above services, please provide the rate per hour schedule for services
not covered above:
• Business hours rate $ ________________
Written in words $_______________________________________________________________
• After hours rate $ _________________
Written in words $ _______________________________________________________________
Please describe your hours of operation and how it meets our priority service requirements:
______________________________________________________________________________________
_______________________________________________________________________________
_______________________________________________________________________________
_______________________________________________________________________________
_______________________________________________________________________________
_____________________________________________________________________________
Print/Type Company Name Here: ____________________________________________
Authorized
Signature________________________________________Date_______________________
Print/Type
Name_______________________________________________________________________
Print/Type
Title_________________________________________________________________________
Grand Total
22 | RFP 21-CM01 (REISSUANCE)
SECTION 6: EVALUATION CRITERIA
6.0 EVALUATION CRITERIA
The evaluation committee will review and evaluate the proposals according to the
criteria listed below. Proposals not meeting the minimum technical requirements
and those who are non-responsive will not be considered. Positive or negative City
of Milton experiences are part of the evaluation. Lack of service experience with
the City is not a detriment to the evaluation as long as positive references and
experiences can be produced. The City reserves the right to test service at any
vendor shop for evaluation purposes. Location evaluation is determined by
proximity to City Hall and Milton Police Department. The City may request short-
listed proposers to meet with the City’s Evaluation Committee for evaluation
purposes.
Proposal Evaluation Criteria:
• Ability, Location, Hours of Operation, References, Service 50%
Experience, Performance Liability, and City of Milton
Experience (if any)
• Price (Section 5.0) 50%
1. Interviews and Product Demonstration
If applicable, short-listed Firms will be invited to make a presentation to the City of
Milton. At this time, they can provide live demonstrations and discuss the benefits
with the City. A question and answer will follow the presentation.
2. Final Ranking
Upon completion of the interviews and demonstrations, the evaluation committee
will rank the short-listed proposals based on a combination of the evaluation scores.
The City has the right to award this contract solely based upon review of the
submitted proposals and subsequent negotiations.
23 | RFP 21-CM01 (REISSUANCE)
SECTION 7: STANDARD CONTRACT INFORMATION
7.0 STANDARD CONTRACT
The City’s standard contract is attached to this document as Appendix A. Offeror
should notify the City of any terms within the standard contract that preclude them
from responding to the RFP. This notification must be made by the deadline for
receipt of written/e-mailed questions or with the Offeror’s RFP response. Any
requests for material, substantive, important exceptions to the standard contract
will be addressed in any formal written addendum issued by the procurement
officer in charge of the solicitation. The City reserves the right to address any non-
material, minor, insubstantial exceptions to the standard contract with the highest
scoring Offeror at the time of contract negotiation.
7.1 ADDITIONAL CONTRACT PROVISIONS AND TERMS
This RFP and any addenda, the Offeror’s RFP response, including any amendments,
a best and final offer, any clarification question responses, and any negotiations
shall be included in any resulting contract. The City’s standard contract, attached
as Appendix A, contains the contract terms and conditions which will form the basis
of any contract negotiated between the City and the highest scoring Offeror. The
contract language contained in Appendix A does not define the total extent of
the contract language that may be negotiated. In the event of a dispute as to the
duties and responsibilities of the parties under this contract, the contract, along with
any attachments prepared by the City, will govern in the same order of
precedence as listed in the contract.
7.2 SUBCONTRACTOR
The highest scoring Offeror will be the prime contractor if a contract is awarded
and shall be responsible, in total, for all work of any sub-contractors. All sub-
contractors, if any, must be listed in the proposals. The City reserves the right to
approve all sub-contractors. The Contractor shall be responsible to the City for the
acts and omissions of all sub-contractor or agents and of persons directly or
indirectly employed by such sub-contractor, and for the acts and omissions of
persons employed directly by the Contractor. Further, nothing contained within this
document or any contract documents created as a result of any contract awards
derived from this RFP shall create any contractual relationships between any
subcontractor and the City.
7.3 GENERAL INSURANCE REQUIREMENTS
See sample contract.
7.4 COMPLIANCE WITH WORKERS’ COMPENSATION ACT
The Contractor is required to supply the City of Milton with proof of compliance with
the Workers’ Compensation Act while performing work for the City. Neither the
Contractor nor its employees are employees of the City. The proof of
24 | RFP 21-CM01 (REISSUANCE)
insurance/exemption must be received by the City of Milton within ten (10) working
days of the Request for Documents Notice and must be kept current for the entire
term of the contract.
CONTRACTS WILL NOT BE ISSUED TO OFFERORS WHO FAIL TO PROVIDE THE REQUIRED
DOCUMENTATION WITHIN THE ALLOTTED TIME FRAME.
7.5 COMPLIANCE WITH LAWS
The Contractor must, in performance of work under this contract, fully comply with
all applicable federal, state, or local laws, rules and regulations, including the Civil
Rights Act of 1964, the Age Discrimination Act of 1975, the Americans with
Disabilities Act of 1990, and Section 504 of the Rehabilitation Act of 1973. Any
subletting or sub-contracting by the Contractor subjects sub-contractors to the
same provision. The Contractor agrees that the hiring of persons to perform the
contract will be made on the basis of merit and qualifications and there will be no
discrimination based upon race, color, religion, creed, political ideas, sex, age,
marital status, physical or mental disability, or national origin by the persons
performing the contract.
7.6 CONTRACT TERMINATION
See sample contract.
~ SAMPLE CONTRACT INTENTIONALLY OMITTED ~
1 | Page
RFP 2 1 -CM01(R)-Addendum #1
ACKNOWLEDGEMENT
RECEIPT OF ADDENDUM #1
RFP 21-CM01(R) - reissuance
Upon receipt of documents, please email, fax or mail this page to:
City of Milton
Attn: Honor Motes, Purchasing Office
2006 Heritage Walk
Milton, GA 30004
Phone: 678-242-2500
Fax: 678-242-2499
Email: honor.motes@cityofmiltonga.us
I hereby acknowledge receipt of documents pertaining to the above referenced
RFP.
COMPANY NAME: ___________________________________________
CONTACT PERSON: _________________________________________
ADDRESS: __________________________________________________
CITY: _________________ STATE: ____________ ZIP: _____________
PHONE: ______________________ FAX: _________________________
EMAIL ADDRESS: ___________________________________________
____________________________________ ______________________
Signature Date
ADDENDUM #1
2 | Page
RFP 2 1 -CM01(R)-Addendum #1
ADDENDUM #1
RFP 21-CM01 (R) - reissuance
Questions and Answers
This Addendum forms a part of the contract documents and modifies the original RFP
documents as noted below:
1. Since this a reissuance of the solicitation, Can the service area be wider than the
4 mile radius?? page 8 section 1.0 of the solicitation reads: The awarded
contractor(s) must be located within four (4) road miles of Milton City Hall or
Milton Police Department and have a location of suitable size and personnel to
handle the repair and maintenance of the fleet vehicles without undue delay.
City Hall is located at 2006 Heritage Walk, Milton GA 30004. Milton Police
Department is located at 13690 Highway 9, Milton GA 30004. By the solicitations
limited area, you are only qualifying 2 possible service locations both specializing
in tires not vehicle maintenance. - Due to time constraints, we will have to keep it
at the listed distance. We can't go farther due to officers and employees being
on duty during repairs.
Vehicle Maintenance and Repair Agreement | 21
EXHIBIT “B”
ESTABLISHED 2006
(ftno"ITY OF MILTON REQUEST FUR PROPOSALS
(THIS IS NOT AN ORDER)
RFP Number:
RFP Title:
21-CM01 (REISSUANCE)
City Vehicles Maintenance and Light Repair Services
Due Date and Time: December 8, 2020 at 2:00 pm EST
OFFERORS MUST RETURN THIS COVER SHEET WITH RFP RESPONS
**Pending updates relating to COV/D- 19 the City may
conduct the bid opening via a virtual meeting.
Responding bidders will be emailed a meeting link
p g g
Number of Pages: 47
should the need to hold this type meeting arise.
ISSUING DEPARTMENT INFORMATION
Issue Date: November 19, 2020
City of Milton
Phone: 678-242-2500
2006 Heritage Walk
Milton, GA 30004
Website: www.cityofmiltonga.us
INSTRUCTIONS TO CONSULTANTS
Electronic Submittal: **Bids must be
Mark Face of Envelope/Package:
submitted electronically via Milton's
RFP Number: 21-CM01 (REISSUANCE)
BidNet procurement portal/platform
Name of Company or Firm
at www.cityofmiltonga.us
Special Instructions:
Deadline for Written Questions
If you have not registered as a vendor
November 30, 2020 b 5:00 PM
y
You to e
via BidNet we encourage
g
register. There is no cost to join, and
you will be notified of any potential
Submituestions online via the BidNet
q
bid opportunities with the City of
Direct procurement portal at
Milton as well as other agencies who
g
www.cityofmiltonga.us
are part of the Georgia Purchasing
Group.
IMPORTANT, SEE STANDARD TERMS AND CONDITIONS
FE
OFFEROS MUST COMPLETE THE FOLLOWING
Pf(erorklme Aire ss:
-Wit �t. �'ok.�'vrr�.1.►LC.
uLA 4
Authorized Offeror Signato
(Pleas:. print name and sign in ink)
Offeror Phone Number:
7 �� ►
C11 feror FAX Num er:
-i'efll
g4 rot p Ftj 1, all I D. Number:
1 dV 4 :2A0
Offeror -mail A dr ss:
. "Alt
OFFERORS MUST RETURN THIS COVER SHEET WITH RFP RESPONS
2006 Fieritage Walk Milton, GA 80004 P: 678.242.25001 F: 678.242.2499 into@atyofmiltonga.us I www.cityof -niltonga.us
44401
4 I RFP 21 -CM(
...........I ....... ....
11 (REISSUANCE)
17L �O N't
ISI LEll 1006
CITY OF MILTON DISCLOSURE FORM
MUST BE RETURNED WITH PROPOSAL
This form is for disclosure of campaign contributions and family member relations with C::ity
of Milton officials/employees.
Please complete this form and return as part of your RFP package when it is submitted..
Name of Offeror * -4m&
1
Name and the official position of the Milton Official to whom the campaign contribution
was made (Please use a separate form for each official to whom a contribution has been
made in the past two (2) years.)
List the dollar dmount/value and description of each campaign contribution made over
the past two (2) years by the Applicant/Opponent to the named Milton Official.
Amount/Valued Description
Please list any family member that is currently (or has been employed within the last 12:
months) by the City of Milton and your relation:
5 1 REP 2.1 -CM 1 (REISSUANCE)
rt
1- L ONIIP
ESTA.BLI5HED2W6
RFP# 21-CM01 (REISSUANCE)
PROPOSAL LETTER
MUST BE RETURNED WITH PROPOSAL
We propose to furnish and deliver any and all of the deliverables and services names: in
the Request for Proposal (21 -CMO 1, REISSUANCE) City Vehicles Maintenance and Ligl�,t
Repair Services
It is understood and agreed that we have read the City's specifications shown or
referenced in the RFP and that this proposal is made in accordance with the provisi(:)ns
of such specifications. By our written signature on this proposal, we guarantee and certify
that all items included meet or exceed any and all such City specifications. We furt,ier
agree, if awar ed a contract, to deliver goods and services which meet or exceed -rhe
specifications. The City reserves the right to reject any or all proposals, wa ve
technicalities, and informalities, and to make an award in the best interest of the City.
PROPOSAL SIGNATURE AND CERTIFICATION
I understand collusive bidding is a violation of State and Federal Law and can resull in
fines, prison sentences, and civil damage awards. I agree to abide by all conditions of
the proposal and certify that I am authorized to sign for my company. I further certify that
the provisions of the Official Code of Georgia Annotated, Sections 45-10-20 et. seq. have
not been violated and will not be violated in any respect.
Authorized Signatur Date V
l.14—
IF
Print/Type Name '0 ho;q
Print/Type Company Name Here 1
6 1 RFP 21-CMOI (REISSUANCE)
LTOINI
U 2006
CONTRACTOR AFFIDAVIT AND AC°EEMENT
MU.eT BE RETURNED WITH PROPOSAL
STATE OF GEORGIA
CITY OF MILTON
By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A. § 13-
10-91, stating affirmatively that the individual, firm, or corporation which is engaged in the phys cal
performance of services on behalf of the City of Milton has registered with, is authorized to use
and uses the federal work authorization program commonly known as E -Verify, or any subsequent
replacement program, in accordance with the applicable provisions and deadlines established
in O.C.G.A. § 13-10-91. Furthermore, the undersigned contractor will continue to use the fedE�ral
work authorization program throughout the contract period and the undersigned contractor will
contract for the physical perforr-nance of services in satisfaction of such contract only with
subcontractors who present an affidavit to the contractor with the information required by
O.C.G.A. § 13-10-91 (b) .
Contractor hereby attests that its federal wokr!-'- juthorization user identification number and date
of authorization are as follows:
-1A3X&Vo
eVerify Number
go 0� 4?0*- '/ ?
Date of Authorization
.� Ltd.
r
Name of ContraiCtor
City Vehicles Maintenance and Light Repair
Services
Name of Project
City of Milton, G(:-=,, is
Name of Public E=mployer
I hereby declare under penalty of perjury
that the foregoing is true and correc
Executed on ��,�, 20� incily),
t/i. A(state).
Signature of Authorized Officer or Agent Printed Name and Title of Authorized Offic::er
or Agent
SUBSCRIBED AND SWORN BEFORE EON
THIS THE .3 0 DAY OF "20-'ILQ
dk^ r_, t C" �'� �
NOTARY PUBLIC MaraCeko
[NOTARY �RY PUBLIC
;Or��� unty, GEORGIA
...- , .� i p Ecpires 3-30-22
My Commission E��r
Extra Mile Auto Tire & Service RFP 21-CM01(R)
Offeror Qualifications:
10 employee team that are experienced in “pursuit” vehicle repairs
and maintenance. Who understands the need for urgency when
helping on-duty officers get safely back on the road. We service many
large company vehicle fleets and understand the importance of
getting these vehicles completed in and completed quickly.
Work Plan:
To ensure our speed of service, we maintain a full inventory of
common products used by city vehicles and keep pursuit tires
mounted and ready to install. We keep the pursuit tires purchased by
City of Milton at our location for storage and speed.
Related Projects:
We have serviced the City Of Milton’s fleet of vehicles for many years
and because of this experience, we have created many processes
that allows us to exceed expectations.
I
19 RFP 21-CMDI (REISSUANCE)
EsT:A.BLtsrtiD 2006
SECTION 5: C.OST PROPOSAL � Return with Proposal in a Separate File (3 pages)
♦ MUST BE RETURNED WITH PROPOSAL IN A SEPARATE FILE
The offeror's cyst proposal shall be signed by an authorized agent of the company.
All three (3) pages of the Cost Proposal must be returned with proposal.
The undersigned Offeror, having familiarized themselves with the work required by
the RFP, the solicitation documents, the site where the work is to be performed, all
laws, reg ulatins, and other factors affecting performance of the work, and having
satisfied itself /Timself /herself of the expense and difficulties attending performance
of the work; 1-11�reby proposes and agrees, if this offer for the above named projE:"ct
is accepted to enter into a contract to perform all work necessary to the success>ful
completion o-: the contract; and to supply all required submittals as indicated or
specified in the RFP and the bid documents to be performed or furnished by Off E: ror
for the total contract price of:
Please complete the "Fixed Cost Per Unit" column below and return with proposgl.
(See Attached Schedule)
20 1 RFP 2 -CM01 (REISSUANCE)
Ac Flush
Service
requirements
Estimated
Yearly
Quantity
Fixed Cost per unit TotaI
Regular change
g
<25minutes
120
Synthetic oil change
< 25 minutes
40
Coolant Fan
Synthetic oil change(Over 6QTS)
10
g
100,000 mile service
Transmission flushes
35
50
Iwo
Coolant Flush
30
0
Fuel Induction Service
40
.rte
.
Differential Service(front/rear)
02 Sensors
.-..
Timing Chain
Water Pump (SUV)
Fan Belt
Tune U (wires,plugs)
Up ( ► s) p g
60
7.° .
Fuel rail
15
/7 '10
Air filter
50
7 ,,,d
Cabin Air Filter
V
Mass air flow sensor
121
A 07
Abs Module
12
-*7
,'SSI. L to--
o—Radiator
RadiatorReplacemen
_
_
1400
78�"
Tire Pressure Sensors
l0 -
Mount/Balance/Insta I Tires
Alignment 4 Wheel
9T
Tire Rotation
0CA�� _
Front Control Arm
5
Shocks and Struts
101
wam
Battery Replacement
20
,.
Bulbs Headlight
25
ff y ,
Bulbs taillights
50
Al ?,
Bulbs blinkers
50L&
L 'V
Windshield wipers
80
Brakes50
� __
S -Z -A.600-
Rotors
10VV'-*--%e�
Brake Fluid Flush (Every 12 months)
n n rn n t n r
in
.9
Ac Flush
10
_
Alternator
101jZ
Belt Tensioner
J�
Coolant Fan
10
g
100,000 mile service
35
Emissions Testing
Motor Mounts
`�'-�
21 1 RFP 21-CM[I (REISSUANCE)
Grand Total
In addition to the above services, please provide the rate per hour schedule for services
not covered above:
�i
• Business hours rate $
i 1Written in words $ /V1 �IKIi p� 1Q.s`�S Q.�r dv(' ._
• After hours rate $
Written in words $
Please describE� your hours
41e J'A V
;L
f operation and pow it meets our priority service requirements:
wpn .1�
Print/Type Com a Name Here:/00
p
Authorize r / l
Signatur�il J�'« _ Date
Print/Types
Name►
Print/Type �
Title�ne. ._
Vehicle Maintenance and Repair Agreement | 22
EXHIBIT “C”
See Exhibits “A” and “B”
STATE OF �J P�✓�� �
COUNTY OF
CONTRACTOR AFFIDAVIT AND AGREEMENT
By executing this afticavit, the undersigned contractor verifies its compliance with O.C.G.A. § 13-10-91,
stating affirniatively tl at the individual, firm, or corporation %%hick is engaged in the physical
performance of sen ick�s on behalf of the City of Milton, Georgia has registered with, is authorized to use
and uses the federal NN,.,rk authorization program commonly known as I:: -Verify, or any subsequent
replacement program. in accordance with the applicable provisions and deadlines established in O.C.G.A.
§ 13-10-91. Furthenm:ire, the undersigned contractor will continue to use the federal work authorization
program throughout the contract period and the undersigned contractor will contract for the physical
performance of services in satisfaction of such contract only with subcontractors who present an affidavit
to the contractor with 4he information required by O.C.G.A. § 13-10-91(b).
Contractor hereby attests that its federal work
authorization a as follows:
�(J V
07 0Z I
Federal Work Authorization User Identification
Numb r '
Date of Authorization
Extra Mile Auto Tire & Service, LLC
Name of Contractor
City Vehicle Maintenance and Light Repairs
Name of Project
1
City of Milton, Georgia
Name of Public Emplbycr
i
i
authorization user identification number and date of
I hereby declare under penalty of perjury that the
foregoing is true and correct.
Executed on , 20_ in
(city), (state).
Si Lmajure of Authorized Officer or Agent
t0 1
Printed Name and Title of Authorized Officer or
Agent
SUBSCRIBED AND SWORN BEFORE ML
OTIJIS THE DAY OF
20_J.
dAY PUBLIC
Mara Ceko
[NOTARY SEAL] NOTARY PUBLIC
Forsyth County, GEORGIA
my Commission Expires 3-30-22
My Commission Expires:
-3-30-22_
Vehicle Maintenance and Repair Agreement 123
Vehicle Maintenance and Repair Agreement | 24
EXHIBIT “E”
STATE OF _____________
COUNTY OF ___________
SUBCONTRACTOR AFFIDAVIT
By executing this affidavit, the undersigned subcontractor verifies its compliance with O.C.G.A. § 13-10-
91, stating affirmatively that the individual, firm or corporation which is engaged in the physical
performance of services under a contract with Extra Mile Auto and Tire Service, LLC (name of
contractor) on behalf of the City of Milton, Georgia has registered with, is authorized to use and uses the
federal work authorization program commonly known as E-Verify, or any subsequent replacement
program, in accordance with the applicable provisions and deadlines established in O.C.G.A. § 13-10-91.
Furthermore, the undersigned subcontractor will continue to use the federal work authorization program
throughout the contract period, and the undersigned subcontractor will contract for the physical
performance of services in satisfaction of such contract only with sub-subcontractors who present an
affidavit to the subcontractor with the information required by O.C.G.A. § 13-10-91(b). Additionally, the
undersigned subcontractor will forward notice of the receipt of an affidavit from a sub-subcontractor to
the contractor within five (5) business days of receipt. If the undersigned subcontractor receives notice
that a sub-subcontractor has received an affidavit from any other contracted sub-subcontractor, the
undersigned subcontractor must forward, within five (5) business days of receipt, a copy of the notice to
the contractor.
Subcontractor hereby attests that its federal work authorization user identification number and date of
authorization are as follows:
_________________________________
Federal Work Authorization User Identification
Number
_________________________________
Date of Authorization
_________________________________
Name of Contractor
City Vehicle Maintenance and Light Repairs
Name of Project
City of Milton, Georgia
Name of Public Employer
I hereby declare under penalty of perjury that the
foregoing is true and correct.
Executed on _________, 20___ in
_____________________ (city), ______ (state).
_________________________________
Signature of Authorized Officer or Agent
_______________________________
Printed Name and Title of Authorized Officer or
Agent
SUBSCRIBED AND SWORN BEFORE ME
ON THIS THE ______ DAY OF
______________, 20___.
_________________________________
NOTARY PUBLIC
[NOTARY SEAL]
My Commission Expires:
________________________________
"N/A"
Vehicle Maintenance and Repair Agreement | 25
EXHIBIT “F”
RESERVED
CITY COUNCIL AGENDA ITEM
TO: City Council DATE: 02/10/2021
FROM: Steven Krokoff, City Manager
AGENDA ITEM: Approval of a Vehicle Maintenance and Repairs Agreement
between the City of Milton and Speed Auto Repair, LLC.
MEETING DATE: Wednesday, February 17, 2021 City Council Meeting
BACKGROUND INFORMATION: (Attach additional pages if necessary)
See attached memorandum
APPROVAL BY CITY MANAGER: ___ APPROVED ___ NOT APPROVED
CITY ATTORNEY APPROVAL REQUIRED: ___ YES ___ NO
CITY ATTORNEY REVIEW REQUIRED: ___ YES ___ NO
APPROVAL BY CITY ATTORNEY ___ APPROVED ___ NOT APPROVED
PLACED ON AGENDA FOR: __________
X
X
February 17, 2021
X
X
To: Honorable Mayor and City Council Members
From: Rich Austin, Chief of Police
Date: Submitted on January 28, 2021 for the February 17, 2021 Regular City
Council Meeting
Agenda Item: Approval of a Vehicle Maintenance and Repairs Agreement between
the City of Milton and Speed Auto Repair, LLC.
_____________________________________________________________________________________
Project Description:
Three vendors have been selected for contract award: North Fulton Express Oil, LLC, dba
Express Oil Change and Tire Engineers, Extra Mile Auto Tire and Service, LLC, and Speed
Auto Repair, LLC. The Contractors will be providing routine maintenance and light repair
services to the City’s fleet vehicles. General maintenance and repair services as well as
a listing of sample vehicles are specified in the RFP. This contract will be valid for a total
of three years from start date. This contract will be rebid every three years to ensure
competitive bidding and best value for the City.
The City received four proposals in response to the RFP. After evaluating all proposals,
the three companies listed above were chosen to be awarded the contract. These
companies were chosen due to the pricing from each being competitive. The City
decided to select three companies due to its fleet growing each year. Staff is
recommending the award of individual contracts with each of the three above named
vendors.
Procurement Summary:
Purchasing method used: RFP
Account Number: Vehicle R&M accounts across end user departments
Requisition Total: Blanket PO
Financial Review: Bernadette Harvill, February 4, 2021
Legal Review: Sam VanVolkenburgh – Jarrard & Davis, January 22, 2021
Concurrent Review: Steven Krokoff, City Manager
Attachment(s): Vehicle Maintenance and Repair Agreement
Vehicle Maintenance and Repair Agreement | 1
AGREEMENT FOR VEHICLE MAINTENANCE AND REPAIRS
THIS AGREEMENT is made and entered into this_____ day of _____________, 20___, by
and between the CITY OF MILTON, GEORGIA, a municipal corporation of the State of Georgia,
acting by and through its governing authority, the Mayor and City Council (hereinafter referred
to as the “City”), and Speed Auto Repair, LLC., a Georgia Limited Liability Company, (herein
after referred to as the "Contractor"), collectively referred to herein as the "Parties."
WITNESSETH:
WHEREAS, City desires to retain Contractor to provide certain services generally
described as routine maintenance and repairs for City department vehicles (the “Work”); and
WHEREAS, City finds that specialized knowledge, skills, and training are necessary to
perform the Work (defined below) contemplated under this Agreement; and
WHEREAS, Contractor has represented that it is qualified by training and experience to
perform the Work; and
WHEREAS, Contractor desires to perform the Work as set forth in this Agreement under
the terms and conditions provided in this Agreement; and
WHEREAS, the public interest will be served by this Agreement; and
WHEREAS, Contractor has familiarized itself with the nature and extent of the
Agreement, the Project, and the Work, and with all local conditions and federal, state and local
laws, ordinances, rules and regulations that may in any manner affect cost, progress or
performance of Work.
NOW, THEREFORE, for and in consideration of the mutual promises, the public
purposes, and the acknowledgements and agreements contained herein, and other good and
adequate consideration, the sufficiency of which is hereby acknowledged, the Parties do mutually
agree as follows:
I. SCOPE OF SERVICES AND TERMINATION DATE
A. Agreement. The Agreement shall consist of this Professional Services
Agreement and each of the Exhibits hereto, which are incorporated herein by reference,
including:
Exhibit “A” – City Solicitation Documents
Exhibit “B” – Contractor Response/Proposal
Exhibit “C” – Scope of Work
Vehicle Maintenance and Repair Agreement | 2
Exhibit “D” – Contractor Affidavit
Exhibit “E” – Subcontractor Affidavit
Exhibit “F” – RESERVED
B. Project Description. The “Project” at issue in this Agreement is generally
described as: Vehicle maintenance and light repair services to City of Milton fleet vehicles.
C. The Work. The Work to be completed under this Agreement (the “Work”)
includes, but shall not be limited to, the work described in the Scope of Work provided in Exhibit
“C”, attached hereto and incorporated herein by reference. Unless otherwise stated in Exhibit
“C”, the Work includes all material, labor, insurance, tools, equipment, machinery, water, heat,
utilities, transportation, facilities, services and any other miscellaneous items and work necessary
to complete the Work. Some details necessary for proper execution and completion of the Work
may not be specifically described in the Scope of Work, but they are a requirement of the Work if
they are a usual and customary component of the contemplated services or are otherwise
necessary for proper completion of the Work.
All services shall be stated on a written service ticket or other form that can be reviewed
and approved by the City or its designated employees prior to performance. For services not
specifically described and firmly priced in this Agreement, the service ticket shall state the exact
nature of the services and the price to be charged, which shall be approved prior to performance.
D. Schedule, Completion Date, and Term of Agreement. Contractor understands
that time is of the essence of this Agreement and warrants and represents that it will perform the
Work in a prompt and timely manner, which shall not impose delays on the progress of the Work.
The term of this Agreement (“Term”) shall commence as of the date of complete execution of this
Agreement (as shown on page one above) (“Effective Date”) and terminate without further
obligation on the part of City on December 31, 2021 (provided that certain obligations will survive
the Term). In accordance with O.C.G.A. § 36-60-13, this Agreement shall automatically renew for
two successive annual renewal terms absent City’s provision of written notice of non-renewal to
Contractor at least five (5) days prior to first day of the renewal term. Title to any supplies,
materials, equipment, or other personal property shall remain in Contractor until fully paid for
by City.
II. WORK CHANGES
A. Change Order Defined. A “Change Order” means a written modification of the
Agreement, signed by representatives of City and Contractor with appropriate authorization.
B. Right to Order Changes. City reserves the right to order changes in the Work to
be performed under this Agreement by altering, adding to, or deducting from the Work. All such
changes shall be incorporated in written Change Orders and executed by Contractor and City.
Such Change Orders shall specify the changes ordered and any necessary adjustment of
compensation and completion time. If the Parties cannot reach an agreement on the terms for
performing the changed work within a reasonable time to avoid delay or other unfavorable
impacts as determined by City in its sole discretion, City shall have the right to determine
reasonable terms, and Contractor shall proceed with the changed work.
Vehicle Maintenance and Repair Agreement | 3
C. Change Order Requirement. Any work added to the scope of this Agreement by
a Change Order shall be executed under all the applicable conditions of this Agreement. No claim
for additional compensation or extension of time shall be recognized, unless contained in a
written Change Order duly executed on behalf of City and Contractor.
D. Authority to Execute Change Order. The City Manager has authority to execute,
without further action of the Mayor or City Council, any number of Change Orders so long as
their total effect does not materially alter the terms of this Agreement or materially increase the
Maximum Contract Price, as set forth in Section III(B) below. Any such Change Orders materially
altering the terms of this Agreement, or any Change Order affecting the price where the
Maximum Contract Price (as amended) is in excess of $50,000, must be approved by resolution of
the Mayor and City Council. Amendments shall not result in a variance in price exceeding ten
percent of the original contract amount.
III. COMPENSATION AND METHOD OF PAYMENT
A. Payment Terms. City agrees to pay Contractor for the Work performed and costs
incurred by Contractor upon certification by City that the Work was actually performed and costs
actually incurred in accordance with the Agreement. Compensation for Work performed and, if
applicable, reimbursement for costs incurred shall be paid to Contractor upon City’s receipt and
approval of invoices, setting forth in detail the services performed and costs incurred, along with
all supporting documents requested by City to process the invoice. Invoices shall be submitted
on a monthly basis. Any material deviations in tests or inspections performed, or times or
locations required to complete such tests or inspections, and like deviations from the Work
described in this Agreement shall be clearly communicated to City before charges are incurred and
shall be handled through Change Orders as described in Section II above. City shall pay
Contractor within thirty (30) days after approval of the invoice by City staff.
B. Maximum Contract Price. The total amount paid in each annual term under this
Agreement as compensation for Work performed and reimbursement for costs incurred shall not,
in any case, exceed $100,000 (the “Maximum Contract Price”), except as outlined in Section II(C)
above. The compensation for Work performed shall be based upon the number of vehicles
brought in for service, the type of service requested, and the unit price schedule and extra work
hourly rates set forth in Exhibit “B”. The City does not guarantee any minimum amount of work
under this Agreement, and annual compensation is expected to be less than the Maximum
Contract Price.
C. Reimbursement for Costs. There shall be no reimbursement for costs except the
cost for replacement parts as expressly provided in Exhibit “B” or else as separately agreed to by
City in writing.
IV. COVENANTS OF CONTRACTOR
A. Expertise of Contractor; Licenses, Certification and Permits. Contractor accepts
the relationship of trust and confidence established between it and City, recognizing that City’s
intention and purpose in entering into this Agreement is to engage an entity with the requisite
Vehicle Maintenance and Repair Agreement | 4
capacity, experience, and professional skill and judgment to provide the Work in pursuit of the
timely and competent completion of the Work undertaken by Contractor under this Agreement.
Contractor shall employ only persons duly qualified in the appropriate area of expertise to
perform the Work described in this Agreement.
Contractor covenants and declares that it has obtained all diplomas, certificates, licenses,
permits or the like required of Contractor by any and all national, state, regional, county, or local
boards, agencies, commissions, committees or other regulatory bodies in order to perform the
Work contracted for under this Agreement. Further, Contractor agrees that it will perform all
Work in accordance with the standard of care and quality ordinarily expected of competent
professionals and in compliance with all federal, state, and local laws, regulations, codes,
ordinances, or orders applicable to the Project, including, but not limited to, any applicable
records retention requirements and Georgia’s Open Records Act (O.C.G.A. § 50-18-71, et seq.).
Any additional work or costs incurred as a result of error and/or omission by Contractor as a
result of not meeting the applicable standard of care or quality will be provided by Contractor at
no additional cost to City. This provision shall survive termination of this Agreement.
B. Budgetary Limitations. Contractor agrees and acknowledges that budgetary
limitations are not a justification for breach of sound principals of Contractor’s profession and
industry. Contractor shall take no calculated risk in the performance of the Work. Specifically,
Contractor agrees that, in the event it cannot perform the Work within the budgetary limitations
established without disregarding sound principles of Contractor’s profession and industry,
Contractor will give written notice immediately to City.
C. City’s Reliance on the Work. Contractor acknowledges and agrees that City does
not undertake to approve or pass upon matters of expertise of Contractor and that, therefore, City
bears no responsibility for Contractor’s Work performed under this Agreement. Contractor
acknowledges and agrees that the acceptance of Work by City is limited to the function of
determining whether there has been compliance with what is required to be produced under this
Agreement. City will not, and need not, inquire into adequacy, fitness, suitability or correctness
of Contractor’s performance. Contractor further agrees that no approval of designs, plans,
specifications or other work product by any person, body or agency shall relieve Contractor of
the responsibility for adequacy, fitness, suitability, and correctness of Contractor’s Work under
professional and industry standards, or for performing services under this Agreement in
accordance with sound and accepted professional and industry principles.
D. Contractor’s Reliance on Submissions by City. Contractor must have timely
information and input from City in order to perform the Work required under this Agreement.
Contractor is entitled to rely upon information provided by City, but Contractor shall provide
immediate written notice to City if Contractor knows or reasonably should know that any
information provided by City is erroneous, inconsistent, or otherwise problematic.
E. Contractor’s Representative. _____________________ shall be authorized
to act on Contractor’s behalf with respect to the Work as Contractor’s designated representative,
provided that this designation shall not relieve either Party of any written notice requirements
set forth elsewhere in this Agreement.
Vehicle Maintenance and Repair Agreement | 5
F. Assignment of Agreement. Contractor covenants and agrees not to assign or
transfer any interest in, or delegate any duties of this Agreement, without the prior express
written consent of City. As to any approved subcontractors, Contractor shall be solely responsible
for reimbursing them, and City shall have no obligation to them.
G. Responsibility of Contractor and Indemnification of City. Contractor covenants
and agrees to take and assume all responsibility for the Work rendered in connection with this
Agreement. Contractor shall bear all losses and damages directly or indirectly resulting to it
and/or City on account of the performance or character of the Work rendered pursuant to this
Agreement. Contractor shall defend, indemnify and hold harmless City and City’s elected and
appointed officials, officers, boards, commissions, employees, representatives, contractors,
servants, agents, attorneys and volunteers (individually an “Indemnified Party” and collectively
“Indemnified Parties”) from and against any and all claims, suits, actions, judgments, injuries,
damages, losses, costs, expenses and liability of any kind whatsoever, including but not limited
to attorney’s fees and costs of defense (“Liabilities”), which may arise from or be the result of an
alleged willful, negligent or tortious act or omission arising out of the Work, performance of
contracted services, or operations by Contractor, any subcontractor, anyone directly or indirectly
employed by Contractor or subcontractor or anyone for whose acts or omissions Contractor or
subcontractor may be liable, regardless of whether or not the act or omission is caused in part by
a party indemnified hereunder; provided that this indemnity obligation shall only apply to the
extent Liabilities are caused by or result from the negligence, recklessness, or intentionally
wrongful conduct of the Contractor or other persons employed or utilized by the Contractor in
the performance of this Agreement. This indemnity obligation shall not be construed to negate,
abridge, or otherwise reduce any other right or obligation of indemnity which would otherwise
exist as to any party or person described in this provision.
In any and all claims against an Indemnified Party, by any employee of Contractor, its
subcontractor, anyone directly or indirectly employed by Contractor or subcontractor or anyone
for whose acts Contractor or subcontractor may be liable, the indemnification obligation set forth
in this provision shall not be limited in any way by any limitation on the amount or type of
damages, compensation or benefits payable by or for Contractor or any subcontractor under
workers’ or workmen’s compensation acts, disability benefit acts or other employee benefit acts.
This obligation to indemnify, defend, and hold harmless the Indemnified Party(ies) shall survive
expiration or termination of this Agreement, provided that the claims are based upon or arise out
of actions or omissions that occurred during the performance of this Agreement.
H. Independent Contractor. Contractor hereby covenants and declares that it is
engaged in an independent business and agrees to perform the Work as an independent
contractor and not as the agent or employee of City. Nothing in this Agreement shall be
construed to make Contractor or any of its employees, servants, or subcontractors, an employee,
servant or agent of City for any purpose. Contractor agrees to be solely responsible for its own
matters relating to the time and place the Work is performed and the method used to perform
such Work; the instrumentalities, tools, supplies and/or materials necessary to complete the
Work; hiring of contractors, agents or employees to complete the Work; and the payment of
employees, including benefits and compliance with Social Security, withholding and all other
regulations governing such matters. Contractor agrees to be solely responsible for its own acts
and those of its subordinates, employees, and subcontractors during the life of this Agreement.
Vehicle Maintenance and Repair Agreement | 6
There shall be no contractual relationship between any subcontractor or supplier and City by
virtue of this Agreement with Contractor. Any provisions of this Agreement that may appear to
give City the right to direct Contractor as to the details of the services to be performed by
Contractor or to exercise a measure of control over such services will be deemed to mean that
Contractor shall follow the directions of City with regard to the results of such services only. It
is further understood that this Agreement is not exclusive, and City may hire additional entities
to perform the Work related to this Agreement.
Inasmuch as City and Contractor are independent of each other, neither has the authority
to bind the other to any third person or otherwise to act in any way as the representative of the
other, unless otherwise expressly agreed to in writing signed by both Parties hereto. Contractor
agrees not to represent itself as City’s agent for any purpose to any party or to allow any employee
of Contractor to do so, unless specifically authorized, in advance and in writing, to do so, and
then only for the limited purpose stated in such authorization. Contractor shall assume full
liability for any contracts or agreements Contractor enters into on behalf of City without the
express knowledge and prior written consent of City.
I. Insurance.
(1) Requirements: Contractor shall have and maintain in full force and effect
for the duration of this Agreement, insurance insuring against claims for
injuries to persons or damages to property which may arise from or in
connection with the performance of the Work by Contractor, its agents,
representatives, employees or subcontractors. All policies shall be subject
to approval by City as to form and content. These requirements are subject
to amendment or waiver if so approved in writing by the City Manager.
(2) Minimum Limits of Insurance: Contractor shall maintain the following
insurance policies with coverage and limits no less than:
(a) Commercial General Liability coverage of at least $1,000,000 (one
million dollars) combined single limit per occurrence and
$2,000,000 (two million dollars) aggregate for comprehensive
coverage including for bodily and personal injury, sickness, disease
or death, injury to or destruction of property, including loss of use
resulting therefrom.
(b) Commercial Automobile Liability (owned, non-owned, hired)
coverage of at least $1,000,000 (one million dollars) combined single
limit per occurrence for comprehensive coverage including bodily
and personal injury, sickness, disease or death, injury to or
destruction of property, including loss of use resulting therefrom.
(c) Garage Liability and/or Garage Keeper Liability of at least $500,000
(five hundred thousand dollars) per automobile per accident limit
for claims arising out of garage/mechanic’s services and caused by
Contractor’s errors, omissions, or negligent acts. (This insurance is
Vehicle Maintenance and Repair Agreement | 7
needed only if Contractor’s other policies do not fully provide such
coverage.)
(d) Workers’ Compensation limits as required by the State of Georgia
and Employers’ Liability limits of $1,000,000 (one million dollars)
per occurrence or disease. (If Contractor is a sole proprietor, who
is otherwise not entitled to coverage under Georgia’s Workers’
Compensation Act, Contractor must secure Workers’
Compensation coverage approved by both the State Board of
Workers’ Compensation and the Commissioner of Insurance. The
amount of such coverage shall be the same as what is otherwise
required of employers entitled to coverage under the Georgia
Workers’ Compensation Act. Further, Contractor shall provide a
certificate of insurance indicating that such coverage has been
secured and that no individual has been excluded from coverage.)
(e) Commercial Umbrella Liability Coverage: $ _N/A__ per
occurrence shall be provided and will apply over all liability
policies, without exception, including but not limited to
Commercial General Liability, Commercial Automobile Liability,
Employers’ Liability, and Garage/Garage Keeper Liability.
(3) Deductibles and Self-Insured Retentions: Any deductibles or self-insured
retentions must be declared to and approved by City in writing so that City
may ensure the financial solvency of Contractor; self-insured retentions
should be included on the certificate of insurance.
(4) Other Insurance Provisions: Each policy shall contain, or be endorsed to
contain, the following provisions respectively:
(a) General Liability, Automobile Liability and (if applicable)
Umbrella Liability Coverage.
(i) Additional Insured Requirement. City and City’s elected
and appointed officials, officers, boards, commissioners,
employees, representatives, contractors, servants, agents
and volunteers (individually “Insured Party” and
collectively “Insured Parties”) shall be named as additional
insureds as respects: liability arising out of activities
performed by or on behalf of Contractor; products and
completed operations of Contractor; premises owned,
leased, or used by Contractor; automobiles owned, leased,
hired, or borrowed by Contractor. The coverage shall
contain no special limitations on the scope of protection
afforded to the Insured Parties. Nothing contained in this
section shall be construed to require the Contractor to
provide liability insurance coverage to any Insured Party
Vehicle Maintenance and Repair Agreement | 8
for claims asserted against such Insured Party for its sole
negligence.
(ii) Primary Insurance Requirement. Contractor’s insurance
coverage shall be primary noncontributing insurance as
respects to any other insurance or self-insurance available
to the Insured Parties. Any insurance or self-insurance
maintained by the Insured Parties shall be in excess of
Contractor’s insurance and shall not contribute with it.
(iii) Reporting Requirement. Any failure to comply with
reporting provisions of the policies shall not affect coverage
provided to the Insured Parties.
(iv) Separate Coverage. Coverage shall state that Contractor’s
insurance shall apply separately to each insured against
whom claim is made or suit is brought, except with respect
to limits of insurance provided.
(v) Defense Costs/Cross Liability. Coverage shall be
provided on a “pay on behalf” basis, with defense costs
payable in addition to policy limits. There shall be no cross
liability exclusion.
(vi) Subrogation. The insurer shall agree to waive all rights of
subrogation against the Insured Parties for losses arising
from Work performed by Contractor for City.
(b) Workers’ Compensation Coverage. The insurer providing
Workers’ Compensation Coverage will agree to waive all rights of
subrogation against the Insured Parties for losses arising from
Work performed by Contractor for City.
(c) All Coverages.
(i) Notice Requirement. Each insurance policy required by
this Agreement shall be endorsed to state that coverage
shall not be suspended, voided, or canceled except after
thirty (30) calendar days prior written notice (or 10 calendar
days if due to non-payment) has been given to City. City
reserves the right to accept alternate notice terms and
provisions, provided they meet the minimum requirements
under Georgia law.
(ii) Starting and Ending Dates. Policies shall have concurrent
starting and ending dates.
Vehicle Maintenance and Repair Agreement | 9
(iii) Incorporation of Indemnification Obligations. Policies shall
include an endorsement incorporating the indemnification
obligations assumed by Contractor under the terms of this
Agreement, including but not limited to Section IV(G) of
this Agreement.
(5) Acceptability of Insurers: The insurance to be maintained by Contractor
must be issued by a company licensed or approved by the Insurance
Commissioner to transact business in the State of Georgia. Such insurance
policies shall be placed with insurer(s) with an A.M. Best Policyholder’s
rate of no less than “A-” and with a financial rating of Class VII or greater.
The Contractor shall be responsible for any delay resulting from the failure
of its insurer to provide proof of coverage in the proscribed form.
(6) Verification of Coverage: Contractor shall furnish to City for City approval
certificates of insurance and endorsements to the policies evidencing all
coverage required by this Agreement prior to the start of work. Without
limiting the general scope of this requirement, Contractor is specifically
required to provide an endorsement naming City as an additional insured
when required. The certificates of insurance and endorsements for each
insurance policy are to be on a form utilized by Contractor’s insurer in its
normal course of business and are to be signed by a person authorized by
that insurer to bind coverage on its behalf, unless alternate sufficient
evidence of their validity and incorporation into the policy is provided.
City reserves the right to require complete, certified copies of all required
insurance policies at any time. Contractor shall provide proof that any
expiring coverage has been renewed or replaced prior to the expiration of
the coverage.
(7) Subcontractors: Contractor shall either (1) ensure that its insurance policies
(as described herein) cover all subcontractors and the Work performed by
such subcontractors or (2) ensure that any subcontractor secures separate
policies covering that subcontractor and its Work. All coverage for
subcontractors shall be subject to all of the requirements stated in this
Agreement, including, but not limited to, naming the Insured Parties as
additional insureds.
(8) Claims-Made Policies: Contractor shall extend any claims-made insurance
policy for at least six (6) years after termination or final payment under the
Agreement, whichever is later, and have an effective date which is on or
prior to the Effective Date.
(9) City as Additional Insured and Loss Payee: City shall be named as an
additional insured and loss payee on all policies required by this
Agreement, except City need not be named as an additional insured and
loss payee on any Workers’ Compensation policy.
Vehicle Maintenance and Repair Agreement | 10
(10) Progress Payments: The making of progress payments to Contractor shall
not be construed as relieving Contractor or its subcontractors or insurance
carriers from providing the coverage required in this Agreement.
J. Employment of Unauthorized Aliens Prohibited – E-Verify Affidavit. Pursuant
to O.C.G.A. § 13-10-91, City shall not enter into a contract for the physical performance of services
unless:
(1) Contractor shall provide evidence on City-provided forms, attached hereto
as Exhibits “D” and “E” (affidavits regarding compliance with the E-
Verify program to be sworn under oath under criminal penalty of false
swearing pursuant to O.C.G.A. § 16-10-71), that it and Contractor’s
subcontractors have registered with, are authorized to use and use the
federal work authorization program commonly known as E-Verify, or any
subsequent replacement program, in accordance with the applicable
provisions and deadlines established in O.C.G.A. § 13-10-91, and that they
will continue to use the federal work authorization program throughout
the contract period, or
(2) Contractor provides evidence that it is not required to provide an affidavit
because it is an individual (not a company) licensed pursuant to Title 26 or
Title 43 or by the State Bar of Georgia and is in good standing.
Contractor hereby verifies that it has, prior to executing this Agreement, executed a
notarized affidavit, the form of which is provided in Exhibit “D”, and submitted such affidavit
to City or provided City with evidence that it is an individual not required to provide such an
affidavit because it is licensed and in good standing as noted in sub-subsection (2) above. Further,
Contractor hereby agrees to comply with the requirements of the federal Immigration Reform
and Control Act of 1986 (IRCA), P.L. 99-603, O.C.G.A. § 13-10-91 and Georgia Department of
Labor Rule 300-10-1-.02.
In the event Contractor employs or contracts with any subcontractor(s) in connection with
the covered contract, Contractor agrees to secure from such subcontractor(s) attestation of the
subcontractor’s compliance with O.C.G.A. § 13-10-91 and Rule 300-10-1-.02 by the subcontractor’s
execution of the subcontractor affidavit, the form of which is attached hereto as Exhibit “E”,
which subcontractor affidavit shall become part of the Contractor/subcontractor agreement, or
evidence that the subcontractor is not required to provide such an affidavit because it is an
individual licensed and in good standing as noted in sub-subsection (2) above. If a subcontractor
affidavit is obtained, Contractor agrees to provide a completed copy to City within five (5)
business days of receipt from any subcontractor.
Where Contractor is required to provide an affidavit pursuant to O.C.G.A. § 13-10-91, the
City Manager or his/her designee shall be authorized to conduct an inspection of Contractor’s
and Contractor’s subcontractors’ verification process at any time to determine that the
verification was correct and complete. Contractor and Contractor’s subcontractors shall retain all
documents and records of their respective verification process for a period of five (5) years
following completion of the contract. Further, where Contractor is required to provide an
"X"
Vehicle Maintenance and Repair Agreement | 12
of this Agreement shall be supported by properly executed
payrolls, time records, invoices, contracts, or vouchers, or other
official documentation evidencing in proper detail the nature and
propriety of the charges. All checks, payrolls, invoices, contracts,
vouchers, orders or other accounting documents pertaining in
whole or in part to this Agreement shall be clearly identified and
readily accessible.
(2) Reports and Information: Upon request, Contractor shall furnish to City
any and all Records in the form requested by City. All Records provided
electronically must be in a format compatible with City’s computer
systems and software.
(3) Audits and Inspections: At any time during normal business hours and as
often as City may deem necessary, Contractor shall make available to City
or City’s representative(s) for examination all Records. Contractor will
permit City or City’s representative(s) to audit, examine, and make
excerpts or transcripts from such Records. Contractor shall provide proper
facilities for City or City’s representative(s) to access and inspect the
Records, or, at the request of City, shall make the Records available for
inspection at City’s office. Further, Contractor shall permit City or City’s
representative(s) to observe and inspect any or all of Contractor’s facilities
and activities during normal hours of business for the purpose of
evaluating Contractor’s compliance with the terms of this Agreement. In
such instances, City or City’s representative(s) shall not interfere with or
disrupt such activities.
L. Ethics Code; Conflict of Interest. Contractor agrees that it shall not engage in
any activity or conduct that would result in a violation of the City of Milton Code of Ethics or any
other similar law or regulation. Contractor certifies that to the best of its knowledge no
circumstances exist which will cause a conflict of interest in performing the Work. Should Contractor
become aware of any circumstances that may cause a conflict of interest during the Term of this
Agreement, Contractor shall immediately notify City. If City determines that a conflict of interest
exists, City may require that Contractor take action to remedy the conflict of interest or terminate the
Agreement without liability. City shall have the right to recover any fees paid for services rendered
by Contractor when such services were performed while a conflict of interest existed if Contractor
had knowledge of the conflict of interest and did not notify City within five (5) business days of
becoming aware of the existence of the conflict of interest.
Contractor and City acknowledge that it is prohibited for any person to offer, give, or agree
to give any City employee or official, or for any City employee or official to solicit, demand,
accept, or agree to accept from another person, a gratuity of more than nominal value or rebate or
an offer of employment in connection with any decision, approval, disapproval, recommendation,
or preparation of any part of a program requirement or a purchase request, influencing the content
of any specification or procurement standard, rendering of advice, investigation, auditing, or in
any other advisory capacity in any proceeding or application, request for ruling, determination,
claim or controversy, or other particular matter, pertaining to any program requirement or a
Vehicle Maintenance and Repair Agreement | 13
contract or subcontract, or to any solicitation or proposal therefor. Contractor and City further
acknowledge that it is prohibited for any payment, gratuity, or offer of employment to be made by
or on behalf of a sub-contractor under a contract to the prime Contractor or higher tier sub-
contractor, or any person associated therewith, as an inducement for the award of a subcontract or
order.
M. Confidentiality. Contractor acknowledges that it may receive confidential
information of City and that it will protect the confidentiality of any such confidential information
and will require any of its subcontractors, contractors, and/or staff to likewise protect such
confidential information. Contractor agrees that confidential information it learns or receives or
such reports, information, opinions or conclusions that Contractor creates under this Agreement
shall not be made available to, or discussed with, any individual or organization, including the
news media, without prior written approval of City. Contractor shall exercise reasonable
precautions to prevent the unauthorized disclosure and use of City information whether
specifically deemed confidential or not.
Contractor acknowledges that City’s disclosure of documentation is governed by
Georgia’s Open Records Act, and Contractor further acknowledges that if Contractor submits
records containing trade secret information, and if Contractor wishes to keep such records
confidential, Contractor must submit and attach to such records an affidavit affirmatively
declaring that specific information in the records constitutes trade secrets pursuant to Article 27
of Chapter 1 of Title 10, and the Parties shall follow the requirements of O.C.G.A. § 50-18-72(a)(34)
related thereto.
N. Key Personnel. RESERVED
O. Meetings. Contractor is required to meet with City’s personnel, or designated
representatives, to resolve technical or contractual problems that may occur during the Term of
this Agreement at no additional cost to City. Meetings will occur as problems arise and will be
coordinated by City. City shall inform Contractor’s Representative of the need for a meeting and
of the date, time and location of the meeting at least three (3) full business days prior to the date
of the meeting. Face-to-face meetings are desired. However, at Contractor’s option and expense,
a conference call meeting may be substituted. Consistent failure to participate in problem
resolution meetings, two consecutive missed or rescheduled meetings, or failure to make a good
faith effort to resolve problems, may result in termination of this Agreement for cause.
P. Authority to Contract. The individual executing this Agreement on behalf of
Contractor covenants and declares that it has obtained all necessary approvals of Contractor’s
board of directors, stockholders, general partners, limited partners or similar authorities to
simultaneously execute and bind Contractor to the terms of this Agreement, if applicable.
Q. Ownership of Work. RESERVED
R. Nondiscrimination. In accordance with Title VI of the Civil Rights Act of 1964, as
amended, 42 U.S.C. § 2000d, section 303 of the Age Discrimination Act of 1975, as amended, 42
U.S.C. § 6102, section 202 of the Americans with Disabilities Act of 1990, 42 U.S.C. § 12132, and
all other provisions of Federal law, Contractor agrees that, during performance of this
Vehicle Maintenance and Repair Agreement | 14
Agreement, Contractor, for itself, its assignees and successors in interest, will not discriminate
against any employee or applicant for employment, any subcontractor, or any supplier because
of race, color, creed or belief, political affiliation, national origin, gender, age or disability. In
addition, Contractor agrees to comply with all applicable implementing regulations and shall
include the provisions of this paragraph in every subcontract for services contemplated under
this Agreement.
S. Contractors Assisting with Procurement. As required by O.C.G.A. § 36-80-28, if
the Agreement requires the Contractor to prepare, develop, or draft specifications or
requirements for a solicitation (including bids, requests for proposals, procurement orders, or
purchase orders) or to serve in a consultative role during a bid or proposal evaluation or
negotiation process: (a) the Contractor shall avoid any appearance of impropriety and shall follow
all ethics and conflict-of-interest policies and procedures of the City; (b) the Contractor shall
immediately disclose to the City any material transaction or relationship, including, but not
limited to, that of the Contractor, the Contractor’s employees, or the Contractor’s agents or
subsidiaries, that reasonably could be expected to give rise to a conflict of interest, including, but
not limited to, past, present, or known prospective engagements, involvement in litigation or
other dispute, client relationships, or other business or financial interest, and shall immediately
disclose any material transaction or relationship subsequently discovered during the pendency
of the Agreement; and (c) the Contractor agrees and acknowledges that any violation or
threatened violation of this paragraph may cause irreparable injury to the City, entitling the City
to seek injunctive relief in addition to all other legal remedies.
T. Warranty. Work shall be warranted as stated in Exhibit “B.”
V. COVENANTS OF CITY
A. Right of Entry. RESERVED.
B. City’s Representative. Scott Mulvey shall be authorized to act on City’s behalf
with respect to the Work as City’s designated representative on this Project; provided that any
changes to the Work or the terms of this Agreement must be approved as provided in Section II
above.
VI. TERMINATION
A. For Convenience. City may terminate this Agreement for convenience at any time
upon providing written notice thereof at least seven (7) calendar days in advance of the
termination date.
B. For Cause. Contractor shall have no right to terminate this Agreement prior to
completion, except in the event of City’s failure to pay Contractor within thirty (30) calendar days
of Contractor providing City with notice of a delinquent payment and an opportunity to cure. In
the event of Contractor’s breach or default under this Agreement, City may terminate this
Agreement for cause. City shall give Contractor at least seven (7) calendar days’ written notice of
its intent to terminate the Agreement for cause and the reasons therefor. If Contractor fails to
cure the breach or default within that seven (7) day period, or otherwise remedy the breach or
default to the reasonable satisfaction of City, then City may, at its election: (a) in writing terminate
Vehicle Maintenance and Repair Agreement | 15
the Agreement in whole or in part; (b) cure such default itself and charge Contractor for the costs of
curing the default against any sums due or which become due to Contractor under this Agreement;
and/or (c) pursue any other remedy then available, at law or in equity, to City for such default.
C. Statutory Termination. In compliance with O.C.G.A. § 36-60-13, this Agreement
shall be deemed terminated as provided in I(D) of this Agreement. Further, this Agreement shall
terminate immediately and absolutely at such time as appropriated or otherwise unobligated
funds are no longer available to satisfy the obligation of City.
D. Payment Upon Termination. Upon termination, City shall provide for payment
to Contractor for services rendered and, where authorized, expenses incurred prior to the
termination date; provided that, where this Agreement is terminated for cause, City may deduct
from such payment any portion of the cost for City to complete (or hire someone to complete) the
Work, as determined at the time of termination, not otherwise covered by the remaining unpaid
Maximum Contract Price.
E. Conversion to Termination for Convenience. If City terminates this Agreement
for cause and it is later determined that City did not have grounds to do so, the termination will
be converted to and treated as a termination for convenience under the terms of Section VI(A)
above.
F. Requirements Upon Termination. Upon termination, Contractor shall: (1)
promptly discontinue all services, cancel as many outstanding obligations as possible, and not
incur any new obligations, unless the City directs otherwise; and (2) promptly deliver to City all
data, drawings, reports, summaries, and such other information and materials as may have been
generated or used by Contractor in performing this Agreement, whether completed or in process,
in the form specified by City.
G. Reservation of Rights and Remedies. The rights and remedies of City and
Contractor provided in this Article are in addition to any other rights and remedies provided
under this Agreement or at law or in equity.
VII. MISCELLANEOUS
A. Entire Agreement. This Agreement, including any exhibits hereto, constitutes the
complete agreement between the Parties and supersedes any and all other agreements, either oral
or in writing, between the Parties with respect to the subject matter of this Agreement. No other
agreement, statement or promise relating to the subject matter of this Agreement not contained
in this Agreement shall be valid or binding. This Agreement may be modified or amended only
by a written Change Order (as provided in Section II above) or other document signed by
representatives of both Parties with appropriate authorization.
B. Successors and Assigns. Subject to the provision of this Agreement regarding
assignment, this Agreement shall be binding on the heirs, executors, administrators, successors
and assigns of the respective Parties.
C. Governing Law. This Agreement shall be governed by and construed in
Vehicle Maintenance and Repair Agreement | 16
accordance with the laws of the State of Georgia without regard to choice of law principles. If
any action at law or in equity is brought to enforce or interpret the provisions of this Agreement,
the rules, regulations, statutes and laws of the State of Georgia will control. Any action or suit
related to this Agreement shall be brought in the Superior Court of Fulton County, Georgia, or
the U.S. District Court for the Northern District of Georgia – Atlanta Division, and Contractor
submits to the jurisdiction and venue of such court.
D. Captions and Severability. All headings herein are intended for convenience and
ease of reference purposes only and in no way define, limit or describe the scope or intent thereof,
or of this Agreement, or in any way affect this Agreement. Should any article(s) or section(s) of
this Agreement, or any part thereof, later be deemed illegal, invalid or unenforceable by a court
of competent jurisdiction, the offending portion of the Agreement should be severed, and the
remainder of this Agreement shall remain in full force and effect to the extent possible as if this
Agreement had been executed with the invalid portion hereof eliminated, it being the intention
of the Parties that they would have executed the remaining portion of this Agreement without
including any such part, parts, or portions that may for any reason be hereafter declared in valid.
E. Business License. Prior to commencement of the Work to be provided hereunder,
Contractor shall apply to City for a business license, pay the applicable business license fee, and
maintain said business license during the Term of this Agreement, unless Contractor provides
evidence that no such license is required.
F. Notices.
(1) Communications Relating to Day-to-Day Activities. All communications
relating to the day-to-day activities of the Work shall be exchanged
between City’s representative (named above) for City and Contractor’s
representative (named above) for Contractor.
(2) Official Notices. All other notices, requests, demands, writings, or
correspondence, as required by this Agreement, shall be in writing and
shall be deemed received, and shall be effective, when: (1) personally
delivered, or (2) on the third day after the postmark date when mailed by
certified mail, postage prepaid, return receipt requested, or (3) upon actual
delivery when sent via national overnight commercial carrier to the Party
at the address given below, or at a substitute address previously furnished
to the other Party by written notice in accordance herewith.
NOTICE TO CITY shall be sent to:
Procurement Manager
City of Milton, Georgia
2006 Heritage Walk
Milton, Georgia 30004
NOTICE TO CONTRACTOR shall be sent to:
Speed Auto Repair, LLC
11345 Alpharetta Hwy
Vehicle Maintenance and Repair Agreement | 17
Roswell, GA 30076
G. Waiver of Agreement. No failure by City to enforce any right or power granted
under this Agreement, or to insist upon strict compliance by Contractor with this Agreement, and
no custom or practice of City at variance with the terms and conditions of this Agreement shall
constitute a general waiver of any future breach or default or affect City’s right to demand exact
and strict compliance by Contractor with the terms and conditions of this Agreement. Further,
no express waiver shall affect any Term or condition other than the one specified in such waiver,
and that one only for the time and manner specifically stated.
H. Survival. All sections of this Agreement which by their nature should survive
termination will survive termination, including, without limitation, confidentiality obligations
and insurance maintenance requirements.
I. No Third Party Rights. This Agreement shall be exclusively for the benefit of the
Parties and shall not provide any third parties with any remedy, claim, liability, reimbursement,
cause of action or other right.
J. Sovereign Immunity; Ratification. Nothing contained in this Agreement shall be
construed to be a waiver of City’s sovereign immunity or any individual’s qualified, good faith
or official immunities. Ratification of this Agreement by a majority of the Mayor and City Council
shall authorize the Mayor to execute this Agreement on behalf of City.
K. No Personal Liability. Nothing herein shall be construed as creating any
individual or personal liability on the part of any of City’s elected or appointed officials, officers,
boards, commissions, employees, representatives, contractors, servants, agents, attorneys or
volunteers. No such individual shall be personally liable to Contractor or any successor in
interest in the event of any default or breach by City or for any amount which may become due
to Contractor or successor or on any obligation under the terms of this Agreement. Likewise,
Contractor’s performance of services under this Agreement shall not subject Contractor’s
individual employees, officers, or directors to any personal contractual liability, except where
Contractor is a sole proprietor. The Parties agree that, except where Contractor is a sole
proprietor, their sole and exclusive remedy, claim, demand or suit for contractual liability shall
be directed and/or asserted only against Contractor or City, respectively, and not against any
elected or appointed official, officers, boards, commissions, employees, representatives,
contractors, servants, agents, attorneys and volunteers.
L. Counterparts; Agreement Construction and Interpretation. This
Agreement may be executed in any number of counterparts, each of which shall be deemed an
original, but all of which taken together shall constitute one and the same instrument. Contractor
represents that it has reviewed and become familiar with this Agreement and has notified City of
any discrepancies, conflicts or errors herein. In the event of a conflict in the terms of this
Agreement and/or the exhibits attached hereto, the terms most beneficial to City shall govern.
The Parties hereto agree that, if an ambiguity or question of intent or interpretation arises, this
Agreement is to be construed as if the Parties had drafted it jointly, as opposed to being construed
against a Party because it was responsible for drafting one or more provisions of the Agreement.
In the interest of brevity, the Agreement may omit modifying words such as “all” and “any” and
articles such as “the” and “an,” but the fact that a modifier or an article is absent from one
Vehicle Maintenance and Repair Agreement | 18
statement and appears in another is not intended to affect the interpretation of either statement.
Words or terms used as nouns in the Agreement shall be inclusive of their singular and plural
forms, unless the context of their usage clearly requires contrary meaning.
M. Force Majeure. Neither City nor Contractor shall be liable for its respective non-
negligent or non-willful failure to perform or shall be deemed in default with respect to the failure
to perform (or cure a failure to perform) any of its respective duties or obligations under this
Agreement or for any delay in such performance due to: (i) any cause beyond its respective
reasonable control; (ii) any act of God; (iii) any change in applicable governmental rules or
regulations rendering the performance of any portion of this Agreement legally impossible; (iv)
earthquake, fire, explosion or flood; (v) strike or labor dispute, excluding strikes or labor disputes
by employees and/or agents of CONTRACTOR; (vi) delay or failure to act by any governmental
or military authority; or (vii) any war, hostility, embargo, sabotage, civil disturbance, riot,
insurrection or invasion. In such event, the time for performance shall be extended by an amount
of time equal to the period of delay caused by such acts, and all other obligations shall remain
intact.
N. Material Condition. Each term of this Agreement is material, and Contractor’s
breach of any term of this Agreement shall be considered a material breach of the entire
Agreement and shall be grounds for termination or exercise of any other remedies available to
City at law or in equity.
IN WITNESS WHEREOF City and Contractor have executed this Agreement, effective
as of the Effective Date first above written.
[SIGNATURES ON FOLLOWING PAGE]
CONTRACTOR
Speed Auto Repair, LLC
§/�V�
Signature: �
Print Name: )q jy )Y wtj
Title: n VU Y1 e r
Member/Manager (LLC)
[CORPORATE SEAL]
(required if corporation)
Attest/Witness:
Signature:
Print Name: L'
Title:
(Assistant) Corporate Secretary (required if corporation)
Attest:
Signature:
Print Name: _
Title: City Clerk
Approved as to form:
City Attorney
CITY OF MILTON, GEORGIA
By: Joe Lockwood, Mayor
[CITY SEAL]
Vehicle Maintenance and Repair Agreement 1 19
Vehicle Maintenance and Repair Agreement | 20
EXHIBIT “A”
CITY OF MILTON REQUEST FOR PROPOSALS
(THIS IS NOT AN ORDER)
RFP Number:
21-CM01 (REISSUANCE)
RFP Title:
City Vehicles Maintenance and Light Repair Services
Due Date and Time: December 8, 2020 at 2:00 pm EST
**Pending updates relating to COVID-19 the City may
conduct the bid opening via a virtual meeting.
Responding bidders will be emailed a meeting link
should the need to hold this type meeting arise.
Number of Pages: 47
ISSUING DEPARTMENT INFORMATION
Issue Date: November 19, 2020
City of Milton
2006 Heritage Walk
Milton, GA 30004
Phone: 678-242-2500
Website: www.cityofmiltonga.us
INSTRUCTIONS TO CONSULTANTS
Electronic Submittal: **Bids must be
submitted electronically via Milton’s
BidNet procurement portal/platform
at www.cityofmiltonga.us
If you have not registered as a vendor
via BidNet we encourage you to
register. There is no cost to join, and
you will be notified of any potential
bid opportunities with the City of
Milton as well as other agencies who
are part of the Georgia Purchasing
Group.
Mark Face of Envelope/Package:
RFP Number: 21-CM01 (REISSUANCE)
Name of Company or Firm
Special Instructions:
Deadline for Written Questions
November 30, 2020 by 5:00 PM
Submit questions online via the BidNet
Direct procurement portal at
www.cityofmiltonga.us
IMPORTANT: SEE STANDARD TERMS AND CONDITIONS
OFFEROS MUST COMPLETE THE FOLLOWING
Offeror Name/Address:
Authorized Offeror Signatory:
(Please print name and sign in ink)
Offeror Phone Number: Offeror FAX Number:
Offeror Federal I.D. Number: Offeror E-mail Address:
OFFERORS MUST RETURN THIS COVER SHEET WITH RFP RESPONSE
2 | RFP 21-CM01 (REISSUANCE)
TABLE OF CONTENTS
Offeror’s RFP Checklist
Disclosure Form
Proposal Letter
Contractor Affidavit and Agreement (eVerify)
Schedule of Events
Section 1: Project Overview and Instructions
Section 2: RFP Standard Information
Section 3: Scope of Services
Section 4: Professional Proposals
Section 5: Cost Proposal
Section 6: Evaluation Criteria
Section 7: Standard Contract Information
Sample Standard Contract
3 | RFP 21-CM01 (REISSUANCE)
OFFEROR’S RFP CHECKLIST
The 10 Most Critical Things to Keep in Mind When Responding to an RFP for the City of Milton
1._______Read the entire document. Note critical items such as: mandatory requirements;
supplies/services required; submittal dates; number of copies required for submittal; funding
amount and source; contract requirements (i.e., contract performance security, insurance
requirements, performance and/or reporting requirements, etc.).
2._______Note the procurement officer's name, address, phone numbers and e-mail address. This is
the only person you are allowed to communicate with regarding the RFP and is an excellent
source of information for any questions you may have.
3._______Attend the pre-qualifications conference if one is offered. These conferences provide an
opportunity to ask clarifying questions, obtain a better understanding of the project, or to notify
the City of any ambiguities, inconsistencies, or errors in the RFP.
4._______Take advantage of the “question and answer” period. Submit your questions to the
procurement officer by the due date listed in the Schedule of Events and view the answers given
in the formal “addenda” issued for the RFP. All addenda issued for an RFP are posted on the City’s
website at http://www.cityofmiltonga.us will include all questions asked and answered concerning
the RFP.
5._______Follow the format required in the RFP when preparing your response. Provide point-by-
point responses to all sections in a clear and concise manner.
6._______ Provide complete answers/descriptions. Read and answer all questions and
requirements. Don’t assume the City or evaluation committee will know what your company
capabilities are or what items/services you can provide, even if you have previously contracted
with the City. The submittals are evaluated based solely on the information and materials provided
in your response.
7._______Use the forms provided, i.e., cover page, sample budget form, certification forms, etc.
8. _______Check the website for RFP addenda. Before submitting your response, check the City’s
website at http://www.cityofmiltonga.us to see whether any addenda were issued for the RFP. If so,
you must submit a signed cover sheet for each addendum issued along with your RFP response.
9. _______Review and read the RFP document again to make sure that you have addressed all
requirements. Your original response and the requested copies must be identical and be
complete. The copies are provided to the evaluation committee members and will be used to
score your response.
10. _______Submit your response on time. Note all the dates and times listed in the Schedule of
Events and within the document and be sure to submit all required items on time. Late submittal
responses are never accepted.
This checklist is provided for assistance only and should not be submitted with Offeror’s response.
4 | RFP 21-CM01 (REISSUANCE)
CITY OF MILTON DISCLOSURE FORM
MUST BE RETURNED WITH PROPOSAL
This form is for disclosure of campaign contributions and family member relations with City
of Milton officials/employees.
Please complete this form and return as part of your RFP package when it is submitted.
Name of Offeror _____________________________________________________
Name and the official position of the Milton Official to whom the campaign contribution
was made (Please use a separate form for each official to whom a contribution has been
made in the past two (2) years.)
_______________________________________________________________________
List the dollar amount/value and description of each campaign contribution made over
the past two (2) years by the Applicant/Opponent to the named Milton Official.
Amount/Value Description
________________ ___________________________________________
________________ ___________________________________________
________________ ___________________________________________
Please list any family member that is currently (or has been employed within the last 12
months) by the City of Milton and your relation:
________________ ___________________________________________
_________________ ___________________________________________
5 | RFP 21-CM01 (REISSUANCE)
RFP# 21-CM01 (REISSUANCE)
PROPOSAL LETTER
MUST BE RETURNED WITH PROPOSAL
We propose to furnish and deliver any and all of the deliverables and services named in
the Request for Proposal (21-CM01, REISSUANCE) City Vehicles Maintenance and Light
Repair Services.
It is understood and agreed that we have read the City’s specifications shown or
referenced in the RFP and that this proposal is made in accordance with the provisions
of such specifications. By our written signature on this proposal, we guarantee and certify
that all items included meet or exceed any and all such City specifications. We further
agree, if awarded a contract, to deliver goods and services which meet or exceed the
specifications. The City reserves the right to reject any or all proposals, waive
technicalities, and informalities, and to make an award in the best interest of the City.
PROPOSAL SIGNATURE AND CERTIFICATION
I understand collusive bidding is a violation of State and Federal Law and can result in
fines, prison sentences, and civil damage awards. I agree to abide by all conditions of
the proposal and certify that I am authorized to sign for my company. I further certify that
the provisions of the Official Code of Georgia Annotated, Sections 45-10-20 et. seq. have
not been violated and will not be violated in any respect.
Authorized Signature______________________________Date_______________________
Print/Type Name______________________________________________________________
Print/Type Company Name Here_______________________________________________
6 | RFP 21-CM01 (REISSUANCE)
CONTRACTOR AFFIDAVIT AND AGREEMENT
MUST BE RETURNED WITH PROPOSAL
STATE OF GEORGIA
CITY OF MILTON
By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A. § 13-
10-91, stating affirmatively that the individual, firm, or corporation which is engaged in the physical
performance of services on behalf of the City of Milton has registered with, is authorized to use
and uses the federal work authorization program commonly known as E-Verify, or any subsequent
replacement program, in accordance with the applicable provisions and deadlines established
in O.C.G.A. § 13-10-91. Furthermore, the undersigned contractor will continue to use the federal
work authorization program throughout the contract period and the undersigned contractor will
contract for the physical performance of services in satisfaction of such contract only with
subcontractors who present an affidavit to the contractor with the information required by
O.C.G.A. § 13-10-91(b).
Contractor hereby attests that its federal work authorization user identification number and date
of authorization are as follows:
_________________________________
eVerify Number
_________________________________
Date of Authorization
_________________________________
Name of Contractor
City Vehicles Maintenance and Light Repair
Services
Name of Project
City of Milton, Georgia
Name of Public Employer
I hereby declare under penalty of perjury
that the foregoing is true and correct.
Executed on ______, ___, 201__ in _____(city),
______(state).
_________________________________
Signature of Authorized Officer or Agent
_________________________________
Printed Name and Title of Authorized Officer
or Agent
SUBSCRIBED AND SWORN BEFORE ME ON
THIS THE ______ DAY OF ______________,201__.
_________________________________
NOTARY PUBLIC
[NOTARY SEAL]
My Commission Expires:
_________________________________
7 | RFP 21-CM01 (REISSUANCE)
SCHEDULE OF EVENTS
Task Date
Issue RFP November 19, 2020
Deadline for Questions November 30, 2020 by 5:00 p.m. EST
Answers Posted by the City
(Addendum) On or about, December 2, 2020
Proposals Due By 2:00 p.m. EST on December 8, 2020
Award Contract December 21, 2020 (proposed)
NOTE: PLEASE CHECK THE CITY WEBSITE (http://www.cityofmiltonga.us) FOR ADDENDA
AND SCHEDULE UPDATES.
8 | RFP 21-CM01 (REISSUANCE)
SECTION 1: PROJECT OVERVIEW AND INSTRUCTIONS
1.0 BACKGROUND AND STATEMENT OF INTENT
The City of Milton is requesting sealed proposals from qualified Offerors with
demonstrated professional competence and experience to provide for the fleet
vehicle maintenance and light repair services as specified in the Scope of Work
(Section 3). The awarded contractor(s) must be located within four (4) road miles
of Milton City Hall or Milton Police Department and have a location of suitable size
and personnel to handle the repair and maintenance of the fleet vehicles without
undue delay. City Hall is located at 2006 Heritage Walk, Milton GA 30004. Milton
Police Department is located at 13690 Highway 9, Milton GA 30004.
The City of Milton may and prefers to award multiple non-exclusive contracts.
However, the City reserves the right to award the RFP to one Contractor if needed.
The City desires a three (3) year agreement which is renewed annually.
A list of existing city vehicles is attached herein as examples only. The number,
make/model and composition may change without prior notice. The selection will
be based on overall price, services, performance, reliability and location
convenience of the offerors. It is the intent to award this RFP to “Full-Service
Providers”. The City reserves the right to award a specific service (i.e. Tires) to an
offeror if it’s in the best interest of the City. The City’s needs are outlined in the
following Request for Proposal (RFP).
All offerors must comply with all general and special requirements of the RFP
information and instructions enclosed herein.
1.1 SINGLE POINT OF CONTACT
From the date this Request for Proposals (RFP) is issued until an Offeror is selected,
Offerors are not allowed to communicate with any City staff or elected officials
regarding this procurement, except at the direction of Honor Motes, Procurement
Manager. Any unauthorized contact may disqualify the Offeror from further
consideration. Contact information for the single point of contact is as follows:
Procurement Office: Honor Motes, Procurement Manager
Address: 2006 Heritage Walk, Milton, GA 30004
Telephone Number: 678-242-2507
E-mail Address: honor.motes@cityofmiltonga.us
1.2 REQUIRED REVIEW
A. Review RFP.
Offerors should carefully review the instructions; mandatory requirements,
specifications, standard terms and conditions, and standard contract set
out in this RFP and promptly notify the procurement office identified
above via e-mail of any ambiguity, inconsistency, unduly restrictive
specifications, or error which they discover upon examination of this RFP.
9 | RFP 21-CM01 (REISSUANCE)
B. Form of Questions.
Offerors with questions or requiring clarification or interpretation of any
section within this RFP must submit their questions via the solicitation link on
BidNet Direct, the procurement portal on the City’s website, on or before
5:00 PM (EST) on November 30, 2020. Each question must provide clear
reference to the section, page, and item in question. Questions
received after the deadline may not be considered.
C. City’s Answers.
The City will provide an official written answer to all questions on or about
December 2, 2020. The City's response will be by formal written addendum.
Any other form of interpretation, correction, or change to this RFP will not
be binding upon the City. Any formal written addendum will be posted
alongside the posting of the RFP at http://www.cityofmiltonga.us . Offerors
must sign and return any addendum with their RFP response.
D. Standard Contract.
By submitting a response to this RFP, Offeror agrees to acceptance of the
City’s standard contract. Much of the language included in the standard
contract reflects requirements of state law. Requests for exceptions to the
standard contract terms, or any added provisions must be submitted to
the procurement office referenced above by the date for receipt of
written/e-mailed questions or with the Offeror’s RFP response and must
be accompanied by an explanation of why the exception is being taken
and what specific effect it will have on the Offeror’s ability to respond
to the RFP or perform the contract. The City reserves the right to address
non-material, minor, insubstantial requests for exceptions with the highest
scoring Offeror during contract negotiation. Any material, substantive,
important exceptions requested and granted to the standard terms and
conditions and standard contract language will be addressed in any
formal written addendum issued for this RFP and will apply to all
Professionals submitting a response to this RFP.
E. Mandatory Requirements.
To be eligible for consideration, an Offeror must meet the intent of all
mandatory requirements. The City will determine whether an Offeror’s RFP
response complies with the intent of the requirements. RFP responses that
do not meet the full intent of all requirements listed in this RFP may be
subject to point reductions during the evaluation process or may be
deemed non-responsive.
1.3 NON-DISCRIMINATION
All qualified applicants will receive consideration without regard to age, handicap,
religion, creed or belief, political affiliation, race, color, sex or national origin.
10 | RFP 21-CM01 (REISSUANCE)
1.4 SUBMITTING PROPOSALS
Offerors must organize their proposals into sections that follow the following format.
A. Submittal Requirements.
Proposals shall include the following:
1. City of Milton request for proposal cover page (information entered
and signed: first page of this document)
2. City of Milton Disclosure form (signed)
3. City of Milton Proposal letter (information entered)
4. Technical Proposal:
Each Technical Proposal Shall be:
1. No more than ten (10) single sided pages
2. Cover page(s), table of contents, tabs, and required forms
do not count toward the page limit
a. Minimum of 11-point font
Each Technical Proposal Shall Contain:
a. Offeror Qualifications – include project staffing,
qualifications of the team, and what sets the team apart
b. Work Plan – provide an anticipated project schedule, any
anticipated challenges, and any innovative approaches
1. Related Projects and References - Describe any similar
projects with references and the degree of
involvement of the team
c. Pricing (See Section 5.0)
5. Applicable Addenda Acknowledgement Forms (if necessary)
Offerors must organize their proposal into sections that follow the format of
Section 1.4 and Section 5.0.
B. Failure to Comply with Instructions.
Offerors failing to comply with these instructions may be subject to point
deductions. The City may also choose to not evaluate, may deem non-
responsive, and/or may disqualify from further consideration any
qualifications that do not follow this RFP format, are difficult to understand,
are difficult to read, or are missing any requested information.
C. Copies Required and Deadline for Receipt of Proposals.
Proposals must be submitted electronically via Milton’s BidNet procurement
portal/platform at www.cityofmiltonga.us . Proposals will be opened at
approximately 2:30 p.m. and names of Firms will be announced. **Pending
updates relating to COVID-19, the City may conduct the bid opening via a
virtual meeting. Responding offerors will be emailed a meeting link should the
need to hold this type meeting arise.
D. Late Proposals.
Regardless of cause, late proposals will not be accepted and will
automatically be disqualified from further consideration. It shall be the
Offeror’s sole risk to assure proposals are submitted via the BidNet Direct
11 | RFP 21-CM01 (REISSUANCE)
procurement portal by the designated time. Late proposals will not be
accepted.
1.5 OFFEROR'S CERTIFICATION
A. Understanding of Specifications and Requirements
By submitting a response to this RFP, Offeror agrees to an understanding of
and compliance with the specifications and requirements described in this
RFP.
B. Offer in Effect for 120 Days
A proposal may not be modified, withdrawn or canceled by the offeror for a
120-day period following the deadline for proposal submission as defined in
the Schedule of Events, or receipt of best and final offer, if required, and
offeror so agrees in submitting the proposal.
The City of Milton may, in the event the selected proposer fails to perform
and/or the contract is terminated within forty-five days of its initiation, request
the proposer submitting the next acceptable proposal to honor its proposal.
1.6 COST OF PREPARING PROPOSALS
A. City Not Responsible for Preparation Costs.
The costs for developing and delivering responses to this RFP and any
subsequent presentations of the proposal as requested by the City are
entirely the responsibility of the Offeror. The City is not liable for any expense
incurred by the Offeror in the preparation and presentation of their
proposals.
B. All Timely Submitted Materials Become City Property.
All materials submitted in response to this RFP become the property of the
City of Milton and are to be appended to any formal documentation,
which would further define or expand any contractual relationship
between the City and Offeror resulting from this RFP process.
SECTION 2: RFP STANDARD INFORMATION
2.1 AUTHORITY
This RFP is issued under the authority of the City of Milton. The RFP process is a
procurement option allowing the award to be based on stated evaluation criteria.
The RFP states the relative importance of all evaluation criteria. No other evaluation
criteria, other than as outlined in the RFP, will be used.
12 | RFP 21-CM01 (REISSUANCE)
2.2 OFFEROR COMPETITION
The City encourages free and open competition among Offerors. Whenever
possible, the City will design specifications, proposal requests, and conditions to
accomplish this objective, consistent with the necessity to satisfy the City’s need
to procure technically sound, cost-effective services and supplies.
2.3 RECEIPT OF PROPOSALS AND PUBLIC INSPECTION
A. Public Information.
All information received in response to this RFP, including copyrighted
material, is deemed public information and will be made available for
public viewing and copying after the time for receipt of qualifications has
passed, and the award has been made, with the following four
exceptions: (1) bona fide trade secrets meeting confidentiality
requirements that have been properly marked, separated, and
documented; (2) matters involving individual safety as determined by the
City of Milton; (3) any company financial information requested by the
City of Milton to determine vendor responsibility, unless prior written
consent has been given by the Offeror; and (4) other constitutional
protections.
B. Procurement Officer Review of Proposals.
Upon opening the submittals received in response to this RFP, the
procurement office will review the proposals and separate out any
information that meets the referenced exceptions in Section 2.2(A) above,
providing the following conditions have been met:
1. Confidential information is clearly marked and separated from the rest
of the submittal.
2. An affidavit from an Offeror’s legal counsel attesting to and explaining
the validity of the trade secret claim is attached to each submittal
containing trade secrets. Please contact Honor Motes, Procurement
Manager, for additional information.
Information separated out under this process will be available for review
only by the procurement office, the evaluation committee members, and
limited other designees. Offerors must be prepared to pay all legal costs
and fees associated with defending a claim for confidentiality in the event
of a “right to know” (open records) request from another party.
2.4 CLASSIFICATION AND EVALUATION OF PROPOSALS
A. Initial Classification of Proposals as Responsive or Nonresponsive.
Proposals may be found nonresponsive at any time during the
evaluation process or contract negotiation, if any of the required
information is not provided; the submitted price is found to be excessive
or inadequate as measured by criteria stated in the RFP; or the qualification
is not within the specifications described and required in the RFP. If a
qualification is found to be nonresponsive, it will not be considered further.
13 | RFP 21-CM01 (REISSUANCE)
B. Determination of Responsibility.
The procurement office will determine if an Offeror has met the standards
of responsibility. Such a determination may be made at any time
during the evaluation process and through contract negotiation if
information surfaces that would result in a determination of nonresponsive.
C. Evaluation of Proposals.
The evaluation committee will evaluate the remaining proposals and
recommend whether to award the contract to the highest scoring Offeror
or, if necessary, to seek discussion/negotiation in order to determine the
highest scoring Offeror. All responsive proposals will be evaluated based
on stated evaluation criteria. In scoring against stated criteria, the City
may consider such factors as accepted industry standards and a
comparative evaluation of all other qualified RFP responses. These scores
will be used to determine the most advantageous offering to the City.
D. Completeness of Proposals.
Selection and award will be based on the Offeror’s proposals and other
items outlined in this RFP. Submitted responses may not include references
to information located elsewhere, such as Internet websites or libraries,
unless specifically requested. Information or materials presented by
Offerors outside the formal response or subsequent
discussion/negotiation, if requested, will not be considered, will have no
bearing on any award, and may result in the Offeror being disqualified
from further consideration.
E. Opportunity for Discussion/Negotiation and/or Oral Presentation/Product
Demonstration.
After receipt of all proposals and prior to the determination of the
award, the City may initiate discussions with one or more Offerors should
clarification or negotiation be necessary. Offerors may also be required to
make an oral presentation and/or product demonstration to clarify their
RFP response or to further define their offer. In either case, Offerors should
be prepared to send qualified personnel to Milton, Georgia to discuss
technical and contractual aspects of the submittal. Oral presentations
and product demonstrations, if requested, shall be at the Offeror’s expense.
F. Best and Final Offer.
The “Best and Final Offer” is an option available to the City under the RFP
process which permits the City to request a “best and final offer” from
one or more offerors if additional information is required to make a final
decision. Offerors may be contacted asking that they submit their “best
and final offer,” which must include any and all discussed and/or
negotiated changes. The City reserves the right to request a “best and final
offer” for this RFP, if any, based on price/cost alone.
14 | RFP 21-CM01 (REISSUANCE)
G. Evaluation Committee Recommendation for Contract Award.
The evaluation committee will provide a written recommendation for
contract award.
H. Request for Documents Notice.
Upon concurrence with the evaluation committee’s recommendation for
contract award, the procurement officer may issue a “Request for
Documents Notice” to the highest scoring Offeror to obtain the required
insurance documents, contract performance security, and any other
necessary documents. Receipt of the “Request for Documents Notice”
does not constitute a contract and no work may begin until a contract
signed by all parties is in place.
I. Contract Negotiation.
The procurement officer and/or city department representatives may
begin contract negotiation with the responsive and responsible Offeror
whose submittal achieves the highest score and is, therefore, the most
advantageous to the City. If contract negotiation is unsuccessful or the
highest scoring Offeror fails to provide necessary documents or information
in a timely manner, or fails to negotiate in good faith, the City may
terminate negotiations and begin negotiations with the next highest
scoring Offeror.
J. Contract Award.
Contract award, if any, will be made to the highest scoring Offeror
who provides all required documents and successfully completes
contract negotiation.
2.5 RIGHTS RESERVED
While the City has every intention to award a contract as a result of this RFP, issuance
of the RFP in no way constitutes a commitment by the City of Milton to award
and execute a contract. Upon a determination such actions would be in its best
interest, the City, in its sole discretion, reserves the right to:
1. Modify, cancel or terminate this RFP,
2. Reject any or all proposals received in response to this RFP,
3. Select an Offeror without holding interviews,
4. Waive any undesirable, inconsequential, or inconsistent provisions of this RFP
which would not have significant impact on any submittal,
5. To request further documentation or information, and to discuss a RFP
submittal for any purpose in order to answer questions or to provide
clarification,
6. Award a portion of this RFP or not award any portion of this RFP if it is in the
best interest of the City not to proceed with contract execution; or
7. If awarded, terminate any contract in accordance with the terms and
conditions of the contract if the City determines adequate funds are not
available.
15 | RFP 21-CM01 (REISSUANCE)
SECTION 3: SCOPE OF PROJECT
3.0 PROJECT – Vehicles to be serviced (Subject to Change):
Year Make Model
Police
2007 Ford #7 Crown Victoria - Black
2007 Ford Crown Vic Charcoal
2007 Ford 119 Expedition XLT 4x2
2007 Toyota Tacoma
2010 Ford(CID) Explorer
2012 Ford Explorer
2013 Ford Police Interceptor SUV
2013 Ford Police Interceptor SUV
2013 Ford Police Interceptor SUV
2013 Ford Taurus SD
2013 Chevy (CID) Tahoe
2013 Dodge(CID) Charger
2013 Dodge(CID) Charger
2014 Ford Police Interceptor SUV
2014 Ford Police Interceptor SUV
2014 Ford Police Interceptor SUV
2014 Ford Police Interceptor SUV
2014 Ford Police Interceptor SUV
2015 Ford(Hybrid) Fusion
2015 Dodge(Manager) Durango
2015 Ford(CID) Explorer
2015 Ford Police Interceptor SUV
2015 Ford Police Interceptor SUV
2015 Ford Police Interceptor SUV
2015 Ford Police Interceptor SUV
2015 Ford Police Interceptor SUV
2015 Ford Police Interceptor SUV
2015 Ford Police Interceptor SUV
2015 Ford Police Interceptor SUV
2016 Ford Police Interceptor SUV
2016 Ford Police Interceptor SUV
2016 Ford Police Interceptor SUV
2016 Ford Police Interceptor SUV
2017 Ford(Training) F150 V8
2017 Ford(Chief) Police Interceptor SUV
2017 Ford Police Interceptor SUV
2017 Ford Police Interceptor SUV
16 | RFP 21-CM01 (REISSUANCE)
2017 Ford Police Interceptor SUV
2017 Ford Police Interceptor SUV
2018 Ford Police Interceptor SUV
2019 Ford F150
2019 Ford F150
2019 Ford F150
2019 Ford Police Interceptor SUV
2019 Ford Police Interceptor SUV
2019 Ford Police Interceptor SUV
2020 Ford Police Interceptor SUV
2020 Ford Police Interceptor SUV
2020 Ford Police Interceptor SUV
2020 Ford Police Interceptor SUV
2020 Ford Police Interceptor SUV
2020 Ford Police Interceptor SUV
2004 Dodge Ram Diesel
City Administration
2007 Ford Fusion
2010 Ford Explorer
2010 Ford Explorer
2010 Ford F150
2015 Ford Escape
2015 Ford Explorer
2015 Ford F250
2016 Ford F250 Super Duty
2019 Ford F250
2019 Ford F150
2020 Ford F150
Fire Administration
2010 Ford F150
2012 Ford Expedition
2013 Ford Explorer
2013 Ford Explorer
2014 Ford F250
2014 Ford Expedition
2016 Ford Explorer
2016 Ford Explorer
2017 Ford F150
2017 Ford F150
17 | RFP 21-CM01 (REISSUANCE)
3.1 SERVICE REQUIREMENTS – Included but not limited to the following:
Regular Oil change
Synthetic oil change
Synthetic oil change (Over 6QTS)
Transmission flushes
Coolant Flush
Fuel Induction Service
Differential Service
O2 Sensors
Timing Chain
Water Pump
Fan Belt
Tune Up (wires,plugs)
Fuel rail
Air filter
Cabin Air Filter
Mass air flow sensor
Abs Module
Radiator Replacement
Tire Pressure Sensors
Mount/Balance/Install Tires
Alignment 4 Wheel
Tire Rotation
Front Control Arm
Shocks and Struts
Battery Replacement
Bulbs Headlight
Bulbs taillights
Bulbs blinkers
Windshield wipers
Brakes
Rotors
Brake Fluid Flush
Ac Fan motor
Ac Flush
Alternator
Belt Tensioner
Coolant Fan
100,000 mile service
Emissions Testing
Motor Mounts / Transmission Mounts
18 | RFP 21-CM01 (REISSUANCE)
3.3 TIME REQUIREMENTS – below are from arrival to departure (Priority Service):
Oil changes in 25 minutes or less
Tires installed, balanced and aligned in 45 minutes or less
All lights checked on every service call (except light bar/emergency lights)
and repaired.
Transmission flush completed in 45 minutes or less
All other services “as soon as possible”
SECTION 4: OFFEROR PROPOSALS
4.0 CITY’S RIGHT TO INVESTIGATE
The City may make such investigations as deemed necessary to determine
the ability of the Offeror to provide the supplies and/or perform the services
specified.
4.1 OFFEROR INFORMAL REQUIREMENTS
Offerors interested in providing the services described in this RFP should be able to
demonstrate experience in the areas described in Section 3.
19 | RFP 21-CM01 (REISSUANCE)
SECTION 5: COST PROPOSAL ~ Return with Proposal in a Separate File (3 pages)
♦ MUST BE RETURNED WITH PROPOSAL IN A SEPARATE FILE ♦
The offeror’s cost proposal shall be signed by an authorized agent of the company.
All three (3) pages of the Cost Proposal must be returned with proposal.
The undersigned Offeror, having familiarized themselves with the work required by
the RFP, the solicitation documents, the site where the work is to be performed, all
laws, regulations, and other factors affecting performance of the work, and having
satisfied itself/himself/herself of the expense and difficulties attending performance
of the work; Hereby proposes and agrees, if this offer for the above named project
is accepted to enter into a contract to perform all work necessary to the successful
completion of the contract; and to supply all required submittals as indicated or
specified in the RFP and the bid documents to be performed or furnished by Offeror
for the total contract price of:
Please complete the “Fixed Cost Per Unit” column below and return with proposal.
(See Attached Schedule)
20 | RFP 21-CM01 (REISSUANCE)
Servi ce
requirements
Estimated
Yearly
Quantity
Fixed Cost per unit
Total
Regular Oil change < 25 minutes 120
Synthetic oil change < 25 minutes 40
Synthetic oil change(Over 6QTS)
Transmission flushes 50
Coolant Flush 30
Fuel Induction Service 40
Differential Service(front/rear)
O2 Sensors
Timing Chain
Water Pump (SUV)
Fan Belt
Tune Up (wires,plugs) 60
Fuel rail 15
Air filter 50
Cabin Air Filter
Mass air flow sensor 12
Abs Module 12
Radiator Replacement 14
Tire Pressure Sensors
Mount/Balance/Install Tires
Alignment 4 Wheel
Tire Rotation
Front Control Arm 5
Shocks and Struts 10
Battery Replacement 20
Bulbs Headlight 25
Bulbs taillights 50
Bulbs blinkers 50
Windshield wipers 80
Brakes 50
Rotors 10
Brake Fluid Flush (Every 12 months)
Ac Fan motor 10
Ac Fl ush 10
Alternator 10
Belt Tensioner
Coolant Fan 10
100,000 mile service 35
Emissions Testing
Motor Mounts
21 | RFP 21-CM01 (REISSUANCE)
In addition to the above services, please provide the rate per hour schedule for services
not covered above:
• Business hours rate $ ________________
Written in words $_______________________________________________________________
• After hours rate $ _________________
Written in words $ _______________________________________________________________
Please describe your hours of operation and how it meets our priority service requirements:
______________________________________________________________________________________
_______________________________________________________________________________
_______________________________________________________________________________
_______________________________________________________________________________
_______________________________________________________________________________
_____________________________________________________________________________
Print/Type Company Name Here: ____________________________________________
Authorized
Signature________________________________________Date_______________________
Print/Type
Name_______________________________________________________________________
Print/Type
Title_________________________________________________________________________
Grand Total
22 | RFP 21-CM01 (REISSUANCE)
SECTION 6: EVALUATION CRITERIA
6.0 EVALUATION CRITERIA
The evaluation committee will review and evaluate the proposals according to the
criteria listed below. Proposals not meeting the minimum technical requirements
and those who are non-responsive will not be considered. Positive or negative City
of Milton experiences are part of the evaluation. Lack of service experience with
the City is not a detriment to the evaluation as long as positive references and
experiences can be produced. The City reserves the right to test service at any
vendor shop for evaluation purposes. Location evaluation is determined by
proximity to City Hall and Milton Police Department. The City may request short-
listed proposers to meet with the City’s Evaluation Committee for evaluation
purposes.
Proposal Evaluation Criteria:
• Ability, Location, Hours of Operation, References, Service 50%
Experience, Performance Liability, and City of Milton
Experience (if any)
• Price (Section 5.0) 50%
1. Interviews and Product Demonstration
If applicable, short-listed Firms will be invited to make a presentation to the City of
Milton. At this time, they can provide live demonstrations and discuss the benefits
with the City. A question and answer will follow the presentation.
2. Final Ranking
Upon completion of the interviews and demonstrations, the evaluation committee
will rank the short-listed proposals based on a combination of the evaluation scores.
The City has the right to award this contract solely based upon review of the
submitted proposals and subsequent negotiations.
23 | RFP 21-CM01 (REISSUANCE)
SECTION 7: STANDARD CONTRACT INFORMATION
7.0 STANDARD CONTRACT
The City’s standard contract is attached to this document as Appendix A. Offeror
should notify the City of any terms within the standard contract that preclude them
from responding to the RFP. This notification must be made by the deadline for
receipt of written/e-mailed questions or with the Offeror’s RFP response. Any
requests for material, substantive, important exceptions to the standard contract
will be addressed in any formal written addendum issued by the procurement
officer in charge of the solicitation. The City reserves the right to address any non-
material, minor, insubstantial exceptions to the standard contract with the highest
scoring Offeror at the time of contract negotiation.
7.1 ADDITIONAL CONTRACT PROVISIONS AND TERMS
This RFP and any addenda, the Offeror’s RFP response, including any amendments,
a best and final offer, any clarification question responses, and any negotiations
shall be included in any resulting contract. The City’s standard contract, attached
as Appendix A, contains the contract terms and conditions which will form the basis
of any contract negotiated between the City and the highest scoring Offeror. The
contract language contained in Appendix A does not define the total extent of
the contract language that may be negotiated. In the event of a dispute as to the
duties and responsibilities of the parties under this contract, the contract, along with
any attachments prepared by the City, will govern in the same order of
precedence as listed in the contract.
7.2 SUBCONTRACTOR
The highest scoring Offeror will be the prime contractor if a contract is awarded
and shall be responsible, in total, for all work of any sub-contractors. All sub-
contractors, if any, must be listed in the proposals. The City reserves the right to
approve all sub-contractors. The Contractor shall be responsible to the City for the
acts and omissions of all sub-contractor or agents and of persons directly or
indirectly employed by such sub-contractor, and for the acts and omissions of
persons employed directly by the Contractor. Further, nothing contained within this
document or any contract documents created as a result of any contract awards
derived from this RFP shall create any contractual relationships between any
subcontractor and the City.
7.3 GENERAL INSURANCE REQUIREMENTS
See sample contract.
7.4 COMPLIANCE WITH WORKERS’ COMPENSATION ACT
The Contractor is required to supply the City of Milton with proof of compliance with
the Workers’ Compensation Act while performing work for the City. Neither the
Contractor nor its employees are employees of the City. The proof of
24 | RFP 21-CM01 (REISSUANCE)
insurance/exemption must be received by the City of Milton within ten (10) working
days of the Request for Documents Notice and must be kept current for the entire
term of the contract.
CONTRACTS WILL NOT BE ISSUED TO OFFERORS WHO FAIL TO PROVIDE THE REQUIRED
DOCUMENTATION WITHIN THE ALLOTTED TIME FRAME.
7.5 COMPLIANCE WITH LAWS
The Contractor must, in performance of work under this contract, fully comply with
all applicable federal, state, or local laws, rules and regulations, including the Civil
Rights Act of 1964, the Age Discrimination Act of 1975, the Americans with
Disabilities Act of 1990, and Section 504 of the Rehabilitation Act of 1973. Any
subletting or sub-contracting by the Contractor subjects sub-contractors to the
same provision. The Contractor agrees that the hiring of persons to perform the
contract will be made on the basis of merit and qualifications and there will be no
discrimination based upon race, color, religion, creed, political ideas, sex, age,
marital status, physical or mental disability, or national origin by the persons
performing the contract.
7.6 CONTRACT TERMINATION
See sample contract.
~ SAMPLE CONTRACT INTENTIONALLY OMITTED ~
1 | Page
RFP 2 1 -CM01(R)-Addendum #1
ACKNOWLEDGEMENT
RECEIPT OF ADDENDUM #1
RFP 21-CM01(R) - reissuance
Upon receipt of documents, please email, fax or mail this page to:
City of Milton
Attn: Honor Motes, Purchasing Office
2006 Heritage Walk
Milton, GA 30004
Phone: 678-242-2500
Fax: 678-242-2499
Email: honor.motes@cityofmiltonga.us
I hereby acknowledge receipt of documents pertaining to the above referenced
RFP.
COMPANY NAME: ___________________________________________
CONTACT PERSON: _________________________________________
ADDRESS: __________________________________________________
CITY: _________________ STATE: ____________ ZIP: _____________
PHONE: ______________________ FAX: _________________________
EMAIL ADDRESS: ___________________________________________
____________________________________ ______________________
Signature Date
ADDENDUM #1
2 | Page
RFP 2 1 -CM01(R)-Addendum #1
ADDENDUM #1
RFP 21-CM01 (R) - reissuance
Questions and Answers
This Addendum forms a part of the contract documents and modifies the original RFP
documents as noted below:
1. Since this a reissuance of the solicitation, Can the service area be wider than the
4 mile radius?? page 8 section 1.0 of the solicitation reads: The awarded
contractor(s) must be located within four (4) road miles of Milton City Hall or
Milton Police Department and have a location of suitable size and personnel to
handle the repair and maintenance of the fleet vehicles without undue delay.
City Hall is located at 2006 Heritage Walk, Milton GA 30004. Milton Police
Department is located at 13690 Highway 9, Milton GA 30004. By the solicitations
limited area, you are only qualifying 2 possible service locations both specializing
in tires not vehicle maintenance. - Due to time constraints, we will have to keep it
at the listed distance. We can't go farther due to officers and employees being
on duty during repairs.
Vehicle Maintenance and Repair Agreement | 21
EXHIBIT “B”
City of Milton
City Vehicles Maintenance and Light Repair Services
RFP No. 21-CM01
December 4, 2020
Envelope #1 Technical Proposal – Speed Auto Repair
QM -k
SPEED AUTO REPAIR
Table of Contents Page
Preface
• First Page of RFP 21-CM01
• Cover letter
Introduction.............................................................................................................I
1.5 Qualifications and Expertise............................................................................ 2
1.5.2 Project Staffing.................................................................................................3-4
1.5.3 Work plan, Approach and Understanding.....................................................5-'7
Additional Information...................................................................................... 8
References.......................................................................................................... g
Expense to the City for Services ...................................................see envelope #2
Appendix......................................................................................................................................10
■ Required RFP Forms
• Certifications
Qlpht
G,��no M V* A/MIM
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MAB LiSIiW 2006
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TY OF 111llTN . WCUST FSR PRaP5AC5
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(THIS OT Alh OR...
RFP Number:
RFP Title:
21-CMO1
City Vehicles Maintenance and light Repair Services
Due Date and Time: November 5, 2020 at 2:00 pm EST
,r
**Pending updates relating to COVID-l9 the City may
5895 Atlanta Highway
conduct the bid opening via a virtual meeting.
Responding bidders will be emailed a meeting link
Number of Pages: 47
should the need to hold this type meeting arise.
Offeror Phone Number: 770-751-7074
ISSUIN. ;QEPARTMENT I.NF•ORIvIATI N
Issue Date: October 15, 2020
City of Milton
Phone: 678-242-2500
2004 Heritage Walk
85-1249830
Milton, GA 30004
Website: &Ww. 5; 11yofmiltoncia.uS
INSTRUCTIONS TO CONSULTANTS
Electronic Submittal: **Bids must be
Mark Face of Envelope/Package:
submitted electronically via Milton's
RFP Number: 21 -CMO 1
BidNet procurement portal/platform
Name of Company or Firm
atwww. cit ofmilton a.us
Special Instructions:
Deadline for Written Questions
If you have not registered as a
October 26, 2020 by 5:00 PM
vendor via BidNet we encourage you
to register. There is no cost to join,
and you will be notified of any
Submit questions online via the Bid Net
potential bid opportunities with the
Direct procurement portal at
City of Milton as well as other
www•cityofmitfonga.us
agencies who are part of the
Georgia Purchasing Group.
IMPORTANT-, SEE STANDARD TERMS` 4ND CQND.ITIQN ::.........
oEFiTRos NtUST COti1PLE7ETi4E F.mOV'rf:;''
:;:.
Offeror Name/Address:
Authorized Offeror Signatory -
Speed Auto Repair
,r
,�.•
5895 Atlanta Highway
Jim Brown -Owner
Alpharetta, GA 30004
Please print name an si
Offeror Phone Number: 770-751-7074
Offeror FAX Number:
Offeror Federal I.D. Number:
Offeror E-mail Address: lmmyspeed®bellsoufh_.net
85-1249830
'::QFFERORS MOST RETUR ,TFIIS COVE SHEEi.WfM RFP �$ ]NSE
2006 Heritage Walk Milton, GA 30004 P: 678,242,2500 [ F: 678.242,2499 infa@acityofrniltonga.us I www.cityofmiltonga.us
0000
QMW
SPEED AUTO REPAIR
November 5, 2020
Mm Brown
City of Milton Business Owner
Re: Purchasing RFP 21-CM01
2oo5 Heritage Walk 'iunbro%vn [Ir$ ecdautore air.coiii
Milton, GA 30004 Business: (T7o) 751-7o74
Cell: (404) 787-8374
RFP: zx-CMoi Vehicle Maintenance and Light Repair Services
Dear Evaluation Committee;
We are pleased to present our response to support the City of Milton (City) with a
comprehensive service plan for your City's Vehicle Maintenance and Light Repairs Contract,
With Speed Auto Repair as your partner, you can rely on us for tap -tier, "Priority Service" at a
price point that meets and exceeds your expectations while ensuring the performance, reliability
and safety of your vehicle fleet.
Speed Auto Repair is a family owned business servicing Roswell, Alpharetta and metropolitan
Atlanta for over 3o years. We continue to support the local community through multiple school
sports and club programs. During the month of October, Speed Auto Repair participates in the
Brakes for Breasts charity organization in support of the Cleveland Clinic Breast Cancer Vaccine
Fund.
We take pride in hiring and developing the finest technicians through ongoing education and
training with industry standard "Automotive Service Excellence (ASE)", Georgia Clean Air Force
with additional training through our suppliers like BG Products. Our two locations are clean,
well maintained and have "state of the art" equipment. We are capable of servicing all vehicle
and light truck makes and models.
Thank you for giving us the opportunity to submit our proposal as your Vehicle Maintenance
and Light Repair Service contractor. We look forward to providing excellent efficient service that
will exceed your expectations.
With best regards,
JimB wn
Busin ss Owner
Speed Auto Repair Alpharetta 5895 Atlanta Highway, Alpharetta, GA 30004 1770-751-7074
Speed Auto Repair Roswell 11345 Alpharetta Highway, Roswell, GA 3076 1 T70-654-5968
About Speed Auto repair
Speed Auto Repairs was founded in 1989 as a
Georgia Limited Liability Company. Jim Brown
began his career in the Automotive Repair industry
with Speedy Oil Change when the business opened.
Knowing that Jim was eager to learn all aspects of
the business, the owner mentored and developed
Jim's skills and expertise so one day he may own
his own business. This day came in 2001 when Jim
became owner of Speedy Oil Change, Roswell,
Georgia. With a desire of becoming a "one stop"
shop for all vehicle maintenance and repair needs,
Jim rebranded his business to Speed Auto Repair.
We service all makes and models of vehicles and
remain focused on providing consistent,
outstanding service, performed strictly according to
each vehicle's manufacture recommendations.
Through organic growth, Speed Auto Repair
acquired a second location formerly Alpharetta Auto
Service Center a family business servicing
Alpharetta and Milton since 1990.
Speed Auto Repair
5895 Atlanta Highway
Alpharetta, Georgia 30004
Jim Brown
Business Owner
j i m myspeed @ he I Isouth. net
770-751-7074
Founded 1989
Two locations, 18 Employees
www.speedautorepair.com
rae�
Our certified Automotive Service Excellence (ASE) technicians are experienced with all makes
and models of vehicles and utilize the industry's finest diagnostic equipment and tools. Our staff
participates in ongoing continual education training through ASE, Georgia Clean Air Force, BG
Products and other agencies and firms partnering with Speed Auto Repair.
Our commitment to service and our reputation for integrity has allowed us to continually attract
and retain some of the brightest and most experienced technicians in our industry.
We know your City's fleet is important!
We know that keeping your fleet driving down the road is an absolute necessity for your
City! The last thing you need is to have vehicle failure and costly interruptions to especially your City.
Our fleet maintenance and repair management program tackles all aspects of vehicle maintenance and
repairs both preventive and corrective. At Speed Auto Repair, your fleet vehicles will receive "priority
service" with consultative solutions while providing quality service, reasonable and economical prices,
with a fast turn -around. Speed Auto Repair is family-owned, two convenient locations with
state of the art equipment with our Alpharetta location being less than g miles from your Public Safety
Complex. Speed Auto Repair will make sure that all staff is properly trained and certified as deemed
appropriate to perform preventive maintenance and corrective repairs on every make and model in
your City's fleet. We will collaborate with your staff in designing and implementing SOP's that are
acceptable and mandatory when servicing your specific department vehicles (Police, Fire Admin, City
Hall, Public Works).
sawn num aff e.
1.5.1 Qualifications
Serving Roswell, Alpharetta, and Metro Atlanta for over 3o years, Speed Auto Repair is the oldest
family-owned and operated Automotive Oil Change, Tune up and Repair shop in the Roswell and
Alpharetta, GA community. We service all makes and models and we remain focused on providing
consistent, outstanding service, performed strictly according to each vehicle's manufacturer
recommendations. We believe that a relationship rased on respect, trust and confidence is what keeps
our retail and fleet customers driving in our bays every time their cars need routine maintenance and
repairs.
We have two convenient locations: our Roswell shop, located at 11345 Alpharetta Highway, is less than
4 miles from Milton City Hall and our Alpharetta shop, located at 5895 Atlanta Highway, is less than 3
miles from the City of Milton Public Safety Complex. We are open from SAM to 6PM Monday through
Friday at both locations and our Roswell location is also open from SAM to 4PM on Saturday.
Between our two locations, we have a total of 18 bays to service your fleet. All of our mechanics are
ASE certified and we offer a 3 year, 36,000 mile warranty on all repairs. With a combined staff of 18,
we will be able to meet all of your preventive and corrective vehicle maintenance and repair needs in a
timely manner. Our staff average 25 years of automotive industry experience and participate in
required and optional training and continual education programs throughout the year. Furthermore,
we partner with BG Products, Inc. to source high quality parts for your vehicles. BG has agreed to
stock our shelves with the majority of the parts needed to service your fleet. This will allow us to
quickly service and/or repair your vehicles without having to wait for parts to be delivered, thus
cutting down on vehicle turn -around time.
Speed Auto Repair has an outstanding track record servicing fleet and commercial accounts. Speed's
Fleet Service Advantage includes:
■ Priority service for hath preventive maintenance, minor and major repairs.
• Ability of free pickup and drop off service to you
• Free courtesy shuttle should an employee need to leave a vehicle for repair
• Loaner cars available to return back to your facility if needed
• Discounted prices on all services, parts and labor rates
• Corrective repair estimates including options for parts (OEM, National brand, Private brand)
• Vehicle service records and reports
■ In person fleet maintenance and servicing reviews based on your needs
■ Automatic enrollment of BG Lifetime Protection plan (certain limitations apply)
• Complimentary Roadside Assistance
Our experience includes currently servicing 16 fleet accounts. Our largest customer has over 70
vehicles so we are accustomed to servicing a large amount of vehicles in an efficient manner. Due to
organic growth and success over the years at our Roswell location, Speed Auto Repair acquired a
second location, formerly Alpharetta Service Center located less than 3 miles from the City of Milton
Public Safety Complex. Speed Auto Repair Alpharetta location will provide service excellence from
our 5895 Atlanta Highway, Alpharetta, Georgia location with the option for your City to utilize our
Roswell location. Priority service shall never be a problem having the flexibility to transfer staff from
our Roswell to accommodate other customers while the same mechanics and technicians always
service your vehicles.
1.5.2 Staffing
Team
Areas of
Leads
Responsibility
Qualifications
Jinni Brown
Client Relationsliip
Manager:
• 30+ years in the Auto
• Oversee management at
Repair Business
both locations
40
Ensure customer
■ Owner since 2ooi
satisfaction
■ Marketing and
Community contact
• Problem Resolution
Karen Brown
Billing:
■ Responsible for all
• Accounting degree
billing at both locations
■ Over 26 years of
• Customer contact for all
accounting experience
invoice/billing issues for
the City of Milton
Tim McCord
Manager/Service Advisor:
(Roswell)
■ 20 years in the Auto
• Management of Roswell
Repair Business
store
• Supervises 6+ people
■ 17 years as Manager at
• Sell maintenance and
Speed Auto Repair
repair jobs/order parts
• Interact with customers
Justin Reyes
Manager/Service Advisor:
(Alpharetta)
• Track Mechanic in USA
• Management of
Army
Alpharetta location
■ Supervises 6+ people
• ASE Certified Mechanic
• Sell maintenance and
repair jobs/order parts
• 20 years in the Auto
Interact with customers
Repair Business
Staffing Continued:
Team
Areas of
Experience &
Leads
Responsibility
Qualifications
Mark
Gray
Lead Mechanic:
(Alpharetta]
Oversee mechanics
.
Over 35+ years
experience
AN
■ Diagnose all cars
Perform all needed
.
ASE certified mechanic
repairs for City of
Milton
Shawn
Lead Mechanic-
Blackwellk
Blackwell
(Roswell)
•
Over 30+ years
Diagnose all cars
experience
il
Perform all needed
■
ASE certified mechanic
repairs.
W Iq
Eddie
Mechanic:
Rexroct
(AIpharetta)
.
Over 25+ years
■ Diagnose cars
experience
■ Perform needed repairs
.
ASE certified mechanic
and service exchanges
for City of Milton
Richard
Mechanic:
Koerner
(Alpharetta/Rosioell)
.
Over 30+ years
• Diagnose cars
experience
■ Perform needed repairs p
■
ASE certified mechanic
and backup mechanic
for the City of Milton
Other Full time staff
Alpharetta:
Eric George — Emission Technician/General Service Technician
• Carson Brown - Emission Technician/Auto Detail
■ Raphael Kotto — Customer Service
Roswell:
• Andrew George — Emission Technician/General Service Technician
• Andrew Privette — Emission Technician/General Service Technician
■ Leonoris Vazquez — Administrative Assistant
4
Anoroach-Ongoing Service
r. Maintain vehicles to promote the safety and reliability of City assets.
• Regularly inspect vehicles in order to identify and correct problems in to prevent service
interruptions.
• Conduct a 27 point vehicle maintenance and safety check with each vehicle visit even if minor like a
light bulb replacement in order to identify vehicle and equipment problems and assure vehicles are
in good operating condition.
• Communicate to City staff any found preventative issues and next course of action if there is an
immediate vehicle safety or noting in vehicle file to check next time.
• Conduct vehicle repairs in a timely manner and in accordance with industry best practices.
• Maintain a clean appearance for vehicles including protecting the interior while we work.
2. Manage Preventive Maintenance and repair activities to promote the reliability of the
service by minimizing service interruptions due to vehicle or equipment failure.
• Schedule repairs promptly in order to minimize service interruptions. Provide prompt service, an
estimate and time required to complete a repair.
• Offer shuttle service to your staff when needed. Pickup and or drop off.
■ Analyze repair, identify trouble -prone components or systems for pro -active attention.
■ Communicate with your fleet manager all repair estimates or services that need approval.
• Fix the problem right the first time, our goal.
3. Maintain vehicles and equipment to promote cost -efficiency of operations.
• Maintain and repair vehicles to ensure their operation at peak efficiency, including fuel efficiency,
emissions systems, etc.
• Work with your fleet manager and analyze fleet fuel usage and repair data; identify vehicles which
may need remedial work to improve cost efficiency or may need to be expedited for vehicle
replacement or made inactive until your next fiscal year.
• Maintain vehicles and related equipment to fulfill manufacturer's warranty requirements and
pursue warranty repairs where applicable; research and follow up on any applicable recalls or
service bulletins Speed Auto Repair is approved by the manufacture to offer said services.
• Maintain vehicles to maximize the useful vehicle life, including the life of key components such as
tires, brakes, batteries, etc.
• Manage the maintenance program to be cost effective in terms of staff time, parts and supplies
costs.
4. Conduct vehicle operations, repairs, and cleaning in compliance with applicable local,
state andfederation regulations.
• Ensure that shop equipment and maintenance procedures comply with applicable OSHA laws and
regulations protecting the health and welfare of workers.
■ Handle and dispose of fuels, lubricants, solvents, tires and related materials in a safe and
environmentally responsible manner.
• Maintain vehicles to comply with relevant emission standards and other applicable regulations.
• Conduct vehicle cleaning to comply with applicable wastewater and other relevant regulations.
• Conduct maintenance and repairs in compliance with environmental standards and other relevant
regulations.
QI__t
saeeo cure ae�ia
Program Elements:
27Paint inspections. Each vehicle will be inspected with each visit to the shop. A walk -around will be
performed looking for any irregularities like a burned out brake light and communicate based on allowable
services and thresholds established by the City with and without required service approval. To name a few
as follows:
Check exterior:
• Vehicle head, tail, and side lights (standard vehicle lights)
• Turn signal operation
• Hazard flasher operation
• Brake light operation
• Backup light operation
• Tire condition (check for inflation, tread depth, sidewall damage, objects in tread)
• Wheel condition (check appearance of lug nuts, check for seal leaks)
• Undercarriage leaks
Body, glass, mirrors (check for damage, mirrors well -secured)
Check vehicle interior:
• Mirror operation
• Horn operation.
• Windshield wiper operation
• Passenger door and window operation
• Interior lights
• Vehicle gauges
• Seat belts
.basic Service Routines. Per the recommendations of the manufactures and any requirements of the
City provide a thorough preventive maintenance schedule for each vehicle. At or before the recommended
mileage intervals, our ASE technicians will perform all the elements of maintenance due at that mileage.
Vehicle Cleaning. Interior cleaning and sweeping of each in-service vehicle will be performed at the
discretion of the City staff assigned to the vehicle or fleet manager.
Vehicle Repairs. The need for a vehicle repair may be discovered during a routine maintenance and
preventive maintenance inspection, or breakdown. Our Mechanic(s) will determine warranty coverage for
your vehicle with recommendation to have the dealership service under warranty or out of warranty
recommendations with repair quotes outside services on contract. Our experience Mechanics can repair all
snakes and models from transmission or engine overhauls and replacement to simply installing a
replacement bulb.
Documentation andAnalysis. Vehicle condition will be regularly documented including vehicle
inspections and any problems discovered by your staff on the road and will be documented in the vehicle's
file. In addition, all vehicle maintenance and repair activity and costs documented, vehicle data will be
organized and presented to City staff as necessary or on an agreed upon schedule (reports).
Business Review. Conduct a business review with City staff on quarterly basis. Analyze a period of
services and repairs, identify any problem vehicles requiring ongoing spend. Address needs of the City and
together develop and implement any new procedures as needed.
sa eeo nU+O .iQ.�nl�
Included but not limited to the following:
Regular Oil change Synthetic oil
change
Synthetic oil change (Over 6QTS) Transmission
flushes
Coolant Flush
Fuel Induction Service
Differential Service D 2 Sensors
Timing Chain Water
Pump Fan Belt
Tune Up (wires, plugs) Fuel rail
Air filter
Cabin Air Filter Mass air flow
sensor Abs Module
Radiator Replacement Tire
Pressure Sensors
Mount/Balance/Install Tires Alignment 4 Wheel
'lire Rotation F r o n t Control
Arm Shocks and Struts
Battery Replacement Bulbs
Headlight
Bulbs taillights Bulbs blinkers
Windshield wipers Brakes
Rotors
Brake Fluid Flush Ac Fan
motor Ac Flush Alternator
BeltTensioner Coolant Fan
loo,000 mile service
Emissions Testing
Motor Mounts / Transmission Mounts
*'We acknowledge the requirements of the Scope of Service required by the contractor. Speed Auto Repair
does not foresee any challenges with servicing your City's vehicles. We are a full service preventive
maintenance and corrective vehicle repair facility ready to partner with the City of Milton, Georgia.
ct.2 Time Requirements
We accept and shall provide the following requirements to the City of Milton, Georgia.
Gil changes in 25 minutes or less
'Fres installed, balanced and aligned in 45 minutes or less
J All lights checked on every service call (except light bar/emergency lights) and repaired.
Transmission flush completed in 45 minutes or less
►/ All other services "as soon as possible"
o =b Hutu aranIn
Please describe your hours of operation and how it meets our priority service requirements:
City of Milton Service Location
Speed Auto Repair
5895 Atlanta Georgia 30004
Alpharetta, Georgia 30004
770-751-7074
Night Key Drop Available
Hours of operation
Monday -Friday 7:0o a.m-6:oo p.m.
Alternative option location (if desired)
Speed Auto Repair
11345 Alpharetta Highway
Roswell, GA 30076
770-664-5968
Night Key Drop Available
Hours of Operation
Monday -Friday 7:0o a.m.-6:oo p.m.
Saturday S:oo a.m.-4:00 P.M.
ADDITIONAL SERVICES INCLUDED FOR CITY OF MILTON
• City vehicles requiring overnight for a repair, the vehicle shall be kept inside a Speed Auto bay in a
building alarmed and with security cameras.
• Free towing for vehicles broke down within to miles of City and Speed Auto Repair.
• Ability to have our glass or upholstery partners conduct repairs at Speed Auto Repair.
■ Free WIFI and coffee service while staff waits.
• Free shuttle service or loaner cars if needed.
• Flexibility and willing to adapt to any of the City's needs.
• Willing to service off standard business hours when required.
�e�o e�ro aEaa��
TE Certified Electricians
Corporate Office
980o Old Dogwood Road
Roswell, Ga 30075
(404) 354-9008
Josh Brooker -Owner
josh Cr7einailte.com
Number of Fleet Vehicles 70
Description of Services: All services outlined in this RFP
Heritage Property Management
500 Sugar Mill Road, Suite 2ooB
Atlanta, GA 30350
(404) 993-3252
Paul Gwyn -Manager
p v__n re 1?eritageproperty.com
Number of Fleet Vehicles 12
Description of Services: All services outlined in this RFP
Window Genie
995 Mansell Road, Suite D
Roswell, GA 30076
(678) 464-1250
Jim Daiker-Owner
At1aiita.o%\ iiei-(tt.1yindo�ygeIlie.com
Number of Fleet Vehicles: 8
Description of Services: All services outlined in this RFP
Dent Wizard
5717 Peachtree Industrial Blvd,
Chamblee, GA 30341
(864) 304-4672
Britt Taylor -Manager
Britt. taylorf&den Lwi za rd.co ni
Number of Fleet Vehicles: 25
Description of Services: All services outlined in this RFP
9
Q---
%.s a ,Hutu ae.ara
• RFP Required Documents -Forms
■ Staff Certifications
■ 27 Point Maintenance Check (customizable to City of Milton)
10
cftk
wMrd AU_ ..— ,
4 1 RFP 2i -CMO 1
M - I LT () N It
ESTABLISHED 2006
CITY OF MILTON DISCLOSURE FORM
MUST BE RETURNED WITH PROPOSAL
This form is for disclosure of campaign contributions and family member relations with City
of Milton officials/employees.
Please complete this form and return as part of your RFP package when it is submitted.
Name of Offeror Speed Aub Repair
Name and the official position of the Milton Official to whom the campaign contribution
was made j Please use a separate form for each official to whom a contribution has been
made in the past two (2) years.)
None
List the dollar amount/value and description of each campaign contribution made over
the past two (2) years by the Applicant/Opponent to the named Milton Official.
Amount/Value
Description
Please list any family member that is currently (or has been employed within the last 12
months) by the City of Milton and your relation:
NA
5 f {AFP 21-CMOI
MILTON"IP
E5TMUSHE❑ 2906
RFP# 21-CM01
PROPOSAL LEITER
MUST BE RETURNED WITH PROPOSAL
We propose to furnish and deliver any and all of the deliverables and services named in
the Request for Proposal (21 -CMO 1 ) City Vehicles Maintenance and Light Repair
Services.
It is understood and agreed that we have read the City's specifications shown or
referenced in the RFP and that this proposal is made in accordance with the provisions
of such specifications. By our written signature on this proposal, we guarantee and certify
that all items included meet or exceed any and all such City specifications. We further
agree, if awarded a contract, to deliver goods and services which meet or exceed the
specifications. The City reserves the right to reject any or all proposals, waive
technicalities, and informalities, and to make an award in the best interest of the City.
PROPOSAL SIGNATURE AND CERTIFICATION
I understand collusive bidding is a violation of State and Federal Law and can result in
fines, prison sentences, and civil damage awards. I agree to abide by all conditions of
the proposal and certify that I am authorized to sign for my company. I further certify that
the provisions of the Official Code of Georgia Annotated, Sections 45-10-20 et. sec, have
not been violated and will not be violated in any respect.
Authorized Signature Datell/05/2020
Print/Type Name JimB n
Print/Type Company Name Here Speed Aufo Repair
6 1 RFP 21 -CMO 1
.MI LTO
ESTA$LISiiE 2006
CONTRACTOR AFFIDAVIT AND AGREEMENT
MUST BE RETURNED WITH PROPOSAL
STATE OF GEORGIA
CITY OF MILTON
By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A. § 13-
10-91, stating affirmatively that the individual, firm, or corporation which is engaged in the physical
performance of services on behalf of the City of Milton has registered with, is authorized to use
and uses the federal work authorization program commonly known as E -Verify, or any subsequent
replacement program, in accordance with the applicable provisions and deadlines established
in 0,C.G.A. § 13-10-91. Furthermore, the undersigned contractor will continue to use the federal
work authorization program throughout the contract period and the undersigned contractor will
contract for the physical performance of services in satisfaction of such contract only with
subcontractors who present an affidavit to the contractor with the information required by
O.C.G,A. § 13-10-91 (b).
Contractor hereby attests that its federal work authorization user identification number and date
of authorizatian are as follows:
1603"71
eVerify Number
10131/2024
Date of Authorization
Speed Auto Repair
Name of Contractor
City Vehicles Maintenance and Li ht Re air
ServlCes
Name of Project
City of Milton, Georgia
Name of Public Employer
I hereby declare under penalty of perjury
that the foregoing is true and correct.
Executed on 1111 0� in Alpharetta, GA,
Signatur of Aut ' d Officer or Agent
ww►-
Printed me and Title of Authorized Officer
or Age t
SUBSCRIBED AND SWORN BEFORE ME ON
THIS THE 55th DAY Of November, 2020,
MqWX�
NOTARY PUBLIC
[N
�t AIICHAEL ❑OTSON
My Comm 5iOH%r O�State y Georgia
nn County
rely Commission Expires Jan 18, 2021
Firm_ Request for Taxpayer Give Form to the
Patir,October 2v� Identification Number and Certiflcatlon requeater. Do not
txReu wevf ■ aw to www.lra swirl to the IRS.
�iwr7.,wg fa Irtsttuctiorrs end the IaLest fntorrrnrtlon.
1 Name [as aftown on your k,00rne tax retu n). Narne Is ragwed on this line; do not Wave trtifaa One geek,
K&J Auto Repair LLC
2 Bu*ww narna/dlarsparded entity name, If diffma, from above
k
3 Chock s *mWists box for Werel Tax dation of the person whose name is entered on Im 1, Check on4y erre of the
f bowwQ a%'en baxee.
® kxlivid-u-as propriety or ❑ C Corporaflan ❑ s Corporation ❑ Partner* ❑ T ustlestate
amyls -member LLC
4 Exemptions (codes apply only to
certain wftas, not individuals; see
insln.&ti on page 3):
Exernpt Payee code {f any)
❑ L mt0 d "Ilty aw pary- Enter the tax daesirrra6an (C—C oorporadon, S.5 corporation, P-pavterahlp) ■
LLC i Check � cheap d as a tato loos i Ime rte LLC that daegadod from the the owner the LLabove for the tax daaall� of ft s6gle-rnernber owner. Do not C Is
��� horn FATCA reporting
another LLC that is W disregarded from the owner far 11,5 federal tax prrpaarsB. 00wwne, a single-mertlbw LLC that Code Of -PA
W drarega ded from to owner should check the appropriate box for the tau c aWkation of its owner.
o tner (sae inetruotiorw 0•
5895 Atlanta Highway
e City, tom, rind ZIP oode
Alpharetta, GA 30004
7 u.t.eeount n+.rnberfr) PWO froth
or
FVC t a�ax.w ire wrrk4 th• !r. sl
nart�e end address [ooUorafi
Enter your TiN in the appropriate box. The TIN provided must match It* name given on fine 1 to avoid 5acist aaeurtgr nnntbar
backup whittlodding. For indivkivals, this is generally your social seourity number (SW. However, for a
reskfertt when, sole proprietor, or dlsrerganded entity, see" instructions for Part I, later. For other
antlbas, It Is yotx ampkry'er Identification number (FIM. If you do not have a number, see How to get a
77N, later, or
No* If the account to In more titian one name, see the Instructloro for Hne 1. Also see What Name aril iaunverartlon nunrhw
Number To QW the Requester for gukWines on whose number to enter.
85 '] 098 n
Linder penalties of perjury, I certify that
1. The rxrnbar shown on this form is my carred taxpayer ident>fioaton number (or I am-afthtg for a number to be Issued to me); and
2. 1 em not subject to backup wlthMlding because: (a) i am exempt from backup withholding, or (b) I have not been notified by the Intemal Revenue
S vice {IRS] thee[ I am subjent to backup WdInholdlrg as a result of a fallure to report al interest or dividends, or (o) the 1FtS has notified me that I am
no longer s+-tiect to backup wWtolding; and
3.1 am a U.S. a tLzw or other U.S. person {derated below); and
b. The FATCA code(s) entered on this form (i} arty} indicating that I am exempt from FATCA reporbrq is czrrect.
C,a►t111cabon IrW w'tl w& You must cross out item 2 above if you have been nobfied by the IRS that you are cLTerltty subject to backup withholding because
you have failed to report all Interest and dividends on your tax retum. For reel estate transactions, Item 2 does not apply. For mortgage interest pold,
acquisition or abandonment of ae=ed property, cancellation of debt, corn buttons to an indhridual retirement arrangement ORA), and generally, payments
ottler than interest and dividends, yor a riot required to sign the owfifro low, but you must provide your correct TIN. See the instructions for Part 11, later.
-MVI I Hwe I �n 0- J 1 �� 5-,t eat.. �I �o� ❑��
General Instructlo-- " W
@F71or t�-IN ld:Mdends, Including mora from stocks or mutual
SSeection references are to the Internal Revenue Cede unless otherwise
w.
. Form 1098-MISC (various types of income, prizes, awards, or gross
Flrttrrre developmentL For the iateat information about devalnpments
related to Form W-9 and Its instrtictlorls, such as legislation enacted
pr
.Form 109" (stock or mutual fund sales and cartaln other
ager they were published, go to www.imgov/FarmM.
transactions by brokers)
. Form 109" (proceeds from real estate trwwketlors)
Purpose of Form
• Form 1099-K (merchant card and third party network transactions)
An Individual or entity (Form W-9 requester) who m required to file an
■ Form 1098 (home mortgage Interest), I OWE {student loan Interest),
htfo Melon return with the IRS must obtain your correct taxpayer
1099-T (tuition}
IdentiAcatlon number (nM whk* may be your soom; security number
■ Form 1099-C (c>3atcelad debq
(SSM, individual taxpayx ldenffmlion number (MM, adoption
taxpayar IdenIffication number (ATIN), or employer Iderrtincation number
A .Form 1099- ("ulslbon or abandonment of secured property]
(pN), to report on an information Tatum the arnourrt paid to you, or other
Use Form W-9 only 0 you are a U.S. person (including a resident
amort reportable on an Information retum. Uarnples of information
alien), to provide your oonW nN.
fet mtie include, but are not Ilmfted to, the following.
9 you do not return W fee with a you rrrighf
• earned or Form 1099 -INT {kntensst paid)
n
be Subject to badcl,go wtthfrokVng. Sae What ks backup withthhoiding,
later.
OEM No. 10231 X Form W-9 {Rev. 10-2M sl
SPEED AlITO REPAIR-ALPHARE rA
5895 Atlanta Hlg*M
5?911D ALffO REPAIR Alpharetta, 34004
(770) 751-70707 4
urMOMR-04LO rW-OMWW.nues
Ar Aw"AV Infa@apeedautnrepair.cwn
Ilttps-.//speedautorepairoom
Inspection Rating Key:
Q Checked & Okay B Requires Attention Soon X Requires Immediate Attention — Not Applicable
MULTI POINT INSPECTION
TECH: N/A
�)
®
X
--
EXMIOR
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DENTS/DAMAGE
Finding.
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WIPERS
Finding:
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HEADLIGHTS/FOGUGHTS
Finding:
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TURN SIGNALS
Finding:
❑
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TAIL LIGHTS / BRAKE LIGHTS
Finding:
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REVERSE LIGHTS
Finding:
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TAG LIGHTS
FindWV4
UNDER HOOD
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ENGINE OIL
Finding;
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[3
TRANSMISSION FLUID
Finding:
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0
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BRAKE FLUID
Finding:
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POWER STEERING FLUID
Finding'
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COOLANT
Finding:
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WASHER FLUID
Finding:
❑
❑
❑
❑
BELTS
Finding:
❑
❑
❑
❑
HOSES
Finding:
SPEED AUTO REPAIR-ALPHARETTA - RO# 15774 Printed on 11/05/20 • Page I of 3
❑ 0
❑
❑
AIR FILTER
Finding:
❑ ❑
❑
❑
CABIN AIR FILTER
Finding:
❑ El
❑
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BATTERY
Finding:
UNDER VEHICLE
❑ ❑.
❑
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OIL LEAKS
Finding:
❑ f_1
❑
❑
OTHER FLUID LEAKS
Finding:
❑ El
❑
❑
CV AXLES
Finding:
❑ ❑
❑
❑
EXHAUST
Finding:
❑ ❑
❑
❑
STEERING AND STEERING
LINKAGE
Finding:
❑ ❑
❑
❑
DIFFERNTIAL FLUID
Finding:
❑ f]
❑
❑
ENGINE MOUNTS
Finding:
B RAKESITIRESJSUISPENSION
❑ E]
❑
❑
FRONT BRAKE PAD
THICKNESS
Finding:
❑ ❑
❑
❑
REAR BRAKE BRAKE PAD
THICKNESS
Finding:
❑ (�
❑
❑
FRONT SUSPENSION
Finding;
❑ ❑
❑
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REAR SUSPENSION
Finding:
❑ El
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TIRES
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ALIGNMENT
Finding:
INTERIOR
❑ ❑
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LIGHTS ON DASHBOARD
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❑ L-1
❑
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AIR CONDITIONING
Finding:
❑ 0 ❑
❑
HEATER
Finding:
❑ ❑ ❑ ❑
WINDOWS
Finding:
❑ rl ❑ ❑
DOOR LOCKS
Finding:
QUALITY CONTROL TECH: NIA
SPEED AUTO REPAIR-ALPHARETTA - RO# 15774 Printed on 11/05/20 . Page 2 01 3'
❑ El ❑ ❑ FOOTPRINTS ON FLOOR Finding:
❑ El ❑ ❑ WINDOW STICKER Finding:
❑ ❑ ❑ ❑ FLOOR VACUUM
Finding:
❑
®
X —
OVERALL CHECK[
❑
❑
❑ ❑
GREASE PRINTS ON CAR Finding:
❑ El ❑ ❑ FOOTPRINTS ON FLOOR Finding:
❑ El ❑ ❑ WINDOW STICKER Finding:
❑ ❑ ❑ ❑ FLOOR VACUUM
Finding:
❑
[._1
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❑
TIRE PRESSUE
Finding:
❑
❑
❑
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EXTERIOR LIGHTS
Finding:
SPEED AUTO REPAIR•ALPHAREITA • RO# 15T74 Printed on 11/05/20 . Page 3 of 3
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City of Milton
City Vehicles Maintenance and Light Repair Services
RFP No. 21-CM01
December 4, 2020
Envelope #2 Cost Proposal – Speed Auto Repair
Service
Requirements
Estimated
Yearly
Quantity
Fixed
Cost Per
Unit
Total
Regular Oil Change <25 minutes 120 $25.00 $3,000.00
Synthetic Oil Change <25 minutes 40 $45.00 $1,800.00
Synthetic Oil Change (Over 60 Qts)
Transmission Flushes 50 $189.00 $9,450.00
Coolant Flush 30 $115.00 $3,450.00
Fuel Induction Service 40 $99.00 $3,960.00
Differential Service (front/rear) $159.95
O2 Sensors $195.00
Timing Chain $1,300.00
Water Pump (SUV) $1,250.00
Fan Belt $145.00
Tune-Up (wires,plugs) 60 $220.00 $13,200.00
Fuel Rail 15 $414.00 $6,210.00
Air Filter 50 $15.00 $750.00
Cabin Air Filter $29.95
Mass Air Flow Sensor 12 $167.00 $2,004.00
ABS Module 12 $720.00 $8,640.00
Radiator Replacement 14 $810.00 $11,340.00
Tire Pressure Sensors $90.00
Mount/Balance/Install Tires $20.00
Alignment 4 Wheel $89.95
Tire Rotation $20.00
21-CM01 COST PROPOSAL
Service
Requirements
Estimated
Yearly
Quantity
Fixed
Cost Per
Unit
Total
Front Control Arm 5 $315.00
per side
$1,575.00
Shocks and Struts 10 $700.00
(front)
$500.00
(rear)
$6,000.00
Battery Replacement 20 $125.00 $2,500.00
Bulbs Headlight 25 $26.00 $650.00
Bulbs Taillights 50 $12.00 $600.00
Bulbs Blinkers 50 $12.00 $600.00
Windshield Wipers 80 $23.00 $1,840.00
Brakes 50 $144.00 $7,200.00
Rotors 10 $292.00 $2,920.00
Brake Fluid Flush (every 12 months) $99.95
AC Fan Motor 10 $248.00 $2,480.00
AC Flush 10 $117.00 $1,170.00
Alternator 10 $472.50 $4,725.00
Belt Tensioner $200.00
Coolant Fan 10 $630.00 $6,300.00
100,000 Mile Service 35 $450.00 $15,750.00
Emissions Testing $20.00
Motor Mounts $900.00
(all)
GRAND TOTAL $118,140.00
21-CM01-COST PROPOSAL
In addition to the above services, please provide the rate per hour schedule for services
not covered above:
Business Hours Rate $105.00
Written in words $105 per hour for labor
After Hours Rate $105.00
Written in words $105 per hour for labor
Please describe your hours of operation and how it meets our priority
service requirements:
We have two locations that are open Monday through Friday from 7AM to 6PM. Our
Roswell location is also open on Saturday from 8AM to 4PM. We also have a key drop
box so you can drop your vehicle at after hours if you would prefer. We also offer loaner
cars or shuttle service. Additionally, we have a total of 18 bays to service your fleet. We
also offer online appointment booking and we will work with the City to ensure all
repairs and maintenance work is done in a timely manner and we WILL meet the
following expectations:
Oil changes in 25 minutes or less
Tires installed, balanced and aligned in 45 minutes or less
All lights checked on every service call (except light
bar/emergency lights) and repaired.
Transmission flush completed in 45 minutes or less
All other services “as soon as possible”
Print/Type Company Name Here: Speed Auto Repair
Authorized Signature: Date: 12/04/2020
Print/Type Name: Jim Brown
Print/Type Title: Owner
Vehicle Maintenance and Repair Agreement | 22
EXHIBIT “C”
See Exhibits “A” and “B”
GEORGIA
FULTON
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Vehicle Maintenance and Repair Agreement | 25
EXHIBIT “F”
RESERVED