Tyler's Automotive ~ C150023 CITY OF TIGARD,OREGON-CONTRACT SUMMARY FORM
(THISFORMMUSTACCOMPANYEVERYCONTRACT) lS�a�
Contract Title: Vehicle Repair and Maintenance Number:
Contractor: Tyler's Automotive Contract Total: **$100,000
Contract Overview: The city intends to contract with multiple firms for vehicle repair and maintenance
for 1 year. 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
1y`Choice 340
AAMCO 388
Landmark 401
Canyon 235
Account String: Fund-Division-Account Work Order—Activity Type Amount
Year 1 All City Accounts **
"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 andNo/100 Dollars($100,000.00).
Approvals - LCRB Date:
Department Comments:
Department Signature:
Purchasing Comments:
Purchasing Signature:
City Manager Comments:
City Manager Signature: 6001
After securing all required approvals,forward original copy to the Contracting and Purchasing Office along with a
completed Contract Checklist.
Contract Zi5-0023,
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 Tyler's Automotive,
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
party 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:
TYLE' AyLITOMOTIVE
Attn: Michelle Wright, PW Business Manager Attn:Tyler Ellenson
Address: 13125 SW Hall Blvd. Address: 12485 SW Main Street
Tigard, Oregon 97223 Tigard, Oregon 97223
Phone: (503) 718-2445 Phone: (503) 639-5588
Fax: (503) 684-7297 Fax: (503) 620-4483
Email: inichellewntigard-or.gov Email: tyler&a lersautomotive.com
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6. TERMINATION
The parties agree that any decision by either party to terminate this Agreement before the 31" 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 MNEURE
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 party 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:
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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 party 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 TYLER'S AUTO IV
By: Authorized City epresentative By:Author' ed Contractor Representative
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Date Date
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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 inonthly report on
which vehicle required fluids. The anticipated timeframe for this service will be:
A. Two days at 30 minutes per day.
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 SW 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 time.
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 minimum 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. Repair Order Content and Procedure
The Contractor shall provide repair orders for all services 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. A 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. The
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.
7. Schedule A-1—Preventative Maintenance Schedule (Cfty Vehicles
Service A
1 Change Engine Oil*
2 Change 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 Compartment 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 Leakage
12 Check Exterior and Interior Lights and Other Electrical Items For Correct Operation
13 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/Water Separator
23 Check All Seat Belts
* Price for the oil change should be based on 5 quarts.
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8. Schedule A-2—Preventative Maintenance Schedule Police Vehicles
Service A-2
1 Change Engine Oil*
2 Change Engine Oil Filter
3 Reset Intelligent Oil Life Monitor 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 Axel 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 System
14 Check Steering Linkage,Ball Joints, Suspension,Tie-Rod Ends, Driveshaft and U Joints,
Lubricate if Equipped with Grease Fittings. Inspect Undercarriage for Damage
15 Check Exterior Lamps and Hazard Warning System Operation
16 Check Fluid Levels (Brake, Coolant Recovery Reservoir,Manual and Automatic Transmission
With an Under Hood Dipstick), Power Steering and Window Washer
17 1 Check Windshield for Cracks, Chips or Pits
18 Check for Oil and Fluid Leaks
19 Check Washer Spray,Wi er Operation and Condition of Wiper Blades
20 Ins ect Brake Pads, Shoes,Rotors,Drums, Brake Linings, Hoses and Parking Brake
21 Inspect Wheel and Related Components for Abnormal Noise,Wear Looseness or Drag
22 Ins ect 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 Vehicles)
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 vehicles 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 within 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 1 and 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.
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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 time 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. Batte - check condition of heat-shield, hold-down clamps and cable ends, top off electrolyte level,
and clean top and terminals as necessary.
F. Heater-Defroster-Air Conditioner System and Wiper Controls — check switches, valves, and ducting
doors for proper operation.
G. Exhaust System - visually inspects complete exhaust system 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 Member - visually check for "drive-over" and/or vehicular damage
and fatiguing.
J. Drive Shaft U_Joints/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 the 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 am 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 accordance with 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.
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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-routine 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 City 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 City 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
Must available by business phone, cell phone, email, or fax for billing and payment issues and questions.
14. Shop Visits
The City reserves the right 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' n i, e
EXHIBIT B
CONTRACTOR PROPOSAL
15
�, Tyler's Automotirv� : �`
Yes,we can take care of that. Approve
Auto Repair
12485 SW Main St., Tigard,OR 97223
503-639-5589 Fax 503-620-4483
503-504-8252 cell
tylerl(r)tylersautOmotive.com
wwwAylersautomotive.com
Tyler Ellenson
President,Tyler's Automotive
12485 SW Main St.
Tigard, Oregon 97223
April 111h, 2014
City of Tigard—Contracts and Purchasing Office
Attn: Joe Barrett,Sr. management Analyst
13125 SW Hall Blvd,
Tigard, Oregon 97223
Dear Joseph Barrett:
As a long-time business owner in the City of Tigard I am excited to give the opportunity to
provide my companies expertise and professionalism to maintain and repair the City of Tigard's
fleet of cars and light trucks.
Tyler's Automotive has been servicing the community and the City of Tigard for over 19 years
and as a small business owner we understand the need for timely service at a fair price. As our
slogan "yes we can take care of that"suggests,we are committed to exceed our customer's
expectations in service and quality,
OBJECTIVE
To perform general scheduled and non-scheduled repairs and maintenance services to the City
of Tigard's fleet of vehicles. Work directly with the City of Tigard's Fleet Service Coordinator to
provide the pickup and delivery of vehicles needing repair to minimize "down time" of the city's
fleet.
• Preventive Maintenance—service vehicles using original equipment quality specified
parts,filters, lubricants and batteries. Services to include but not limited to—Oil
change, oil filter replacement, Lubrication of chassis and drive train as needed and
inspection or replacement of all fluids, filters and wear items per vehicle manufacturer's
recommended service levels. We also include a visual brake inspection on every
preventive maintenance service.
Tyler's Automotive Proposal for City of Tigard's RFP - Vehicle Repair and
Maintenance Services. Page 2
• Repairs and Maintenance—Provide repairs to vehicles and systems bringing them back
to like new working conditions. Provide expert repairs to the braking, cooling, fuel and
computer systems. Provide repair and maintenance to the starting and charging,
steering and suspension including servicing, repair and replacement of tires as needed
to every vehicle as needed and authorized by the City of Tigard's Fleet Service
Coordinator.
• Communicate and work directly with the Fleet Service Coordinator, gaining
authorization, to pick up, repair and deliver vehicles in a timely manner giving the City of
Tigard prioritized service. Provide itemized invoices and reports as needed or requested
in a timely manner.
• Provide Emergency road side assistance and towing service. Tyler's Automotive has flat
bed towing service available to assist in the repairs of vehicles. We are able to provide
in house towing service within the city limits during normal business hours. We also
have accounts with local tow companies to facilitate towing if our equipment is not
available in a timely manner. We will provide cell phone numbers giving the city 24
hour access to our services.
• Tyler's Automotive has a 9 bay facility located on Main Street in Downtown Tigard,just
.3 mile away from the City's yard on Burnham street. Additionally, we have shuttle
drivers and staff that can facilitate the pickup and delivery of vehicles to the City's yard
or other location. We will provide immediate priority same day, whenever possible,
service to all City of Tigard vehicles. We also have facilities in Wilsonville and Newberg
that can be used to facilitate a more timely return of fleet vehicles.
Please direct any questions to:
• Tyler Ellenson, President-Tyler@tylersautomotive.com Cell -503-504-8252
• Margaret Ellenson, Operations Manager—Margaret2tylersautomotive.com—503-639-
5588
• Bruce Vollstedt, General Manager- Bruce etylersautomotive.com—503-639-5588
We appreciate the opportunity to provide vehicle repair, maintenance and emergency roadside
services to the City of Tigard. We are looking forward to a long partnership.
Sincerely,
Tyler El enson
President
Enclosure
Tyler's Automotive Proposal for City of Tigard's RFP - Vehicle Repair and _
Maintenance Services. page 3
Table of Contents
Qualifications and Experience Page 5
Certifications and Credentials Page 5
ASE Certifications Page 5
Fleet Experience Page 6
Specialty Equipment and Scan Tools Page 7
Employee Certifications and Experience Page 8-10
Pricing Proposal Page 11
Location and Availability Page 11
Additional Services Page 12
Tyler's Automotive Proposal for City of Tigard's RFP - Vehicle Repair and
Maintenance Services. Page 4,
Qualifications and Experience
Tyler's Automotive has been a Tigard business servicing today's vehicles since 1995. Our
3 operations are located in Tigard, Wilsonville and Newberg. We strive in being able to
repair all aspects of today's vehicles and have a strong understanding of drivability
diagnostics. We continually invest in the latest diagnostic technology and training. With
hundreds of years of combined experience we have listed just some of the training
classes we have taken in the past several years.
Certifications and Credentials
Tyler's Automotive has many industry credentials:
• Napa AutoCare Center—All locations
• AAA-Approved Auto Repair—All locations
• DEQ—Recognized Auto Repair—AII locations
• Bosch Service Center—All locations
• Member ASA—Automotive Service Association
• ASE Certified—Tyler's Automotive has technicians certified in the following areas.
o L1:Automobile Advanced Engine Performance Specialist
o Al: Engine Repair
o A2: Automatic Transmission Transaxle
o A3: Manual Drive Train and Axles
o A4: Suspension and Steering
o A5: Brakes
o A6: Electrical/Electronic Systems
o A7: Heating and Air Conditioning
o C1: Automobile Service Consultant
Tyler's Automotive is a full service Automotive Repair Facility. We perform all aspects of
automotive and light truck repair, everything from oil changes and brakes to complex
computer and fuel system diagnostics. We are a one stop shop for everything
automotive related.
Tyler's Automotive Proposal for City of Tigard's RFP - Vehicle Repair and
Maintenance Services. Page S
Fleet Experience
Tyler's Automotive has experience with several fleets, some include:
• City of Tigard
o Work with the Fleet Services Coordinator servicing cars, light trucks and police
vehicles, including motorcycles. We currently pick up and deliver to repair and
maintain multiple vehicles in the City's fleet.
• Department of Transportation
o We serviced vans and trucks while they had a location on 72n`'Ave during the
217/ 1-5 interchange project.
• United States Postal Service
o We are currently contractors servicing multiple separate USPS offices. We
diagnose and repair unscheduled maintenance vehicle repair and perform
scheduled vehicle repair for Portland and Salem VMF facilities, including engine
and transmission replacement as requested. We perform onsite daily
inspections, repair and any needed services for both Portland and Salem
Vehicle Maintenance Facilities who have over 2000 vehicles in their service
area.
• Oregon State Parks
o Repair of vehicles stationed at Champoeg State park.
• Pac Trust
o Perform maintenance and repair of light trucks and trailers. Pickup and deliver
vehicles from Tigard and Vancouver for repair.
• Bear Electric
o Perform all maintenance and repair to the fleet of truck and vans. Pick up and
return vehicles from the jobsite while coordinating repairs with the fleet
manager.
• Penske Fleet Service
o Tyler's Automotive performs heavy line repairs to gas and diesel trucks. This
includes towing, pickup and delivery of vehicle at facilities Tigard and
surrounding areas.
• Servpro of Tigard
o Tyler's Automotive services multiple vehicles in a diverse fleet of car, vans and
trucks. We preform full maintenance and repairs of the Servpro fleet as
needed.
• Maid Brigade of Tigard
o Tyler's Automotive services all vehicles in a fleet of cars from multiple car
lines. We preform full maintenance and repairs of the fleet as needed.
• Tigard Tualatin School District
o Perform diagnostic and repair operations to many vehicles in the fleet. Repairs
consist of everything from oil changes to engine diagnostics and everything in
between.
Tyler's Automotive Proposal for City of Tigard's RFP -Vehicle Repair and
Maintenance Services. Page 6
Specialty Equipment and Scan Tools
To service today's late model vehicle's it is necessary to perform computer diagnostics.
In fact most aspects of the vehicles performance in today's automobiles are controlled
by a computer or module. We are proud of our ability to perform vehicle on board
diagnostics and reprogram today's onboard computer to effectively repair the vehicle
correctly. Today, some parts need to be programmed after installing them into the
vehicle or they will not function. Tyler's Automotive has the correct OEM specified tools
required to perform these functions. Some of the specialty and scan tools we own are:
• Bosch MVCI—Includes GDS 2 -General Motors OEM scan tool 2010 to current.
• Tech 2—OEM scan tool for General Motors vehicles 1995- 2010.
• IDS and IDS 2—OEM scan tool for Ford vehicles 1996 to current.
• Star tester—OEM scan tool for Ford vehicles pre 97.
• HDS—OEM scan tool for Honda vehicles after 2005.
• Master Tech—OEM scan tool for Honda and Suzuki vehicles and aftermarket tool.
• DRB III —OEM Scan tool for Chrysler vehicles pre 2007.
• WiTech, Micro Pod II and Star Mobile—OEM scan tool for Chrysler vehicles after 2005 to
current.
• Genesis—Aftermarket scan tool global OBD II.
• VeDis—Aftermarket scan tool.
• Ross Tech Vag Com—Volkswagen scan tool.
• Autologic—Diagnostics for BMW, Mercedes and Volvo.
• Bosch MTS 5200 Engine Analyzer and 4-Channel Oscilloscope and Digital Multimeter.
• The ACS 620H hybrid vehicle A/C service machine that is certified to the J2788H high-
voltage.
• Ability to lift light and medium duty trucks up to 16,000 GVW.
• Flatbed towing service. Tyler's Automotive operates a 3 car hauler able to move
multiple vehicles at one time.The 3 car hauler is equipped with a trolley to facilitate in
loading trailers onto the flatbed. Tyler's also has a single vehicle flatbed trailer. Both
vehicles are equipped with winches for disabled vehicles.
Tyler's Automotive Proposal for City of Tigard's RFP -Vehicle Repair and
Maintenance Services. Page 7
Tyler's Automotive Team - Experience and Certifications
Tyler's Automotive has experienced in all makes and models therefore we have
many experienced technicians and service personnel on our team. To stay on top of
today's changing vehicle technology we are always continuing our education.
Patrick Morrison: 14 years of automotive experience
Carquest technical Institute- Oxygen sensor waveform analysis- 8/30/01
DEQ- recognized emission technician- 12/6/2004
Automotive Products- Enhanced evaporative emission system- 4/6/2005
Carquest technical Institute- Current probe diagnostics- 10/9/01
Carquest technical Institute- Advanced on board diagnostics-I1- 12/11/01
Carquest technical Institute- Advanced computer diagnostic series- 2/12/02
ASE certified in the following on 12/31/09
1. Engine Repair
2. Automatic Trans/Transaxle
3. Manual Drive Train and Axles
4. Suspension and Steering
5. Brakes
6. Electrical/Electronic Systems
7. Heating and Air Conditioning
8. Engine Performance
Keith Pond: 15 years of experience
Elite- Service advisor masters course- 8/31/2009
ASE- Automobile Service Consultant- 6/30/2009
Dave Guralnick: 3 years of automotive experience
NAPA-Automotive Air Conditioning Service Training- 6/1/2011
Bob Lathrop: 20 years of automotive experience
ASE certified in the following on 6/30/2011
1. Engine Repair
2. Automatic Transmission/Transaxle
3. Suspension & Steering
4. Brakes
Tyler's Automotive Proposal for City of Tigard's RFP - Vehicle Repair and
Maintenance Services. Page 8
Steve 011ison: 36 years of automotive experience
Master ASE Automobile Technician
I. Engine Repair
2. Automatic Trans/Transaxle
3. Manual Drive Train and Axles
4. Suspension and Steering
5. Brakes
6. Electrical/Electronic Systems
7. Heating and Air Conditioning
8. Engine Performance
N.I.A.T.-Hybrid Electric Vehicles- 3/22/2006
Eric Smith: 17 years of automotive experience
Master ASE Automobile Technician
1. Engine Repair
2. Automatic Trans/Transaxle
3. Manual Drive Train and Axles
4. Suspension and Steering
5. Brakes
6. Electrical/Electronic Systems
7. Heating and Air Conditioning
8. Engine Performance
Sam Smeltzer: 33 years of automotive experience
Master ASE Automobile Technician
1. Engine Repair
2. Automatic Trans/Transaxle
3. Manual Drive Train and Axles
4. Suspension and Steering
5. Brakes
6. Electrical/Electronic Systems
7. Heating and Air Conditioning
8. Engine Performance
9. Automobile Advanced Engine Performance (12/31/2009)
Toyota dealership and Hybrid experience
Standard- Electrical Diagnostics Strategies- 4/5/2010
NAPA-Automotive air conditioning service training- 6/1/2011
WorldPac- Advanced EVAP System Diagnostics & Operation
Dan Kuehn: 20 years of automotive experience.
ASE-Automobile Service Consultant- 6/30/2009
N.I.A.T.-Hybrid Electric Vehicles- 3/22/2006
Standard- Electrical Diagnostics Strategies-4/5/2010
Tyler's Automotive Proposal for City of Tigard's RFP - Vehicle Repair and
Maintenance Services. Page 9
James Herlein: 43 years of automotive experience.
Master ASE Automobile Technician
1. Engine Repair
2. Automatic Trans/Transaxle
3. Manual Drive Train and Axles
4. Suspension and Steering
5. Brakes
6. Electrical/Electronic Systems
7. Heating and Air Conditioning
8. Engine Performance
Chris Morales: 8 years of automotive experience.
ATT-Service Advisor Skills
Beck-Customer Service Skills
Bruce Vollstedt: 31 years of automotive experience.
Honda Service Management Training
Honda Customer Satisfaction& Fix it Right Award Winner
Mitsubishi Elite Top Performer Service Management
Ford/Lincoln Mercury Silver Service Management Award Winner
Ford/Lincoln Mercury Silver& Bronze Service Advisor Awards
31 years Dealership experience, factory training in all aspects of Parts & Service.
***Bruce was the key component in obtaining the City of Hillsboro account starting in
2012 while at Honda of Hillsboro.*** Understands fleet accounts and attention to detail.
Tyler Ellenson: 31 years of automotive experience.
AMT- Service Advisor Skills
N.I.A.T.-Automotive Air Bags
AED- Starting/Charging System Diagnosis
Carquest- Advanced On Board Diagnostic-II
Carquest- Oxygen Sensor Waceform Analysis
N.I.A.T.- Hybrid Electric Vehicles
GM-Duramax 6600 Diesel Engine
Standard- Hybrid Service and Repair
Standard- Electrical Diagnostics Strategies
NAPA-Multi-displacement Systems
NAPA- GM Duramax Light Truck Diesel
1-800-Radiator- Advanced Air Conditioning Diagnosis and Service
NAPA—Volume efficiency diagnostics.
AMI= Management series
Bethany Engle- 9 years with Tyler's Automotive and 3 years additional accounting
experience...
Tyler's Automotive Proposal for City of Tigard's RFP - Vehicle Repair and
Maintenance Services. Page 10
Pricing Proposal
See Section 7 page 26 of RFP.
*All gasoline powered vehicles we quoted Full Synthetic engine oil and premium oil filter due to
the 10,000 mile service interval.
*The service schedule A-1—Preventive Maintenance schedule (city Vehicles) has 23
requirements including Item 21 "replace fuel filter". Using the list of city vehicles provided we
found that not every vehicle requires or has a serviceable fuel filter. Therefore, the price we
quoted ($75.00)for"Passenger Vehicles and Light Trucks" and "4x4 trucks and Utility Vehicles"
does not include the cost of the fuel filter. On average, the cost of fuel filter replacement is an
additional $77.00 but will vary depending the vehicle application.
**Column 3-City Vehicle 4X4 Truck 6.0 Diesel,the price includes both primary and secondary
fuel filters.
Location and Availability
Tyler's Automotive is .3 mile from the City's yard on Burnham Street allowing quick
service to the City's yard. After receiving notification of services needed within normal
business hours we will immediately dispatch a driver to pick up the scheduled vehicle so
we can perform the required service. Working directly with the Fleet Service
Coordinator, we will provide a verbal and if needed written estimate of repairs which
will include a time and price estimate, noting any required purchase order numbers
required. After the scope and amount of the work has been authorized we will
immediately start the repair process.
To expedite service on general preventive maintenance repairs such as oil changes,
Tyler's Automotive will keep in inventory all the oil, oil filters and air filters for each
vehicle in the City's fleet. Additionally we carry a large inventory of fast moving items to
keep the repair process efficient. If for some reason we need to order a part we have
accounts with hundreds of suppliers and have drivers on staff to facilitate getting parts
to our location so we can more effectively and meet our time estimate.
We will provide the City with an after hour cell phone number so we can help facilitate
any after hour repair or provide emergency towing service.
Tyler's Automotive Proposal for City of Tigard's RFP- Vehicle Repair and �~
Maintenance Services. Page 11
Additional Services
Tyler's Automotive has two flat beds for towing equipment and vehicles. One is a 24
foot tilt deck trailer allowing one car or truck on its deck. The second is a 53 foot flat
bed allowing up to 3 vehicles on the deck. Each one of these trailers is equipped with a
12,000 Ib winch for recovery of disabled vehicles. Additionally, we have a 20 foot
enclosed car hauling trailer equipped with motorcycle racks.
Tyler's Automotive is a full service facility. We will facilitate other services such as glass
and windshield replacement, transmission overhaul, trailer hitch installation, ladder rack
installation. We can also install aftermarket items such as radio's and lights and just
about anything you can think of. We also sell and repair tires.
We already have accounts established to acquire parts for the city's Go-4. We have staff
that have motorcycle experience and are able to facilitate all functions of repair for that
vehicle and Police motorcycles.
Tyler's Automotive can assist in warranty repairs. Tyler's is a Bosch certified repair
facility so we are authorized by Bosch to perform warranty repairs on Bosch systems.
Additionally, Tyler's will deliver city vehicles to the OEM dealer for warranty repairs. We
believe in being a one call solution to all vehicle maintenance and repair needs.
Tyler's Automotive Proposal for City of Tigard's RFP -Vehicle Repair and
Maintenance Services. Page 12
t
ATTACHMENT A
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 discriminator},practices have terminated and that a recurrence of such acts is unlikely.
B. RESIDENT CERTIFICATE
Please Check One:
® Resident 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
El Non-resident Vendor: Vendor does not qualify under requirement stated above.
(Please specify your state of residence: )
C. MANAGEMENT INFORM"ION
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 Profile
Shop Name: Tyler' s Automotive
Name of Shop Owner(s): Tyler Ellenson
Shop Address: 12485 SW Main Street, Tigard, Oregon, 97223
Phone Number. 503-639-5588 FaxNumber: 503-620-4483
Fears in Business: 19 Years at Current Location: 19
2. Proximity to Tigard City Hall . 3 Miles.
3. Name of Shop Manager(s): Tyler and Margaret Ellenson, Bruce Vollstedt
State the duties and qualifications of shop manager(s):
Tyler Ellenson - President, Margaret Ellenson - Operations Manager
Bruce Vollstedt - General Manager
RFP—Vehicle Repair and Maintenance Mage 17
Close—April 22, 2014—2:00 pm
4. Assigned Contract/Service Representative
Name: Margaret Ellenson
Title/Duties: Operations - Coordinate, dispatch, shuttle and facilitate
communications with Fleet representative (s) .
Qualifications: Works with Tigard Fleet operations currently.
Work Phone: 503-639-5588 Cell: 503-260-1888 rax: 503-620-4483
Tyler Ellenson Margaret Ellenson
5. Emergency Contact (365 days/year;24 hours): - 50-1-260-1888
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 sernice.
Monday 7 : 3 0 am to 6 : 00 pm
Tuesday 7 :3 0 am to 6 : 00 pm
Wednesday 7 :3 0 am to 6 : 0 0 pm
Thursday 7 : 3 0 am to 6 : 0 0 pm
Friday 7 : 3 0 am to 6 : 00 Pm
Saturday On Call am to Use Emergency numbf�,s
Sunday On Call am to Use Emergency numb
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/ Jos-RELATED
PROFESSION CONTRACTOR TRAINING/CERTS
See Pages 8-10 of RFP Proposal letter
RFP-Vehicle Repair and INfaintenance Pale 18
Close-April 22, 2014-2:00 pm
8. Staffing Level
Given the size and composition of your current staffing, will it be necessary for you to increase
staffing to meet the requirements of this contract? Yes No XX If yes, please
provide details on what additions will need to be made:
9. Hiring and Continued Education/Training
Please describe your hiring and continued education/training requirements for mechanics:
All tpchnicians have prior experience in the industry and attend
continuing education courses thru out the year.
10. Bonding
The City requires bonding for individuals who will perform services on City vehicles at no additional
cost to rhe City. Please certify the personnel assigned will be bondable by initialing here: 'IE
11. Fleet Business
Approximately what percent of your shop work is currently derived from fleet business? 1 °/o.
12. Better Business Bureau Actions
Has your shop ever been a subject of Better Business Bureau action?Yes No XX
If yes,please describe:
13. Customer Complaint Resolutions
Please describe the five most recent customer complaints and how you resolved thein. Use
additional paper if necessary.
While complaints are rare, typically issues arise with cost and
availability of parts . While we cannot control the cost of parts
we are providing a service. Our job is to communicate the cost of
the service and the total cost of the job, then set goals of
completion time . If the parts arrive and we install them on time
we have completed out goal and the customer is happy with our service.
In the event we can' t come to an agreement, since we are an
AAA Authorized Shop we can use AAA as an 3rd party arbitrator.
RFP-Vehicle Repair and Maintenance Page 19
Close-April 22, 2014-2:00 pm
14. Vehicle Maintenance Services to Governmental Ent;des
.Are you currently or have you ever previously contracted with a municipality to provide vchicle
maintenance service?Yes XX Na if yes,please describe:
City of Tigard.
15. Vehicle Repair Services to Govemmental Entities
Are you currently, or have you ever previously, provided repair services to other government
entities?Yes XX Nn If yes, please list the entity names, contract person and
phone number:
United States Postal Service Patrick Lewis-Portland VMF 503-294-2445
James Potter - Salem VMF 503-370-4797
16. Interest in Tigard Contract and Addidonal Information Regarding Your 51!Qj!
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 C:itv to take
into consideration while evaluating your ability to perform this contract.)
We are a Tigard business that to"kes pride in servicing the fleet
we live and work in. We have a great working relationship with
City and Fleet staff . Additionally we have a great working
relationship with the Police department and the officers .
D. REFERENCES
Please provide three commercial client references, their size of fleet by vehicle r,pe, 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: Bear Electric
Company Address: 20985 Butteville Rd, Donald Oregon 97020
I
Company Phone: 503-678-1355
f
Contact Person: Carl Redmond - Steve Shepard
Fleet Size/Type: 40+ Electrician Vans and trucks
Years of Contract: 8 Years
Frequency of Service: Daily as needed.
RFP--Vehicle Repair and Maintenance Page 20
Close— April 22, 2014—2:00 pm
r
Reference #2
Company Name: Servpro of Tigard
Company Address: PO Box 230271, Tigard Or, Tigard OR 97281
Company Phone: 971-563-1234
Contact Person: Kathy Linderman
Fleet Size/Type: 20+ Restoration company with several cars trucks and vans .
Years of Contract: 13 years
i
Frequency of Sennce: Weekly as needed
Reference#3
Company Name: Tigard Tualatin School District
6960 SW Sandbur
Company Address: g, Tigard g d OR 97223
�
Company Phone: 503-431-4049
Contact Person: Maryann
Fleet Size/Type: 20+ School District cars trucks and vans .
Years of Contract: 5 years .
Frequency of Service: Weekly as needed.
E. SUPPLEMENTAL INFORMATION QUESTIONNAIRE
1. Describe your shop's experience providing vehicle maintenance services including the number of
years in business, and type of services provided. Use additional sheets if necessaty.
Tyler' s Automotive has been in the same location in Tigard for 18
_years . We perform all aspects of vehicle maintenance and repair on
all major makes of vehicles . We employ ASE certified technicians
and use the latest in diagnostic tools to accurately repair vehicles
in a timely manor while providing prompt and professional service.
We have the ability to pickup and deliver to multiple locations and
achieve a timely turnaround of repairs .
RPI'-Vehicle Repair and :Maintenance. Page 21
Close—April 22, 2014—2:00 pm
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?
Tyler' s Automotive is located .3 of a mile from the city yard We
have shuttle vehicles and drivers that can be dispatched immedialty
to shuttle city employees and vehicles to and from any destination
as requested.
3. 'Wliat procedures are followed to ensure successful completion of service work prior to the vehicle
being released to the customers
All Tyler' s team has electronic scheduling documentation of the
requests for each vehicle . A designated manager will be working
with each vehicle, technician and the City Fleet Operations to
communicate and deliver a properly repaired vehicle
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.
Margaret Ellenson will coordinate, communicate and work directly
with city staff to facilitate needed repairs on city vehicles
Having an existing relationships with most of City' s personnel she
will work with the needed persons to facilitate repairs .
S. The City expects 24 hours turnaround time for preventive and routine repair sen-ices. Can Vou meet
this standard and provide quality repair work? Yes XX No-
We
o-We work with Fleet and drivers to return the vehicle to service
within the same day oras promised depending on the complexity of
service being preformed.
RFP-Vehicle Repair and :Maintenance Page 22
C:losc-April 22, 2014-2.00 pm
6. Please speci£1,whether OEM or after-market parts will be used for repairs? If after-market parts will
be used, please explain under what circumstance(s). Please be awarx the City requires use of OI:M darts.for
all services unless.pedjj tng herein or otherwise approved by SR j�rinr I i hair for all semices
OEM parts will be used on all repairs when possible. We will work
directly with Fleet to get authorization to use aftermarket parts
when price or lack of availability is a better option for the
city.
7. List days and hours of shop operations and after-hour emergency services availability.
Normal business hours are Monday - Friday 7 : 30am - 6 : 00pm and are
closed on major holidays . Tyler and Margaret are available 24hrs
a day via cell and can facilitate emergency services as needed
8. Describe the availability of secured parking for vehicles in for repairs.
Tyler ' s Automotive has an 18 camera surveillance system with 50OGB
hard drive storage system. Additionally the buildings are monitored
with an alarm system. Vehicle ' s will be parked inside the building
during after hours operations .
9. Can you supply tires using pricing based on Oregon State Contracts?Yes No X
F. FACILITY DESCRIPTION
1. How many hays are available for vehicles? 9
2. Describe what provisions and procedures you have in place to dispose of hazardous substances, oils,
coolants, etc.
Oils, coolant, filters, etc are contained and disposed of using
commercially contracted com2anies such as Thermal Fluids
3. Do you have a certified emissions specialist on staff?Yes X No
4. Do you have an electrical systems specialist on staffe Yes X No
RFP—Vehicle Repair and:Maintenance Page 23
Close—April 22, 2014—2:00 prn
5. Describe any experience that you have in servicing/maintaining lift equipped vehicles.
We are able to service the engine, drivetrain, fuel and braking
system of the vehicle. We can sublet lift service to a specialized
facility.
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.
Vehicles under warranty will be delivered to the appropriate
approved dealership for warranty repair. We will coordinate all
communications and delivery of vehicles as needed.
7. Can you perform emergency roadside service as required?Yes X Na
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(,).
SERVICE SUB-CONTRACTOR PRIMARY
AMEMOCATION CONTACT PHONE
I
Tyler' s Automotive of Wilsonville Tyler Ellenson 503-682-9181
Tyler' s Automotive of Newberg Tyler Ellenson 503-537-4.085
H. COST AND CONDITIONS
Conditions:
1. Prices for the services listed above must include all 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 C)EM or equivalent. I xceptions 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 ALLDA'T'.A Service&
Repair Information system. Contractor shall provide the City with an access pass word to their
ALLDATA 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.
RIP—Vehicle Repair and ?Maintenance Page 24
Close—April 22,2014—2:00 pm
7. No applicable taxes should be included in the bid prices.
Passenger 4x4 Trucks -':ix-4 Track 6.0 4x4 Truck 7.3
Vehicles& and Utility Diesel Diesel
CITYVEHICLE ht Trucks Vehicles
Services/Costs Cost Cost Cost Cost
Service 75 . 00* 75 . 00* $275 . 00* $186 . 00
Vehicle Transport(pickup and
delivery)for Preventative and $0 . 00 $ 0 . 00 $ 0 . 00 $ 0 . 00
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)
$ 14 . 00 $ 14 . 00 $ 14 . 00 14 . 00
Replacement Dealer Parts(not
included in Service A) Cost Plus 25 00 25 0% 25 0,0 2 5
Replacement None Dealer Parts(not
included in Service A) Cost Plus 35 040 35()"- 35 °o 35 0'0
Cost for Shop Supplies,and Other -8-7576`7 a or
Disposal Fee As a Percentage of Total % Same °o Same o/o Same 0"
Service Fee not included in Service A max $28 . 00
Craven Dodge SUV-&Utility 2013 Ford
POLICE VEHICLE Victads's Ch s Trucks Interce toy's
Services/Costs Cost Cost Cost Coast
Service 75 . 00 75 . 00 75 . 00 75 . 00
Vehicle Transport(pickup and
delivery) for Preventative and $ 0 . 00 $ 0 . 00 $ 0 . 00 $ 0 . 00
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) $14 . 0 0 4 . 00 $ 14 . 00 $ 14 . 0 0
Replacement Dealer Parts (not
included in Service A) Cost Plus 25 'o 25 010 25 0o 25 0,
Replacement None Dealer Parts(not
included in Service A) Cost Plus 35 0 0 351), 3 5 oi„ 35
Cost for Shop Supplies,and Other 8 . 5% 1 abo
Disposal Fee As a Percentage of Ttotal 0 0 Same �,;, Same Same 0
Service Fee not included in Service A $28 . 00 max
Does your shop offer prompt payment discounts? Yes No X If Yes, please describe the
discount:
Will your shop accept credit card payments? Yes X ?tiro If Yes, is there. a charge for
credit card payments: Yes '_trio X
RFP-Vehicle Repair and Maintenance * See page 11 of RFP proposal lette 1'age 2S
(Hose-April 22, 2014-2:00 pm ** See page 11 of RFP proposal letter.
I. 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 terms and conditions contained in the City of Tigard's Request for Proposal for vehicle repair and
maintenance services and the attached general services agreement (Attachtnent C:):
The undersigned,by submitting a proposal,represents that:
i
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 prices) indicated
herein in fulfillment of the attached requirements and specifications of the C:it7.
Name of firm: Tyler' s Automotive
Address: 12485 SW Main St . , Tigard Oregon 97223
Telephone Number: 3-6 3 9-5 5 8 8 Fax Number: S03-620-4483
By: - AY/ . z Date:--- --�/
(Signature of Authorized Official. If partnership, signature of one partner.)
Printed Nam /Title: Tyler Ellenson / President
If corporation,attest: Tyler El lenson
(Corporate Officer)
F Corporation 0 Partnership ❑ Individual
Federal Tax Identification Number(TIN): 93-1251144
RFP—Vehicle Repair and Maintenance Page 26
Close—April 22, 2014—2:00 pm
ATTACHMENT B
CITY OF TIGARD, OREGON
ACKNOWLEDGMENT OF ADDENDA
Project Title: Vehicle Repair and Maintenance
Close: Tuesday.April 22,2014-2:00 pm
I/Wl✓ HAVr RECIEIVFD THE FOUOV'ING ADDENDA Uf'none rreeived, urzte "'\'one Received'):
1. None Received 3
2. 4.
4-11-14
Date
Signature VProposcr
f
Pr ,sident
Title TRE Enterprises inc .
DBA Tyler' s Automotive
Corporate Name
RFP—Vehicle Repair and Maintenance Page
Close—April 22, 2014— 2:00 pm