AAMCO Transmissions ~ C150027 CITY OF TIGARD,OREGON-CONTRACT SUMMARY FORM
(THIS FORM MUST ACCOMPANY EVER Y CONTRACT)
Contract Title: Vehicle Repair and Maintenance Number: y(
Contractor: AAMCO Contract Total: **$100,000
Contract Overview: The city intends to contract with multiple firms for vehicle repair and maintenance
for 1 ):ear. The cost of the multiple firms for this work will NOT exceed$100,000
between the 3 vendors. This will provide the new Facilities and Fleet Supervisor to
determine the most cost efficient way to provide vehicle repair and maintenance
after 1 reviewing these 3 vendors.
Initial Risk Level: ❑ Extreme ❑ High ®Moderate ❑ Low
Risk Reduction Steps: Please note the vendor provided required contract insurance
Risk Comments:
Risk Signature:
Contract Manager: Michelle Wright Ext: 2445 Department: Public Works
Type: ❑ Purchase Agreement ❑ Personal Service ® General Service ❑ Public Improvement
❑ IGA ❑ Other: Start Date: 8/27/14 End Date: 8/31/15
Quotes/Bids/Proposal: FIRM AMOUNT/ CORE
Tyler's 421
Pt Choice 340
AAMCO 388
Landmark 401
Canyon 235
Account String: Fund-Division-Account Work Order—AetiNj jy T.-pe Amount
Year 1 All City Accounts **
.''-Yt is the intent of the City to contract with multiple firms for the work detailed in Exhibit A and the total between the
contracts may not exceed One Hundred Thousand andNo/100 Dollars($100,000.00).
Approvals - LCRB Date:
Department Comments:
Department Signature:
Purchasing Comments:
Purchasing Signature:
City Manager Comments:
City Manager Signature:
After securing all required approvals,forward original copy to the Contracting and Purchasing Office along with a
completed Contract Checklist.
Contract# �b
CITY OF TIGARD,OREGON
AGREEMENT FOR SERVICES RELATED TO
VEHICLE REPAIR AND MAINTENANCE
THIS AGREEMENT made and entered into this 27'' day of August, 2014 by and between the City of
Tigard,a municipal corporation of the State of Oregon,hereinafter called "City", and AAMCO Transmissions,
hereinafter called"Contractor",collectively known as the"Parties."
RECITALS
WHEREAS, Contractor has submitted a bid or proposal to City to provide specific services;and
WHEREAS,Contractor is in the business of providing specific services and is aware of the purposes for which
City requires the services;and
WHEREAS, City and Contractor wish to enter into a contract under which City shall purchase the services
described in Contractor's bid or proposal;
THEREFORE,The Parties agree as follows:
1. SERVICES TO BE PROVIDED
Contractor agrees to provide services related to vehicle repair and maintenance as detailed in Exhibit A
—Scope of Services and by this reference made a part hereof.
2. EFFECTIVE DATE AND DURATION
Contractor shall initiate services upon receipt of City's notice to proceed, together with an executed
copy of this Agreement. This Agreement shall become effective upon the date of execution and shall
expire, unless otherwise terminated or extended, on August 31, 2015. All services shall be completed
prior to the expiration of this Agreement.
3. COMPENSATION
City agrees to pay Contractor in accordance with the rates detailed in Exhibit B for performance of
those services described herein. It is the intent of the City to contract with multiple firms for the work
detailed in Exhibit A and the total between the contracts may not exceed One Hundred Thousand and
No/100 Dollars ($100,000.00). There is no guarantee of a set amount of work given to any particular
Contractor. It is the City's intent to direct the work to the Contractor that best meets the City's needs
at that time. Payment shall be based upon the following applicable terms:
A. Payment will be made in based on Contractor's invoice, subject to the approval by the City
and shall be made only for work actually completed as of the date of invoice.
B. All payment shall be based on a net 30 day period from the date of the invoice.
C. Payment by City shall release City from any further obligation for payment to Contractor,
for services performed or expenses incurred as of the date of the invoice. Payment shall not
be considered acceptance or approval of any work or waiver of any defects therein.
D. Contractor shall make payments promptly,as due,to all persons supplying labor or materials
for the prosecution of this work.
E. Contractor shall not permit any lien or claim to be filed or prosecuted against the City on
any account of any labor or material furnished.
F. Contractor shall pay to the Department of Revenue all sums withheld from employees
pursuant to ORS 316.167.
G. If Contractor fails, neglects or refuses to make prompt payment of any claim for labor or
services furnished to Contractor or a subcontractor by any person as such claim becomes
due, City may pay such claim and charge the amount of the payment against funds due or to
become due the Contractor. The payment of the claim in this manner shall not relieve
Contractor or their surety from obligation with respect to any unpaid claims.
H. Contractor shall pay employees at least time and a half pay for all overtime worked in excess
of 40 hours in any one work week except for individuals under the contract who are
excluded under ORS 653.010 to 653.261 or under 29 USC sections 201 to 209 from
receiving overtime.
I. Contractor shall promptly, as due, make payment to any person, co-partnership, association
or corporation, furnishing medical, surgical, hospital care or other needed care and attention
incident to sickness or injury to the employees of Contractor or all sums which Contractor
agrees to pay for such services and all moneys and sums which Contractor collected or
deducted from the wages of employees pursuant to any law, contract or agreement for the
purpose of providing or paying for such service.
J. The City certifies that sufficient funds are available and authorized for expenditure to finance
costs of this contract during the current fiscal year. Appropriations for future fiscal years shall
be subject to budget approval by the City Council.
4. ASSIGNMENT/DELEGATION
Neither party shall assign or transfer any interest in or duty under this Agreement without the written
consent of the other and any attempted assignment or transfer without the written consent of the other
parry shall be invalid.
5. SUBMITTING BILLS AND MAKING PAYMENTS
All notices and bills shall be made in writing and may be given by personal delivery, mail or fax.
Payments may be made by personal delivery,mail,or electronic transfer. The following addresses shall
be used to transmit notices,bills,payments,and other information:
r�of TlG'ARD AAXICQ . ...._
Attn: Michelle Wright,PW Business Manager Attn: Jeff Szekely
Address: 13125 SW Hall Blvd. Address: 13701 SW Pacific Highway
Tigard,Oregon 97223 Tigard,Oregon 97223
Phone: (503) 718-2445 Phone: (503) 684-0861
Fax: (503) 684-7297 Fax: (503) 620-5811
Email: michellewntipard-or.gov Email: aamcotigard@gmail.com
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6. TERMINATION
The parties agree that any decision by either party to terminate this Agreement before the 31ST day of
August, 2015 shall be accompanied by thirty (30) days written notice to the other party prior to the
date termination would take effect. There shall be no penalty for early termination. If City
terminates the contract pursuant to this paragraph, it shall pay Contractor for services rendered
prorated to the date of termination.
7. ACCESS TO RECORDS
City shall have access to such books, documents, papers and records of Contractor as are directly
pertinent to this Agreement for the purpose of making audit,examination,excerpts and transcripts.
8. FORCE MAJEURE
Neither City nor Contractor shall be considered in default because of any delays in completion and
responsibilities hereunder due to causes beyond the control and without fault or negligence on the part
of the parties so disenabled, including but not restricted to, natural disaster, war, civil unrest, volcano,
earthquake, fire, flood, epidemic, quarantine restriction, area-wide strike, freight embargo, unusually
severe weather or delay of subcontractor or supplies due to such cause; provided that the parties so
disenabled shall within ten (10) days from the beginning of such delay, notify the other party in writing
of the cause of delay and its probable extent. Such notification shall not be the basis for a claim for
additional compensation. Each parry shall,however,make all reasonable efforts to remove or eliminate
such a cause of delay or default and shall,upon cessation of the cause,diligently pursue performance of
its obligation under the Agreement.
9. NON-DISCRIMINATION
Contractor agrees to comply with all applicable requirements of federal and state civil rights and
rehabilitation statues, rules, and regulations. Contractor also shall comply with the Americans with
Disabilities Act of 1990, ORS 659A.142, and all regulations and administrative rules established
pursuant to those laws.
10. INDEMNITY
Contractor agrees to and shall defend,indemnify and hold harmless City, City's officers, employees,
agents and representatives from and against all liability, claims, costs, demands,judgments,penalties,
and causes of action of any kind or character, or other costs or expenses incidental to the
investigation and defense thereof, of whatever nature, resulting from or arising out of the activities
of the Contractor or its subcontractors, agents, or employees in performance of this contract,
except,however,that the foregoing shall not apply to liability that arises out of the City's,its officers,
employees,agents and representatives sole negligence. If any aspect of this indemnity shall be found
to be illegal or invalid for any reason whatsoever, such illegality or invalidity shall not affect the
remainder of this indemnification.
11. INSURANCE
Contractor shall maintain insurance acceptable to City in full force and effect throughout the term of
this contract. Such insurance shall cover risks arising directly or indirectly out of Contractor's activities
or work hereunder.
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The policy or policies of insurance maintained by the Contractor shall provide at least the following
limits and coverages:
A. Commercial General Liability Insurance
Contractor shall obtain, at contractor's expense, and keep in effect during the term of this
contract, Comprehensive General Liability Insurance covering Bodily Injury and Property-
Damage on an "occurrence" form (CG 2010 1185 or equivalent). This coverage shall
include Contractual Liability insurance for the indemnity provided under this contract. The
following insurance will be carried:
Coverage Limit
General Aggregate 3,000,000
Products-Completed Operations Aggregate 2,000,000
Personal&Advertising Injury 1,000,000
Each Occurrence 2,000,000
Fire Damage (any-one fire) 50,000
B. Commercial Automobile Insurance
Contractor shall also obtain, at contractor's expense, and keep in effect during the term of the
contract, Commercial Automobile Liability coverage including coverage for all owned, hired,
and non-owned vehicles on an"occurrence" form.The Combined Single Limit per occurrence
shall not be less than$2,000,000.
If Contractor uses a personally-owned vehicle for business use under this contract, the
Contractor shall obtain, at Contractor's expense, and keep in effect during the term of the
contract,business automobile liability coverage for all owned vehicles on an"occurrence"form.
The Combined Single Limit per occurrence shall not be less than$2,000,000.
C. Garage Keepers'Legal Liability Insurance
Contractor shall obtain, at Contractor's expense, and keep in effect during the term of this
contract, Garage Keepers'Legal Liability Insurance. Combined single limit per occurrence shall
not be less than$2,000,000.
D. Workers' Compensation Insurance
The contractor, its Subcontractors, if any, and all employers providing work, labor, or
materials under this Contract that are subject employers under the Oregon Workers'
Compensation Law shall comply with ORS 656.017, which requires them to provide
workers' compensation coverage that satisfies Oregon law for all their subject workers. Out-
of-state employers must provide Oregon workers' compensation coverage for their workers
who work at a single location within Oregon for more than 30 days in a calendar year.
Contractors who perform work without the assistance or labor of any employee need not
obtain workers' compensation coverage. All non-exempt employers shall provide
Employer's Liability Insurance with coverage limits of not less than $1,000,000 each
accident.
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E. Additional Insured Provision
All policies aforementioned, other than Workers' Compensation and Professional Liability,
shall include the City- its officers, employees, agents and representatives as additional
insureds with respect to this contract.
F. Insurance Carrier Rating
Coverages provided by the Contractor must be underwritten by an insurance company
deemed acceptable by the City. All policies of insurance must be written by companies
having an A.M. Best rating of"A-VII" or better, or equivalent. The City reserves the right
to reject all or any insurance carrier(s)with an unacceptable financial rating.
G. Self-Insurance
The City understands that some Contractors may self-insure for business risks and the City
will consider whether such self-insurance is acceptable if it meets the minimum insurance
requirements for the type of coverage required. If the Contractor is self-insured for
commercial general liability or automobile liability insurance the Contractor must provide
evidence of such self-insurance. The Contractor must provide a Certificate of Insurance
showing evidence of the coverage amounts on a form acceptable to the City. The City
reserves the right in its sole discretion to determine whether self-insurance is adequate.
H. Certificates of Insurance
As evidence of the insurance coverage required by the contract, the Contractor shall furnish
a Certificate of Insurance to the City. No contract shall be effective until the required
Certificates of Insurance have been received and approved by the City. The certificate will
specify and document all provisions within this contract and include a copy of Additional
Insured Endorsement. A renewal certificate will be sent to the below address prior to
coverage expiration.
I. Independent Contractor Status
The service or services to be rendered under this contract are those of an independent
contractor. Contractor is not an officer,employee or agent of the City as those terms are used
in ORS 30.265.
J. Primary Coverage Clarification
The parties agree that Contractor's coverage shall be primary to the extent permitted by law.
The parties further agree that other insurance maintained by the City is excess and not
contributory insurance with the insurance required in this section.
K. Cross-Liability Clause
A cross-liability clause or separation of insureds clause will be included in all general liability,
professional liability,pollution and errors and omissions policies required by this contract.
A certificate in form satisfactory to the City certifying to the issuance of such insurance will be
forwarded to:
5Pag,
City of Tigard
Attn: Contracts and Purchasing Office
13125 SW Hall Blvd.
Tigard,Oregon 97223
At the discretion of the City, a copy of each insurance policy, certified as a true copy by an authorized
representative of the issuing insurance company may be required to be forwarded to the above address.
Such policies or certificates must be delivered prior to commencement of the work. The procuring of
such required insurance shall not be construed to limit contractor's liability hereunder.
Notwithstanding said insurance, Contractor shall be obligated for the total amount of any damage,
injury,or loss caused by negligence or neglect connected with this contract.
12. ATTORNEY'S FEES
In case suit or action is instituted to enforce the provisions of this contract, the parties agree that the
losing parry shall pay such sum as the court may adjudge reasonable attorney fees and court costs,
including witness fees (expert and non-expert),attorney's fees and court costs on appeal.
13. COMPLIANCE WITH STATE AND FEDERAL LAWS/RULES
Contractor shall comply with all applicable federal, state and local laws, rules and regulations,
including, but not limited to, the requirements concerning working hours, overtime, medical care,
workers compensation insurance, health care payments, payments to employees and subcontractors
and income tax withholding contained in ORS Chapters 279A, 279B, and 279C, the provisions of
which are hereby made a part of this agreement.
14. CITY OF TIGARD BUSINESS LICENSE
Contractor shall obtain, prior to the execution of any performance under this Agreement, a City of
Tigard Business License. The Tigard Business License is based on a calendar year with a December
31 st expiration date. New businesses operating in Tigard after June 30th of the current year will pay a
pro-rated fee though the end of the calendar year.
15. CONFLICT BETWEEN TERMS
It is further expressly agreed by and between the parties hereto that should there be any conflict
between the terms of this instrument in the proposal of the contract, this instrument shall control and
nothing herein shall be considered as an acceptance of the terms of proposal conflicting herewith.
16. SEVERABILITY
In the event any provision or portion of this Agreement is held to be unenforceable or invalid by any
court of competent jurisdiction,the validity of the remaining terms and provisions shall not be affected
to the extent that it did not materially affect the intent of the parties when they entered into the
agreement.
17. INDUSTRIAL ACCIDENT FUND PAYMENT
Contractor shall pay all contributions or amount due the Industrial Accident Fund form that Contractor
or subcontractors incur during the performance of this Agreement.
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18. COMPLETE AGREEMENT
This Agreement, including the exhibits, is intended both as a final expression of the Agreement
between the Parties and as a complete and exclusive statement of the terms. In the event of an
inconsistency between a provision in the main body of the Agreement and a provision in the Exhibits,
the provision in the main body of the Agreement shall control. In the event of an inconsistency
between Exhibit A and Exhibit B,Exhibit A shall control.
No waiver, consent, modification, or change of terms of this Agreement shall bind either party unless
in writing and signed by both parties. Such waiver, consent, modification, or change if made, shall be
effective only in specific instances and for the specific purpose given. There are no understandings,
agreements,or representations,oral or written,not specified herein regarding this Agreement.
Contractor, by the signature of its authorized representative, hereby acknowledges that he/she has
read this Agreement,understands it and agrees to be bound by its terms and conditions.
IN WITNESS WHEREOF, City has caused this Agreement to be executed by its duly authorized
undersigned officer and Contractor has executed this Agreement on the date hereinabove first written.
CITY OF TIGARD ARMCO TRANSMISSIONS
U
y: thorized City Rep'es ntative By: AuthorizeS Contractor Representative
i. -1
Date Date
7 �
EXHIBIT A
SCOPE OF SERVICES
GENERAL PROVISIONS
1. Preventative Maintenance
The City's vehicles are routinely driven in short distance; frequent start/stop;and long idle periods. The
included Schedule As outline preventative maintenance requirements due to the use conditions. The
average annual usage is normally around 10,000 miles for general purposes vehicles and 20,000 miles for
police vehicles.
Do a weekly oil and lubricant check on vehicles at the Police Station and send a monthly report on
which vehicle required fluids. The anticipated timeframe for this service will be:
A. Two day,s at 30 minutes per dad=.
B. One hour per.week,every week to cover all three patrol shifts.
2. Repairs and Maintenance
Provide service/repairs to all common mechanical and electrical systems as needed.
3. Transport of Vehicles for Service
A. Contractor is responsible for transport (pick-up and delivery) of non-police vehicles for all
preventative and scheduled services from.the following location:
City of Tigard-Public Works
8777 SVG'Burnham Street
Tigard, Oregon 97223
B. Must pick-up and deliver the vehicles from Public Works for maintenance to the dealer of selection
in Newberg, Wilsonville, Lake Oswego, Auto Additions (Salem) or any other location needed for
service.
C. For vehicles not drivable, additional towing charge may be billed upon approval of authorized City-
staff.
D. Must have a flatbed wrecker on call with one hour response tirne.
4. Conditions on Required Services
A. 24-hour turn around on common repairs (including brakes, etc.) and routine maintenance without
prior scheduling. When a prior appointment has been made for routine maintenance, the turn-
around time should be four(4) hours.
B. Provide adequate inventory on special parts to ensure rninimurn turn-around on non-common
repairs.
C. Must provide a recycling area to include a 5-gallon tank for fuel.
D. Roadside service must respond within 30 minutes.
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E. Must be able to provide service to chain and unchain vehicles at either the Police Department or
Public Works.
5. Rebair Order Content and Procedure
The Contractor shall provide repair orders for all seivices provided containing the following
information:
A. Repair estimates with anticipated work to be performed, estimated completion time, and estimate
cost signed by the City staff upon pick-up/drop-off. .1 confirming copy with final cost shall be
mailed to City upon completion, and a billing copy shall be sent to the City with the monthly
statement.
B. Actual work/cost above written estimate requires City approval prior to work start.
C. Authorization of work by designated the City's Facilities and Fleet Supervisor or designee is required
for all repair orders.
D. Individual vehicle charges shall be submitted on separate repair orders for each service visit. Tlie
repair order must include:
• Date of work performed.
• Vehicle and/or license number,make/model.
• Vehicle mileage at time of service/repair.
• Date in/date out/time completed.
• Detail type of service,hours,material used,and cost associated with each.
• Subcontracted repair orders containing same information shall be attached to contractor repair
order.
• Copies of all.invoices related to the repair.
E. The Contractor guarantees and warrants that all material furnished and all services performed under
said contract will be free from defects in material and workmanship and will conform to the
requirements of this contract for a period of 12 months or 12,000 miles,whichever occurs first. The
Contractor shall remedy all such defects at their own expense within one (1) working day after
notification from the City.
F. Warranty and subcontracted repair orders need to be provided by the Contractor. Contractor is
prime contractor; however, subcontractors may be used by Contractor. Contractor assumes
responsibility for work of subcontractors. The charges for such services to the City shall be the
amount of the subcontractor's invoice for services performed, or the contract price, whichever is
less.
6. Hours of Operation
The City has a number of services that are active on a 24/7 basis and desires the most
comprehensive hour coverage possible. Please identify normal business hours and emergency
business hours if available.
9 1 ]' age
7. Schedule A-1—Preventative Maintenance Schedule �Vehicles)
Service A
1 Change Engine Oil-*
2 Chane Engine Oil Filter
3 Check-Air Filter Condition
4 Check Belts and Belt Tensioner
5 Check Battery Electrolyte Level,Add Water as Needed; Clean and Tighten Terminals
6 Check Brake Fluid Level
7 Check Drive Tran Fluid Levels (Transmission,Transfer Case,Differential)
8 Check Engine Com ai-tt-nent Fluid Levels,Add as Needed
9 Check Engine Cooling System,Hoses and Clamps
10 Check Exhaust System
11 Check Front and Rear Shocks for.Wear and/or I.,eaka e
12 Check Exterior and Interior Lights and Other Electrical Items For Correct Operation
13 1 Check Power.Steering Fluid Level
14 Check.Tire Pressure and Condition
15 Check Windshield Wiper Operation,Wiper Blades Condition,Washer Solvent Level, Fill as
Needed
16 Lubricate Chassis
17 Lubricate Steering Linkage
18 Check Front Brake Pads, Rotors,Calipers; Check Rear Brake Shoes,Drums,Wheel Cylinders
and Brake Hoses
19 Check.Parking Brake Operations
20 Lubricate Door Latches,Locks and Hinges
21 Replace Fuel Filter
22 For Diesel Engines, Check and Drain Fuel/Wates:Separator
23 Check All Seat Belts
* Price for the oil change should be based on 5 quarts.
10 1 11 a 'I)C
8. Schedule A-2—Preventative Maintenance Schedule (Police Vehicles
Service A-2
1 Chane Engine Oily
2 Change Engine Oil Filter
3 Reset Intelligent Oil Life iNIornitor System (If Equipped)
4 Rotate Tires (4 Way-Front to Rear)
5 Inspect Tire Wear,Tread Depth and Proper Pressure
6 Check Accessory Drive Belts
7 Check Half-shaft Dust Boots Drive _xel Fluid Level (If Equipped)
8 Check Battery Performance and Corrosion Free Connections
9 Check Horn Operation
10 Check Radiator,Cooler,Heater,and A/C Hoses
11 Check Engine Air.Filter
12 Check Suspension Component for Leaks or Damage
13 Check Exhaust Svstem
14 Check Steering Linkage,Ball Joints,Suspension,Tie-Rod Ends,Driveshaft and U Joints,
Lubricate ifEquipped with Grease Fittings. Inspect Undercarriage for.Damage
15 Check Exterior Lamps and HazardWarning System.Operation
16 Check Fluid Levels (Brake, Coolant Recovery Resen-oir,Manual and Ikutornatic Transmission
With an Under Hood Dipstick), Power Steerin and Window Washer
17 Check Windshield for Cracks, Chips or Pits
18 Check for Oil and Fluid Leaks
19 Check Washer Spray,Wiper Operation and Condition of Wiper Blades
20 Inspect Brake Pads, Shoes,Rotors,Drums,Brake Linings,Hoses and Parking Brake
21 Inspect Xk'heel and Related Components for Abnormal Noise,Wear Looseness or Drag
22 Inspect Engine Cooling System Strength and Hoses
23 Inspect Exhaust System and Heat Shields
24 Inspect Rear Axle and U Joints;Lubricate if Equipped with Grease Fittings (AWD Y'ehicles)
25 Inspect Exterior and Interior Lights and Other Electrical Items for Correct Operation
* Price for the oil change should be based on 5 quarts.
OPERATING PROCEDURES FOR VEHICLE MAINTENANCE SERVICES
This section sets forth the operating policy and procedures for: servicing City vel-icles and equipment. It
discusses maintenance scheduling procedures, loaner procedures and .invoicing requirements. Contracted
maintenance facilities are expected to provide prompt, courteous and competent service to drivers. Garage
staff must be knowledgeable about service procedures, and initiate the service transaction vrithin 15 minutes
of their arrival and/or service call is placed. .It is important that the service desk is staffed adequately to
provide efficient customer service in a timely-manner..
To assist the Contractor with the maintenance program,the City-will provide:
• Listing of covered vehicles (Exhibits land 2) by vehicle number,and will update as necessary.
• Repair orders and billing invoices must refer to the vehicles by their VIN.
• City preventative maintenance schedule (Schedules A-1 and A-2).
• Designated staff contacts.
111 Page.
9. Safety Check
The Contractor shall perform a safety check in conjunction with all maintenance requirements listed
within this Request for Proposal. These safety checks shall be performed every, tune a vehicle is brought
in for service:
A. Tires -visually check condition.
B. Lights-check directional signaling devices and emergency light systems for proper operation.
C. Windshield Wipers and Washers - check condition of wiper arms and blades. Check aim and flow
of washer spray. Fill washer reservoir with washer. solvent.
D. Fluid Levels -check and replenish fluid levels in transmission, differential, steering sector or power
steering pump, and master cylinder. Inspect all units for leakage and clogging.
E. Battery- check condition of heat-shield, Bold-down clamps and cable ends, top off electrolyte level,
and clean top and terminals as necessary.
F. Heater.-Defroster-.-fir Conditioner:System and�k'iper Controls —check switches, valves, and ducting
doors for proper operation.
G. Exhaust System - �'sually inspects complete exhaust systeni including catalytic converter and heat
shielding. Check for any broken, damaged, missing, or poorly- positioned parts. Inspect for open
seams,holes,or any condition which could allow exhaust fumes to enter the vehicle.
H. Steering and Suspension Components- -conduct a"look and shake"inspection.
I. Frame/Sub-Frame and Cross Xlember - visually check. for "drive-over" and/or vehicular damage
and fatiguing.
J. Drive Shaft li-Toints/CV Joints - conduct a"look" and "shake"inspection for seal leakage and joint
failure.
K. Critical Components - check condition of all underhood heat shields, and the routing of all hoses
and wiring to ensure maximum protection from radiated exhaust heat. Inspect all coolant hoses,
fuel line hoses, power steering hoses, engine accessory drive belts, and other underhood plastic or
rubber components.
L. Brakes - inspect all brake line hoses and master cylinder for signs of leaks or damage. Inspect front
brake pads, rear brake linings, wheels cylinders, and parking brake cables and linkage. Report
estimate of remaining life of pads and shoes.
M. Cooling System-visually inspect entire system for leaks,damage or others signs of needed repair.
10. Scheduling of Maintenance and Service Procedures
A. City will designate a specific Service Representative (SR). Although die garage will have contact with
other City operations staff,the SR will be the primary contact.
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B. The contracted garage shall identify a single individual by name to serve as the responsible contact
for daily communication with the City's SR regarding vehicle scheduling and vehicle status update(s).
C. The SR will contact the designated garage representative between the hours of 7:30 an and 5:00 pm,
Monday through Friday, to determine the status of vehicles and/or equipment being serviced. The
garage representative contact should provide an accurate and timely information to the SR on
vehicle status including but not limited to:
• What vehicles/equipment is ready by VIN.
• What vehicles/equipment is being serviced/require repair-.
• Estimated completion of vehicles/equipment under repair.
• Description of repairs and costs.
D. For other services, a City representative will deliver the vehicle to your facility, and provide a
description of problem of the vehicle.
• Contractor will be required shuttle the City's representative back to work.within 30 minutes.
E. After the service is complete:
• A complete Vehicle Service Order ready for SR or designee to sign.
• Place service reminder label on the driver's side windshield stating when the next maintenance is
due.
• Contract City's SR to provide time that vehicle is ready for transporting back to the original
location. If the SR is not available,contact the designated backup SR.
• SR or designee will check work performed, sign off Service Order., and accept the keys from
contractor representative.
F. When repairs cannot be completed at your facility, or a subcontractor facility identified in the
proposal, you must contact the SR for instructions. No repairs shall be made by .non-authorized
facilities without notification of the SR.
G. The City asks that you report to the SR any vehicle brought in for service or specific concern 'with
problems caused by driver.misuse.
H. The contractor will be responsible for loss and damage to all City vehicles under its custody and/or
control.
11. Preventative Maintenance
The preventative maintenance services will be in accordancewith preventative maintenance schedules
A-1 and A-2. Additionally:
A. If projected brake pad/shoe life is less than 1,500 miles,replace brake pads/shoes.
B. Tires are to be replaced when they reach tread depth of 4/32 of an inch within 1,500 miles.
13 ( .
C. Turn-around time of 24 hours for routine preventative maintenance is expected when no
appointment for service has been made. When a prior appointment has been made for routine
maintenance, the turn-around time should be four(4) hours.
12. Non-Preventative Maintenance Service and Emergencies
A. Non-routirie maintenance, other than emergencies, will be handled by appointment through the SR
or designee. If a City employee requests service on a vehicle without prior authorization, during
regular Cite Fleet Department hours,you will contact the SR or designee to discuss repairs.
B. After contractor business hours,if a vehicle has a breakdown or is involved in an accident and must
be towed, the employee driving the vehicle has been .instructed to have the vehicle towed to your
facility. The City employee will then provide their own transportation. You may, therefore,
encounter a disabled vehicle that has been towed to your facility during non-working hours. In such
a situation,immediately contact the SR,and leave a voicemail.
C. There will be times when the SR calls with a specific set of instructions, and there may be times
when another Citi-designee will add or change the service request. The last set of instructions will
prevail.
D. Turn-around time for non-preventative maintenance service is expected to be 24 hours, unless
otherwise approved by the SR..
13. Billing and Payments
':fust available by business phone,cell phone,email,or fax for billing and payment issues and questions.
14. Shop Visits
The City reserves the light to perform unannounced site visits,interview staff and management, and test
repairs prior to selection to determine,among other things:
A. The customer service responsiveness
B. The shop organization and operation efficiency
C. The response time
14 1 1' :t,, �
EXHIBIT B
CONTRACTOR PROPOSAL
15 ( 11-1e
00
4 TRANSMISSIONS
11L.
s
TOTAL CAR CART=
July 1,2014
Jeff Szekely
Owner AAMCO Transmissions
13701 SW Pacific Hwy
Tigard,OR 97223
503-684-0861
Joe Barrett
Sr. Management Analyst
13125 SW Hall Blvd.
Tigard, OR 97223
503-718-2477
Dear Joe Barrett&Vehicle Maintenance Team,
Thank you for allowing me the opportunity to serve the city of Tigard. After meeting with Nick
Nissen and other members of the team last week„ I am confident that we will be able to exceed
your expectations regarding your fleet's maintenance and repair needs. I have been serving the
people of Tigard as the local owner of the AAMCO Total Car Care franchise for the past eight and
a half years. We enjoy an excellent relationship with out customers and I look forward to serving
you and the city of Tigard.
AAMCO Transmission has a long standing reputation for being the dominate leader in the
transmission business. What is not commonly understood is that expertise in ALL vehicle systems
is prerequisite to becoming a transmission professional. At AAMCO Transmission of Tigard we
have the training,equipment,and experience to surpass the city's fleet maintenance and repair
needs as described in this proposal.
If entrusted with your business we seek to remove the "burden of worry"you carry with your fleet.
We understand the need to have well running vehicles to maximize your fleet's uptime and
efficiency. In this proposal we hope to demonstrate that we are a partner that you can count on to
fulfill the requirements of this RFP and to exceed your expectations in customer service. In time
we expect to earn your confidence so that when something does go wrong your response will be
"ARMCO will take care of it". We are confident that we can fulfill the requirements of this RFP,
such as:
• Coordinate with designated Service Representative (SR)
• Perform weekly oil and lubrication checks at the police station and send monthly reports.
RFP—Vehicle Repair and Maintenance- A.AMC O Transmissions Page 2
• Be happy to transport non-police vehicles for all preventive and scheduled services or
provide a prompt ride to any city employee, if that is more convenient.
• Have road side assistance with flatbed capabilities available to respond within your time
expectations.
• Have the available, technically qualified personnel ready to provide your scheduled
maintenance. We understand the value of your time and will add inventory stock of"hard
to get but commonly worn"parts to our large inventory of commonly used pans.
• Perform complete and thorough safety check to every city vehicle that comes into out shop.
• Provide all the required documentation needed for you to efficiently run your business.
• Provide a 24 hour,7 days a week contact for emergency needs.
• Be kind and courteous to everyone (not just city employees U)
• Be willing to work with the city on other needs that may arise during the course of normal
business that are not specifically mentioned in the RFP.
Thank you for allowing me the opportunity to compete for your business. PIease allow me to
remove the "burden of worry" for your fleet. You have my personal commitment as the owner of
this business that we will strive to exceed the expectations you have outlined in the RFP.
If you have any questions or needs,please do not hesitate to call.
B Regards,
J 5zekely /
Owner—AAMCO Transmissions
503-789-3815
RFP—Vehicle repair and Maintenance- A.AMCO Transmissions Pale 3
TAB
TITLE PAGE
TitlePage--- ........ ----------- ..............._____________________
� Iza0000ittalle�cr______._______________________________
Table of -'-
C"^ "=^"s.... '........_-...........
-------__-'-_--.------'--------��
SectionSECTIONS
�� C��
^""�-�^~`^^"��uuu
Sectio�xB Resident Ccztificute...... ..................
____.____--------''-----'---'
Section C ---'-----'--------''''=
8�m�*�D� - -----'---------'---------''-----------'--5
ences
-.-_-__-------''---_'--_-'_--------'---'-' 'u
Section l�f�z��u�ou{�uex Supplemental Information ``-_00000��_____________ �9
Section Facility ______________ ---'-----'-----
Section K� ' -'--'--____________�=
^^o *___________.___________-_'-'--- 13
Sec�wnBD Cost and _____________.___.________ ----------
��o���� �-----'-'--------==
Signatures _
ATTACHMENTS
Attachment Technical Staff Experience8cQualifications-------_---_---_---' 27
��1mchzoent3 Customer '-------
Complaint Resolution......___.........
.___-_----. '27
Attachment 3 -'-------'---
---------------'-'------------------_--'_..--'_________�8
EXHIBITS
E,xhibb1 Current List of}{AMC[)Computer Re-flash
capability - _35
f��h8b�2 (lzuL��c��tcdB�9 �o�oC ----'-------
'z��nl
r-- �zqL---__--_'-------- .............___........ 30
RFP-Vc6icle ReouiruudMoiuteoxncc-A-AJMC(}Truuamioniouz Page
STATEMENT OF PROPOSAL AND CERTIFICATION
A. NON-DISCRIMINATION CLAUSE
The Contractor agrees not to discriminate against any client, employee or applicant for employment or
for services, because of race, color, religion, sex, national origin, handicap or age with regard to, but not
limited to, the following: employment upgrading, demotion or transfer; recruitment or recruitment
advertising; layoffs or termination; rates of pay or other forms of compensation; selection for training;
rendition of services. It is further understood that any contractor who is in violation of this clause shall
be barred from receiving awards of any purchase order from the City, unless a satisfactory showing is
made that discriminatory practices have terminated and that a recurrence of such acts is unlikely.
B. RESIDENT CERTIFICATE
Please Check One:
"si ent Vendor: Vendor has paid unemployment taxes and income taxes in this state during the
last twelve calendar months immediately preceding the submission of this proposal.
Or
LJ Non-,-esidenj Vendor:Vendor does not qualify under requirement stated above.
(Please specify your state of residence:
C. MANAGEMENT INFORMATION
Proposers and their subcontractors must have prior successful experience performing maintenance and
repair services on automobiles, must be licensed to conduct business in the State of Oregon, and must
possess all permits, licenses, certifications, approvals, equipment, materials, and staff necessary to
perform and/or carry out the requirements of the contract.
1. Shop ft
o
Pr it
—
Shop Name- AAMCOlransmissions
Name of Shop Owner(s)- jgff Szekely
Shop Address: 13701 SW Pacific Hin--Tigard, OR 97223
Phone Number: 503-684.0861 Fax Number: 503-620-5811
Years in Business: 17years..(Current owner 9years) Years at Current Location: .17'cars
2. Proximity to Tigard City Hall 1.5
3. Name of Shop Manager(s): JiLm Ibasz& Rick Bunney
State the duties and qualifications of shop manager(s):
Jim Ihasz..is the CenterManager Rick Bunney is the.Customer Service Manager(assistano, The
management team is ms_ponsible for all elements of customer service including timely customer
communication,vehicle intake,service writing marts locatiot-iZpmEchasing
scheduling invoicing,
receivingpayments, customer transportation and-vehicle towing;co-ordination staff scheduling and
soon. Rick Bunny as..the Customer Service Manager will be your primary contact.at the center,
Both men.are experienced and AAMCQ T Laj
_�Ded and Certified In fact they are actuaU
discussed-ig.training classes as an example of a§pX�eriot management team.- y now
RFP-Vchicle Repair and Maintenance-AAMCO Transmissions Page 5
4. Assigned Contract/Service ReDresentative
Name: Rick BunnU
Title/Duties: Customer Service Manager / service writer, scheduler,work flow coordinator
Qualifications: Graduate of A-AMCO Management Training, 2 years in management in this center.
Work Phone: 503-684-0861 --- Cell: 503-312-9984 Fax: 503-620-5811
5. Emergency Contact (365 days/year;24 hours): Rick Bunney(503) 312-9984 Jeff Szekely
503-789-3815 as back up
6. Operating Hours
The contractor shall be currently operating out of a commercial facility,which is open and accessible
to Dity personnel, without prior notice during normal business hours. Facilities shall be available
for vehicle service between. the hours of 8:00 am and 5:00 pm, Monday through Friday (excluding,
holidays). Please state hours that your facility is open for.maintenance service.
Monday 7:00 am to 6:00 pm
Tuesday 7:00 am to 6:00 pin
Wednesday 7:00 am to 6.00 Pin
Thursday 7:00 am to 6:00 prn
Friday 7:00 am to 6:00 pm
Saturday 9.00 am to 1:00 pm
Sunday Closed (j2y.appointmeno am to Closed pm
7. Technical Staff Experience and Qualification
Please provide an experience/qualification profile for each member of your technical staff to include
the following information. Attach additional sheets if needed.
NAME TITLE YEARS IN YEARS W/ JOB-RELATED
PROFESSION CONTRACTOR TRAININTG/CERTS
SEE
,A,1TACFafENT#1
RFP—Vehicle Repair and Maintenance-ARMCO Transmissions Page 6
8. Staffing Level
Given the size and composition of your current staffing, willit ke necessary for you to increase
staffing to meet the requirements of this contract? Yes (Maybe) o if yes, please
provide details on what additions will need to be made:
I have 3 additional shops (2 in
the local area) that I can pull resources from!Q-meet-your demands as
your needs ebb and flnyj. I may—ed to hire an administrative Derson to make qtirf,we
are exceeding
-your expectations with required documentation.
9. Hiving and Continued Education/Training
Please describe your hiring and continued education/training requirements for mechanics:
We are an equal opportunity eznplotler,,.. and we do not
..discrirnit3ate in any way in out hiring practices.
Prospective employees must have a.minimum of,.5 years of
experience, or.2 years of experience and
a.. degree e or
. p,- -certificate ftom...a recognized automotive repair training school....-_ Employees mus
maintain a clean valid driver's.license. A condition of continued employment is a.M1NLL4QM of50hours per yv-Qfperformthe duties of the�qb title
must be kept current. e pay for and provide time for any industry training course an empl
desires to attend. Management mayrequireany employee yee to attend ani training it deems as
essential. SuccessM E-Qmpletion of MY training required by management is also a condition o
employment.
10. Bonding
The City requires bonding for individuals who will perform services on City vehicles at no ad *ti
cost to the City. Please certify the personnel assigned win be bondable by initialing here:
11. Fleet Business
Approximately what percent of your shop work is currently derived from fleet business?5.0%.
12. Better Busitiess.,Bureau Actions
Has your shop ever been a subject of Better Business Bureau action?Yes No
If yes,please describe:
In the last 8-+- years I can only think of 2 customers who complained to the Better Business Bureau.
In both instances that u=as the first we lied heard of their displeasure. Bath.....,issues where resolved
immediately to the customers satisfaction and required no action by the BBB.. Our policy is nobody
leave
13. Customer Complaint Resolutions
Please describe the five most recent customer complaints and how you resolved them. Use
additional paper if necessary.
SEE ATTACHMENT#2
14. Vehicle Maintenance ServicerstoGovernmental Entities
Are you currently or have you ever previousl contracted with a municipality to provide vehicle
maintenance service?Yes - No If yes,please describe:
RFP-Vehicle Repair and Maintenance-AAMCO Transmissions Page 7
15. Vehicle Repair Services tn Governmental Entities
Are you currently, or have you ever previously, provided repair services to other government
entities?Yes
— No If yes, please list the entity names, contract person and
phone number:
16, Interest in Tigard Cgntract-.and Additional Information Regarding Your Shop
Briefly describe your. interest 'in servicing the City's fleet and what factors make you the best
candidate in your opinion. (Include any information or materials that you would like the Ci
into consideration while evaluating your ability to perform this contract.) City to take
As a resident and business owner I am YM interested in being of service tc�the city of Tigard fest its
fleet vehicle needs. I feel that we have the best facility,.eqWpment and pi�,rsonnel to me
et the ci 's
needs in this area. Addi#r,__'onally we expect to deliver an
excellent valuetothe city for our services.
Our reputation in this city is bat on our phdosophy of gni rvi recommendations that
y making se cc reco
are tngy necessaryandthen getting the lob done tichtthe first time._A&Nf-COs service and repair
processes will assure that your vehicles remain safe and reliable at a cost that makes sense. We have
redundant coverage of both personnel and facilities assuring that no nrnki-m.of QIMS will become an
inconvenience of yours. I have a-Mechanical Engineerir-
- eggee from the University Qf Pittsbur
and the,first 10 years of my career I worked for General Motors....At first 1.worked on the dos' o
vehicle electrical systems anal then in operations management. With this background I,am well
-qualified for an technical or logistical challenge Although our center does not�y currently serve any
Igge munidpal fleets we are an extremely high volume shop (t�5 i�nthe nation) and out staff is
well accustomed tOworkingdIdently andquickly.
unication from our shop will be clear,
conciseandstraight forward. You will never have reason to doubt the validity of our service
recommendations We are confident that this relationship will be mutually beneficial and we look
forward to serving you.
D. REFERENCES
Please provide three commercial client references, their size of fleet by vehicle type, years of contract
relation, type and frequency of the service provided. Please identify the contact person and phone
number for each. Use additional paper if necessary.
Reference#1
Company Name: Speedy Glass
Company Address: 12035 SW Pacific Highway,Tigard OR 97223 (+ several other Portland locadgns
Company Phone: 503-639-1999
Contact Person: Russell Schneider
Fleet Size/Type: 20cargovans and sedans in region. 6 at Tigard location.
Years of Contract- 4
Frequency of Service=Vehicles from the'li rd location have all maintenance and repair done
The vehicles froth the other locations have oil and are services done locally but repair work comes
to
our center.
RFP—Vehicle Repair and Maintenance-ARMCO Transmissions Page 8
Reference#2
Company Name: Eagle Electrical Inc.,
Company Address- L"o Box 931 St. Helens, OR. 97051
Company Phone: 503-397-901.7/503-789-7878
Contact Person: Danny Pharr
Fleet Size/Type: 18 flat bed andutilitybody pick ups,cargo.vans and sedans
Years of Contract: 5
Frequency of Service: Driver-,can get oil changed anywhere
seldom here but all repairs and scheduled
services are done at our center.
Reference#3
Company Name: Nelco Services (large.tri-state vehicle repossession company)
Company Address.- 627E Francis Ave.
Company Phone: 503-969-2735
Contact Person: Tracy Boston
Fleet Size/Type: 90 tow trucks of various sizes and sedans approLi�tely 25 in our region a any tune
_e)
Years of Contract: 1
Frequency of Service: 'Phis—fleet is in constant motion and so oil than es are done where when e
gg e 0 e and n t11 y
are needed. Repairs anvwhere in the northwest are brought to this center. They taw their_own in
E. SUPPLEMENTAL INFORMATION QUESTIONNAIRE
1. Describe your shop's experience providing vel-dcle maintenance services including the number of
years in business,and type of services provided. Use additional sheets if necessary.
Many people recognize AAMCO Trarisrnissions as the technical leaders in the trans
mission Indus 7.
While this is true,man�T people still are not aware that we provide complete
have been w rkintnessage ..car ggLe serviges. (We
2006 corn lete carness _nce
tgkigg this shW over in
Transmissions in 1i rd we provide repairs and sere ices an mast malar vehicle systems F3
and tires are theril oservices understand that mountin
and balancing tires 71 9
is re aired for this contract, 1.will sub-contract this work in the be `nnjng and
procure the eqtipment needed to provide this service. I have.a personal..philosopyh
vehicle
-
maintenance. _u spend a little money vehicle
maintenance, over time. I believe I have illustrated
the technical
the vehicles,.. t out that before any work begins on
team We strive to keep safety,dualityand cu
RFP—Vehicle Repair and Maintenance-ARMCO 1r2nsmissions Page 9
2. City drivers are usually in a hurry and need to return to work. Their expectation is to be
acknowledged and served promptly,courteously and competently. How will you do this?
We acknowledge and greet all of out customers when they come in out front doors We have mo
Ma.ngers to check in customers-There is rarely more than a five minutes wk.-Whea-your drivers
arrive and identify themselves as from the ci4,o !kpic M, in v --
f Tigard, one of )L�ff will be made available to
give them a..tidc. Check in usually takes three to five Ininutes. We believe it is important to ask a
series of cluesttons so we understand the details of the problem and hqAy-and when they occur We
also ask other related-detailed-questions,which will helt).M techniciansprp-perly.diagnose the
�
vehicle.
3. What procedures are followed to ensure successful completion of service work prior to the vehicle
being released to the customer?
tuatitV starts at vehicle check inf As described above it is important to A-Rk a --ries of-questions.so
we can accurately understand all of custorner-cot"ints and exPectationsonce.the vehicle is
in the system-a technician is assigned to di gaose the vehicle. He does a compjete check orTer of the
whole car,but focuses closely on thc-problern areas). The technician then-reqj( tLi�ends�tothe-
managgg the repairs needed to-.z-lve the vehicle's issue(s). He will al,;()ke commend any other
itemattends that need -
-attention gemming from his diagnosis. &part.of out quality system a
technician,other than the one the- - aix needs tp,check the work once complete. This
helps prevent the"human,error"element of this business Each vehicle is then test driven lathe
technician that performed the original diagnosis to.yerif
y that theproblemis-resolved. Upon the
techniciarZs satisfactory final test drive,he initials the paperwork MI-I& that orm d work
resolved the issue. He records the final mileage from the vehicle and gives th�e-Rqpgnygrk to the
manger to--..all the customer.
4. City requires the contractor to designate one person from the shop to work- with the City
representatives and communicate vehicle repair status and scheduling on routine basis. Please
identify this position and the qualifications you will establish for this position.
Rick Buringy will be the contact. He understands that the City of Tigard is,his#1 priority Qye
evMd-ting.else in the shop, Rick has excellent customer relation and communication skills. He is
responsible far scheduling the shop so he will be able to meet your critical time
confident hell et 12a�L�
-me your expectationg,but Im,always available should you feel your needs are not
being met ,tleff s person cell 503-789-3815
5. The City expects 24 hours turnaround time for preventiv and routine repair services. Can you meet
this standard and provide quality repair work? Yes No
Our standard of service is "q-1-day"for most common vehicle concerns.
G. Please specify whether OEM or after-market parts will be used for repairs? If after-market parts will
be used,please explain under what circurnstance(s). Please be aware the GO rrqmireswse of OEM parts for
all services unless sped
fy4kg herein or otherwise appmwd by SR prior to repairfir all senices.
We will.use OEM parts to the largest extent possible except where through h out professional
-,.
experience we feel there is an OEM equivalent that offers a better value for thtsjtywithout
compromising qualityjT. In those cases we would only supply an OEM equivalent after consulting
and obtaining approval through the city.
RFP-Vehicle Repair and Maintenance-AAMCOTransmissions Page 10
7. List days and hours of shop operations and after-hour emergency services availability.
The Shoo.hours are Monday to Friday-
- 1L ay 7 am to 6.pm.but we are available for after hours
emergencies 24hoursNays awcgk. Rick is the main contact- An alternative individual willbeidentified during vacation and sick time. I am also.available should an issue arise in our system.
8. Describe the availability of secured parking for vehicles in for repairs.
Any vehicles that need to be secured wilt be kept inside the garage as we share public parking lot. I
also have.a monitored security systemthrough ADT. Additionni1v ,-
T b- -a.secuiiiy surveillance
camera system with coverage-of most of the inside and outside -perimeter
9. Can you supply tires using pricing based on Oregon State Contracts?Yes No
However,we are happy to mount, balance and other wise service thetires you purchase.
F. FACILITY DESCRIPTION
L. How many bays are available for vehicles? 6.
2. Describe what provisions and procedures you have in place to dispose of hazardous substances,oils,
coolants, etc.
We use industry reputable
materials to the greatesl extent possible,are recycled. We have-a 300 gglion tank for used oils,Two
155 gallon drums for waste coolant and a 15 gallon drum for fuel. Of course we have spill mitigation
supplres-gn hand to deal with any accidents.
3. Do you have a certified emissions specialist on staff Yes
We have ASE and AAMCQ certified emission.specialists,but I'm.unsure of g-ebfications ou
require. I'm confident we would obtain the particular certification you rgqWLg easilv.
4. Do you have an electrical systems specialist on staff;)yes_* No
5. Describe any experience that you have in servicing/maintaining lift equipped vehicles.
None
6. The City requires the contractor to coordinate warranty work. Please describe how you would
perform that and which dealership/service departments you will use for Chevrolet, Ford, GMC,and
Dodge. Please provide name of dealership,shop location and phone number.
See Attachment 3
7. Can you perform emergency roadside service as required?Yes No-
RFP-Vehicle Repair and Maintenance-AAMCO Transmissions Page 11
G. SUBCONTRACTOR LIST
Indicate what work is proposed to be performed by subcontractor(s). Indicate on the following list the
name and location of all subcontractor(s).
SERVICE SUB-CONTRACTOR PRIMARY
AME/LOCATION CONTACT PHONE
H. COST AND CONDITIONS
Conditions:
1. Prices for the services listed above must include an labor and material needed to complete the
services specified.
2. Prices proposed in this section are firm fixed prices for the initial period of the contract(three
years).
3. All repair parts are to be OEM or equivalent. Exceptions will be individually considered on a case
by case basis. Price for each service shall include parts,labor and all necessary fluids and free fluid
top off between service 'intervals.
4. Service reminder sticker is required with each service.
5. All.labor hours. The City is required to pay labor hours shall be as listed on.ALLDAFA Service&
Repair Information system. Contractor shall provide the City with an access pass word to their
ALLDAT'A Service&Repair Information System.
6, Unless otherwise specified and/or agreed to,a standard 12 month or 12,000 mile warranty will be
required on all labor and materials.
RFI)—Vehicle Repair and Maintenance-J'UkMCO Transmissions Mage 12
7. No applicable taxes should be included in the bid prices.
i Passenger 4x4 Trucks 4x4 Truck G,4 4x4 Truck-7
—
Passenger
& and Utility Diesel Diesel
I CITY VEHICLE Light Trucks Vehicles
Services/Costs Cost Cost _ Cost Cost
Service A $69(full syn) $69(full $89
$89
Vehicle Transport(pickup and
delivery)for Preventative and n/c n/c n/c n/c
Scheduled Services
Cost of Hourly Labor Rate(not
included in Service A) $85.00 $85.00 $85.00 $85.00
Rotate Tire(4-Way front to rear)
$10 $10 $10 $10
Replacement Dealer Parts(not
included in Service A) Cost Plus 20% 20% 204 a 20%
Replacement None Dealer Parts(riot
included in Service A) Cost Plus 20% 20% 20% 20%
Cost for Shop Supplies,and Other Supplies 1.5010 Supplies Supplies 1.5% Supplies 1.5%
Disposal Fee As a Percentage of Total Disposal 3.00 1.5% Disposal 3.00 Disposal 3.00
Service Fee (not included in Service A) Disposal
3.00
Crown Dodge SC.TV&Utility 20L3 Ford
POLICE VEHICLE Victoria's Chargees Trucks Interce tor's
Services/Costs _ Cost Cost Cost Cost
Service A _ $69 (Bill syn) $69 (full $89 $89 '
K n
Vehicle Transport(pickup and
delivery) for Preventative and n/c n./c n/c n/c
Scheduled Services
Cost of Hourly Labor Rate (not
included in Service A) $85.00 $85.00 $85.00 $85.00 '
Rotate Tires(4-Way Front to Rear)
$10 $10 $10 $10
Replacement Dealer Parts(not
included in Service A) Cost Plus 20% 20% 20% 20%
Replacement None Dealer Parts(not
included in Service A) Cost Plus 20% 20% 20% 20%
Cost for Shop Supplies,and Other Supplies 1.5% Supplies Supplies 1.5% Supplies 13"o
Disposal Fee As a Percentage of Ttotal Disposal 3.00 1.5% Disposal 3.00 Disposal 3.00
Service Fee (not included in Service A) Disposal
RFP—Vehicle Repair and Maintenance-AAMC;O Transmissions Page 13
Does your shop offer prompt payment discounts? Yes— NO'* If Yes,please describe the
discount: Our competitive pricinjplc_���� ,
Will your shop accept credit card payments? Yes No If Yes,is there a charge for
credit card payments: Yes No
1. SIGNATURES
The undersigned proposes to perform all work as listed in the Specification section, for the price(s)
stated; and that all articles supplied under any resultant contract will conform to the specifications
herein,
The undersigned agrees to be bound by all applicable laws and regulations and City policies and accepts
all the terns and conditions contained in the City of Tigard's Request for Proposal for vehicle repair and
maintenance services and the attached general services agreement (Attachment C):
The undersigned,by submitting a proposal.,represents that:
1. The Proposer has read and understands the specifications.
2. Failure To comply with the specifications or any terms of the Request for Proposal may disqualify
the Proposer as being non-responsive.
3. This proposal has been arrived at independently and has been submitted without any collusion
designed to Limit competition.
The undersigned therefore offers and makes this proposal to furnish services at the price(s) indicated
herein in ftilfillment of the attached requirements and specifications of the City.
Name of firm: GHJ Enterprises,LLC dba ARMCO Transmissions
Address: 13701 SW Pacific Hwy Tigard, OR 97223
'I...'ele)hpq
CP c Number: . 3-6.84-0861 Fax Number: 503-620-5811
Ph c Nu4ib
B
Date:
sur
'f
ign tur fA rizd bffici
al. If partnership,signature of one partner)
Printed Name/Tide: Jeff Szekely
If corporation, attest:
(Corporate Officer)
Corporation 0 Partnership 6ndi dual
Federal Tax Identification Nurnber(TIN): 34-2058932
RFP—Vehicle Repair and Maintenance-AAMCO Transmissions Page 14
Technicians Experience Qualifications and Certifications
NAME TITLE YEARS IN 'YEARS NVI JOB-RELATED
PROFESSION CONTRACTOR TRAININGICERTS
Shaun Dudley Foreman/Lead
Dia
Diagnostician ?9�industry. 2 this center AAMCO Master Tech
g ASE Master Certified
Shaun is both an ARMCO Master Technician and an ASE Master Certified Tech. As Foreman and
Lead Diagnostic Tech Shaun is responsible for the safe and efficient operation of the shop. He
handles the vehicles in Meed of advanced diagnostics. He also is responsible for managing the
continued education of all of our techs. Shaun provides both classroom and hands on training to
prepare his staff for certification testing. Shaun has completed all of AAMCO's Technician
training courses as well as passed all ASE automotive and light truck certifications. Shaun will
directly supervise the techs working on your fleet and will perform any advanced diagnostics when
that need arises.
Leroy Perrin Master 33 with.Aamco 2 this center ARMCO Master
Rebuilder Rebuilder
Leroy is an AAMCO Master Rebuilder. Leroy has also been ASE Master Certified in the past but
has not recertified with ASE since the AAMCO certifications are more comprehensive and more
directly meet his need to be trained on the latest transmissions,differentials and transfer cases.
Leroy spends nearly all his time rebuilding transmissions,engines,differentials and transfer cases.
If your fleet should need such a repair he would be the man assigned to it.
Victor lvanov AAMCO 7 in industry 5 this center AAMCO Level A
Certified Tech Certified Tech
Victor is currently an AAMCO Certified Technician and is working towards his Master Tech
certification. He has completed 40 training modules(320 hours)in AAMCO's system and has
additionally attended numerous other industry training courses. Victor's attention to detail and
quality workmanship is a prized asset to our shop. Victor's primary responsibility will be the
maintenance and repair of your fleet vehicles. It is anticipated that he will perform the majority of
these services personally.
Raul Aitimarino B Tech IS in industry I this center AAMCO Level B
General Repair General Repair Tech
Raul is currently a ARMCO General Repair Technician. Raul is the newest member of our staff
and he is working toward the next level of certification. Raul has held several ASE certifications in
the past but they are currently expired. His workmanship is excellent but until he attains full
certification he will be limited to basic maintenance functions on your fleet vehicles such as oil
changes and tire rotations if Victor needs his help.
Trask AAMCO 7 in industry 5this center ARMCO Level A
Certified Tech Certified Tech
Trask is an AAMCO Certified Technician. He has completed 40 training modules(320 hours)
Trask also has attended numerous other industry training classes and seminars. Trask has opted to
attain his ASE certifications before he continues on towards AAMCO Master Technician
certification. Trask will act as Victor's back up in the event of his absence or if your fleet should
have need of both of them at the same time.
Matt Domenigoni C Tech 19 in industry 2 this center AAMCO Level C
Installation Installation Tech
Matt is currently an ARMCO Certified Installation Technician. Matt's primary function in our
shop is the removal and reinstallation of transmissions,transfer cases and differentials. Matt is
content in his position(which he has done his entire career). Matt does not perform any other work
in our shop and the only circumstance in which he would work on one of your fleet vehicles is if the
transmission needed to be removed.
Page, 15
Customer Complaint Resolution
VVehave avery sincere"custonnerfirst" culture inour company and xxaenjoy a |oya| andreferhng
client base. Our commitment to customer service and our"straight shooter"credo is the reason that
our AAMCOcenter|nTigard isamong the busiest and most highly awarded franchises inthe
country. But, like every service business we occasionally have a customer who is dissatisfied with our
performance. You have asked for adescription of how vvehave dealt with customer complaints inthe
past and sovvehave opted tmshare some examples that have ended with varying degrees Ofcustomer
satisfaction and how those experiences have helped ustoimprove.
Just a few weeks ago we had a challenging experience with a couple and their vehicle.Their vehicle
came iowith mcombination ofissues involving several different vehicle systems. VVespent several
hours performing various advanced diagnostic tests and then presented the customer with anestimate
for repair. The bill was substantial. The husband expressed that he wanted todosome mfthe repairs
himself tosave money.The wife wanted us to do the air conditioning repairs first so that she would be
comfortable. VVedid the air conditioning repair and the vehicle went home tohave afew ofthe repairs
done at home and the vehicle would return for the more difficult repairs another day.The vehicle was
back the next day with some Ofthe husband's "to-dolist"complete but the vehicle was inworse shape
than ever.The customer was upset because hefelt that our diagnosis was wrong and had led bothe
new problems.This started aseries ofvisits where vvmdiagnosed the vehicle and hewent home and
changed the parts.Tnfurther complicate things some mfthe parts h8installed where defective and
some surrounding items started getting damaged.Throughout this process the air conditioning(the
wife's top priority)would stop working,The customer(who was citing inteonetsources and You Tube
videos) was convinced that our diagnostic ability was the issue. VVe had unhappy customers and itwas
clear that this was only getting worse soVveproposed that they pay only for parts and allow ustodo
the repairs as we had originally proposed. They were skeptical that our work would prove successful
and s0VVelet them leave with their car totake for aweek long test drive before paying for the parts.
Mrs. Customer is happy and tells us that the car runs great and the air conditioning is cold. Mr.
Customer nor the money for the parts bill have been seen. AtA\MCQvvehave the benefit ofasystem
that has been refined for over 50 years. Even though our motive to help a customer who had some big
problems was good we should have stuck to our proven processes. We should not have agreed to
"team up" with a lay person who was untrained and unequipped. We should not have put the
customer's desire for comfort (air conditioning)above the need to have the other vehicle systems
operating properly first(this complicated matters).And of course we should not have let the vehicle
leave before we were paid.After all if they had a problem we have the best warranty in the industry.
Our technicians are well trained, professional and human. Sometimes we make mistakes.The majority
of the time those errors are discovered and corrected due to our"pre-delivery double check" process.
But sometimes avehicle will leave and have aproblem that is entirely our fault./\oexample mfthis that
comes tomind iswhen uxeperformed avery routine coolant flush service onovehicle that later blew a
hose and over heated. VVehad not gotten all mfthe air out ofthe system which resulted |na
superheated vapor lock that blew the hose. Our fault was clear so»Vepaid for the tow and the repairs
3swell as store credit for afuture visit along with our honest admission offault and sincere apology.
Page 16
|nour next example vVehad todeal with acustomer complaintinabsence ofany proof that vvedid
anything wrong. VVeperformed afree vehicle inspection for acustomer who declined repairs. The
customer returned tocomplain that hebelieved 3small dent inhis car happened while itwas inour
possession. The customer was quite animated and emotional. \Neinterviewed our staff who worked
on and around this vehicle but no one had any knowledge of an accident nor did anyone remember if
the vehicle was already dented. VVereviewed ourSccurity camera footage and again could not see
clearly ifthe vehicle either came inwith orleft with adent. Although this customer had never spent
any money inour shop vvehad the dent repaired as a gesture ofgood will. We now have more
cameras and capture vehicles from several angles entering and exiting.
We generally enjoy exceNentreviexvson|inebutooecuntornerypowrneview/vvasaicarningexperieoce
for us. Until vvesaw his review vvehad nOidea that hewas unhappy inany way. Herelated that during
his visit to our shop he observed us having fun telling "every customer,one after another that their
transmission was 3hot". When hewas also given the bad news that h*-too needed his transmission
rebuilt h8was skeptical and went elsewhere for a second opinion. "LUcki|y° for him the next shop told
him that he just needed his fluid changed. In short he felt like that we were uncaring and dishonest.
Over the last 50 years AAMCO has evolved into a "Total Car Care" business model but our reputation
was built as transmission specialists sovve diagnose far more vehicles with transmission issues than an
average repair shop or dealership.We have had days where everyone in the waiting area iselated
because their news ismuch better than they feared. { don't recall aday that °evmryone° needed their
transmission rebuilt but I have had days where several people in a row have gotten that news. We do
have Grather jovial shop environment and many customers enjoy beioQgpartofth8tkiDdOf
environment. We checked our records to find that our advice to the customer was that we would
decline to service his transmission because it was possible that the service would do more harm than
good and that his transmission was showing signs that it was nearing the end of its service and would
need toberebuilt inthe near future. We have never been able to get this customer tprespond bJVs
so that we could discover if his transmission was still functioning. Also we would have liked the chance
to explain that in the rare occurrence of a transmission not being diagnosed correctly, and the
transmission is not internally damaged, our policy istn rebuild that transmission and then also repair
whatever was the actual issue with that vehicle all atabsolutely nocharge. This iarare tobesure but it
has happened. From this customers experience we have learned to be more sensitive to the fears of
those waiting for their vehicle diagnosis. We still try to have fun but when it comes to discussing the
diagnosis results with customers we now skip the gallows hUnnoc
Our experience is that most customer complaints could be minimized or eliminated with better
communication. We are committed to the highest level of customer communication and service. Our
customers expect and receive clear communication from us about their vehicles diagnosis, cost of
services, and time required for repair, Any changes that effect the customers expectations/srelated
immediately utilizing whatever rne1hod(s) the customer prefers: email,text, phone, etc |t\sa rare
customer who would complain about too much communication and in general our customers report
that they are "very satisfied"with their experience inour shop.
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Dealerships to Perform Warranty Work
Transportation to and from by AAMCo
Landmark Ford (Ford, Lincoln, Mercury)
12000 NE 66th Ave Tigard, OR 97223
Buick GMC of Beaverton General Motors)
9155 SW Canyon Rd Beaverton, OR 97005
Northwest Chrysler, Dodge,Jeep
10600 SW Canyon Rd, Beaverton, OR 97005
Parker Johnstone's Wilsonville Honda
30600 SW Parkway Ave Wilsonville, OR 97070
Wilsonville Toyota
9155 SW Boeckman Rd Wilsonville, OR 97070
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