BOISE STATE UNIVERSITY

Transcription

1 BOISE STATE UNIVERSITY REQUEST FOR QUOTATION RFQ #MC Licensed Wrecker / Towing Services Issue Date: August 6, 2014 Closing Date August 20, 2014 Mike Carr, Senior Buyer mikecarr@boisestate.edu MC Page 1 of 13

2 Licensed Wrecker / Towing Services for Boise State University Transportation and Parking Services RFQ MC Scope 1.1 The Boise State University (hereinafter referred to as University) Parking & Transportation Services staff frequently has reason to impound vehicles parked on University property. State Qualifying reasons to tow: August 24 th, 2014-May 13 th, 2015 (During Fall and Winter Session) Monday-Thursday vehicles may be redeemed until 7:30PM the same day if the owner pays all outstanding charges against the vehicle. If any vehicles remain unredeemed as of 7:30 PM, University may contact the Towing Contractor to remove them. Friday, vehicles may be redeemed until 5:00PM the same day if the owner pays all outstanding charges against the vehicle. If any vehicles remain unredeemed as of 5:00 PM, University may contact the Towing Contractor to remove them. Saturday s vehicles may be redeemed until 2:00PM the same day if the owner pays all outstanding charges against the vehicle. If any vehicles remain unredeemed as of 2:00 PM, University may contact the Towing Contractor to remove them. May 14 th, 2015-August 23 rd, 2015 (During Summer Session) Monday Friday Vehicles thus immobilized may be redeemed until 4:00 PM the same day if the owner pays all outstanding charges against the vehicle. If any vehicles remain unredeemed as of 4:00 PM, Monday through Friday, University may contact the towing Contractor to remove them. 1.2 Special events including Sundays and holidays, vehicles may be relocated to another area on campus if parked illegally. The Contractor company will be issued the dates of these special events 14 days prior to the events. An area of a University parking lot will be blocked off for solely for the purpose of relocations. Examples of these events are: NCAA activities (Bowl Football Game, basketball tournaments, National Championship Athletic Events), BAA reserved areas, and special group activities, such as the carnivals. MC Page 2 of 13

3 1.3 Vehicles which are found to have safety violations any day of the week will not be immobilized, but relocated to another lot on campus within ¼ mile distance, or impounded. 1.4 Accordingly, there may be some work during the day, any day of the week, but the majority of work will be performed after 5:30 PM and before 9:00 PM, Monday through Friday. 1.5 It will be the responsibility of the Contractor to have the owner surrender permits in vehicles that are impounded because the permit is deemed lost/stolen. The permit is to be returned to Transportation and Parking Services. 1.6 University Transportation and Parking Services shall have the right to contract for any department on campus for the removal or relocation of vehicles at the same rate as quoted in this RFQ. 1.7 It is the intent of these specifications to describe the scope of services in sufficient detail to secure comparable quotes. All items not specifically mentioned which are necessary in order to provide full service shall be included in the RFQ and shall conform to what is provided the trade in general. 2. Indemnification and Insurance 2.1 The successful Contractor shall indemnify, hold harmless and defend Boise State University and the State of Idaho, their officers, agents and employees from and against all claims, damages, losses and expenses for bodily injury, sickness, disease, or death, or to injury to or destruction of tangible property including loss of use resulting there from, including but not limited to attorney s fees, arising out of or caused in whole or in part by the negligent acts or omissions of the successful Contractor, anyone directly or indirectly employed by him or anyone for whose acts he may be liable, but only to the extent caused in whole or in part by negligent acts or omissions of Indemnitor. The insurance company providing coverage must be rated B+ or higher. 2.2 In addition, the successful Contractor and subcontractors, if any, must, at their sole cost and expense, procure and maintain the following levels of insurance through the term of this Contract: Prior to the commencement of the term of this Contract, the successful Contractor shall deliver or fax to the University: A certificate of insurance with respect to ALL such insurance including worker s compensation, in a form reasonably satisfactory to the University, naming the University and the State of Idaho as additional insureds and containing the written agreement of each insurance company to add the University as an additional insured and to notify the University in writing, by certified or registered mail, receipt MC Page 3 of 13

4 requested, at least ten (10) days prior to any cancellation or non-renewal of any such insurance. 3. Contactor to Comply with Laws In the performance of this Contract, the Contractor agrees that all work will be done in accordance with all government regulations, and agrees to abide by all OSHA rules and regulations, and all other existing laws, codes, rules and regulations set forth by all appropriate authorities having jurisdiction in the location where the work is to be performed. 4. Prime Contractor The Contractor awarded this Contract shall be the operator of the services described herein. No subcontractor, consignment or other transfer of service responsibilities to another party is allowed unless approved in writing by University. 5. Contractor Equipment and Equipment Operators 5.1 The Contractor s equipment and equipment operators shall comply with the requirements of the State of Idaho. All equipment used shall be registered in accordance with all applicable provisions of state, county, and city codes. Wreckers/tow vehicles must be capable of towing up to and including one-ton trucks, and must be equipped with the following: trailer dolly, motorcycle harness, and twoway radio. 5.2 The Contractor MUST submit, within seven (7) days of request by the University Parking & Transportation Services office, a copy of the current towing/storage permits issued by Ada County and by the City of Boise. 6. Service Requirements 6.1 The Contractor shall have personnel on duty or on call 24 hours a day, one hundred sixty eight (168) hours per week. 6.2 The Contractor must be able to provide thirty (30) minute response time for all non-emergency calls and immediate, fifteen (15) minutes or less, response to emergency calls. 6.3 The Contractor must have sufficient personnel and equipment to meet service demands. 6.4 The Contractor must have equipment able to enter Brady Parking Garage and the Lincoln Parking Garage on campus to tow vehicles. Height limitations are 8 feet. 6.5 The Contractor shall be responsible to the vehicle owner for the reimbursement of vehicle damages that occur during hook up, towing and storage. Dispute resolution is a matter entirely between the Contractor and vehicle owner(s). MC Page 4 of 13

5 Ordinary claim and remedy procedures apply, subject to any applicable rule(s), ordinance(s), or law(s). 7. Contractor Operator Requirements 7.1 All operators shall have a valid Commercial Driver s License (CDL) in their possession as required by statute, and when required, Commercial Driver s License with appropriate endorsements. 7.2 All operators shall operate the wrecker/tow vehicles in a safe and prudent manner. All operators shall be adequately and properly trained in all operational aspects of the wrecker/tow vehicles. The Contractor shall be responsible for the supervision and direction of the work performed by his employees. 7.3 All Contractor employees while working on University property must wear a clearly displayed photo/name identification badge (provided by the Contractor at the Contractor s cost) showing they are employees of the Contractor. 7.4 Contractor employees providing service under this Contract must have satisfactory criminal background checks maintained by the Contractor. Initial criminal background checks not older than thirty (30) days will be required to be maintained on an annual basis. 7.5 No employee convicted of theft, assault or drug use/sale will be allowed to work on this Contract. The Contractor will not allow a person with these types of convictions to perform work under this Contract. Immediately upon receipt of such conviction information, the Contractor will not allow that employee to provide service under this Contract and will notify University of that employee s change of status. Copies of criminal background checks will be made available to University upon request. 7.6 All University owned or leased property is designated as non-smoking. The smoking restriction applies to vehicles on campus and parking lots. The full policy can be found by visiting the following website: 8. Contractor Storage Facilities 8.1 The Contractor shall maintain sufficient vehicle storage facilities to adequately warehouse vehicles. Storage facilities shall comply with all city, county, state, and federal requirements. The Contractor shall comply with zoning requirements of the jurisdiction in which the storage facility is located The Contractor vehicle storage area is to be located within 3 miles of the campus. 8.2 The Contractor shall be responsible for the safekeeping of all vehicles that come into his possession. As a part of the safekeeping, the Contractor shall ensure that the interior areas of the vehicles are protected from rain and other elements by closing all operating windows. In the event windows are broken, the Contractor will seal the windows with plastic material to prevent weather damage to the vehicle s interior. MC Page 5 of 13

6 8.3 Vehicle storage facilities shall be staffed during normal business hours for the purpose of vehicle release or appraisal. Normal business hours are defined as 8:00 AM to 5:00 PM except Saturdays, Sundays, and normal holidays. At all other times, the Contractor shall have a telephone number prominently posted at the storage location for after-hours release of vehicles. 8.4 The office for reclaiming towed vehicles must be at or near the storage lot(s). Contractor shall identify the location of the office in respect to storage lot(s). 8.5 The daily storage fee shall apply to all twenty-four (24) hour periods and portions thereof, commencing from the actual date and time the vehicle entered the Contractor s storage lot. 8.6 The removal of property from a towed vehicle by the Contractor or any person acting with the Contractor s permission, express or implied, without the written permission of the vehicle s owner, or the owner s authorized agent, shall be grounds for termination of this Contract. 8.7 Any act on the part of the Contractor to disable, or further disable a vehicle towed by the Contractor shall be grounds for termination of this Contract. 8.8 The Contractor shall, on a twenty-four (24) hour per day, seven (7) day per week basis, release to the owner upon payment of all associated contractual-towing charges, any vehicle towed under this Contract within a reasonable time period not exceeding sixty (60) minutes. The sixty (60) minute time period begins when the Contractor is requested to release the vehicle. 8.9 The Contractor shall release personal property from an impounded vehicle to a person showing proof of ownership of such vehicle. The person is entitled only to that property which is not a part of or affixed to the vehicle. The Contractor shall retain the written authorization and have the person claiming personal property sign a receipt for all items released Release of Vehicles A. A vehicle towed pursuant to this section shall only be returned to the owner upon payment in full, by cashiers check, money order, debit or credit card, payable to Boise State University, Transportation and Parking Services of outstanding parking fines. A list of charges to collect from the owner will be supplied to the Tow Company by fax from Transportation and Parking Services or will be given directly to the driver of the Tow truck upon pick-up on the vehicle found in violation. B. Proof of payment is to be faxed to Transportation of Parking Services at time of payment and release of vehicle ( ). A confirmation call is also to be placed to to ensure fax was received. C. Prior to the release of the vehicle the owner shall also be responsible for the associated storage costs incurred by the Contract Company. The storage costs shall be paid directly to the Towing Company. MC Page 6 of 13

7 D. The owner must also represent proof of ownership of the vehicle, by way of photo identification consistent with the name on the vehicle registration, to the Towing Company prior to the release of the vehicle to the owner. E. Payment of citations and towing fees paid to the contracting company by violators are to be paid to Transportation and Parking Services directly every 30 days. 9. Contractor Billing and Charges 9.1 Charges for services provided will be paid directly to the Contractor by the individual(s) receiving the service. The Contractor is fully responsible for collection of all charges. University will not be responsible for non-payment of bills tendered to the individual(s). 9.2 The Contractor is fully responsible for assuring that all tow services are billed at the correct and applicable Contract rate. 9.3 The Contractor will not employ the unwarranted use of additional equipment such as dollies to boost fees. Use of additional equipment must be in accordance with the normal and acceptable practices within the trade Only those charges specified in the Contract will be allowable, except for those administrative costs based on expenses incurred by the Contractor in association with abandoned or unclaimed vehicles. If the owner of such a vehicle is located and attempts to claim his vehicle, those administrative costs may be charged to him. In no case shall the administrative costs exceed $ Administrative costs are defined as costs of obtaining DMV title and lien records, postage expenses, salvage or mechanics lien, title fees, and public notice as required by city, county, state, or federal law. If a vehicle is not claimed, the Contractor shall dispose of such a vehicle in accordance with federal, state, county and city codes. However, prior to the disposition of any vehicle, thirty (30) days notice must be provided to the Director of Transportation and Parking Services at Boise State University, 1910 University Drive, Boise, Idaho University shall not be responsible for any costs and/or charges associated with unclaimed vehicles. 9.4 The Contractor shall advise each owner or operator of a towed vehicle of the existence of this Contract with University and its maximum allowable charges, and shall provide a copy of this Contract to the owner of the towed vehicle on demand. 9.5 Towing charges paid by University will be at the rates quoted in the Contract. Vehicles authorized to be towed in error by University will only be charged the towing fee. No storage or other charges will be paid. The University Parking staff will notify the Contractor of any vehicle that was towed in error by University. The Contractor will release vehicle to the owner at no charge to the owner, and the Contractor will bill University Parking and Transportation Services for the tow fee only. 9.6 Any towing charges being paid by University will be paid via a University credit card. MC Page 7 of 13

8 9.7 No charge will be levied by the Contractor against a vehicle removed by the owner before the arrival of the Contractor s wrecker. The University Parking staff will inform the Contractor when the vehicle to be towed leaves while the Contractor s wrecker is in route. 10. Rebate Payment No rebate or commission will be required to be paid to University. 11. Contract Terms 11.1 Contingent upon acceptance of all insurance documents, this Contract shall commence on or about August 15, 2014, and terminate one year later on or about August 14, Four (4) one-year renewal options are available, exercisable at the sole discretion of University as long as pricing does not change In the event University exercises its option to renew this Contract beyond the initial one-year period, the prices for each renewal term shall be the initial prices quoted The Contract may be terminated by University without cause upon thirty (30) days written notification The Contract may be terminated immediately by University upon written notification for failure to perform Repeated complaints received by University against the Contractor will be grounds for termination at the discretion of University The State of Idaho s Standard Contract Terms & Conditions (Revised July-2014) are incorporated herein by reference as though set forth in full. These terms and conditions and instructions are located on the Internet at: Award Basis 12.1 For purposes of initial qualification, responses will be classified as (1) Potentially Acceptable or (2) Unacceptable according to a pass/fail evaluation of answers submitted for items listed in the RFQ Response Outline below. From the Potentially Acceptable responses, award will be made based on lowest overall response average. University reserves the right to consider information obtained from other sources in the pass/fail. The pass/fail decision is at University s discretion only and not subject to appeal Averages will be calculated based on the following weighted-fee formula: Sixty-five percent (65%) for Basic Tow Service Fee. For purposes of evaluation, the Basic Tow Relocates will be included in this category Twenty percent (20%) for Basic Tow and Dolly Service Fee. For purposes of evaluation, the Basic Tow and Dolly Relocates will be included in this category. MC Page 8 of 13

9 Ten percent (10%) for Vehicle Storage Fee Five percent (5%) for Open Lot After Hours Fee. 13. RFQ Response Outline 13.1 It is REQUIRED that all responses include complete answers to the following six (6) items. Failure to comply may result in your response being found nonresponsive and removed from further consideration References: Send out Reference Questionnaires to at least three (3) references per detailed instructions provided in Appendix B. These references must be for jobs similar in size and scope as described in this RFQ and for services performed in the last five (5) years, which must reflect at least three (3) consecutive years of work. It will be your responsibility to make sure three (3) positive questionnaires are returned to University as requested. (Required of subcontractors as well.) NOTE: References will NOT be accepted from anyone employed by Boise State University or from companies you own or from companies that are legally connected to you/your company/the company you work for Wrecker/Tow Truck Equipment: Provide the following information for each vehicle that may be used in the course of this Contract: registered owner s name; license number; make/model/year; and description of equipment Office/Yard/Storage Locations: Provide addresses for each location Office Proximity to Storage Facilities: State the distance in feet/yards/miles from the office to the farthest storage yard being utilized under the terms of this Contract Holidays: State the holidays from August 15, 2014 through August 14, 2015, for which your company is not open during normal business hours of 8 AM to 5 PM, Monday through Friday Insurance Certificates: Submit current "representative copy" of insurance certificates showing requested levels of insurance per Section Signature Page: The Signature Page shall be completely filled out and signed by an official who has full authority to enter into a Contract. MC Page 9 of 13

10 14. Cost Schedule 14.1 Must supply quote on all items. Prices shall be submitted ONLY for the service items listed below. The tow fees shall include all costs for dollies, winching, standby time, tire changing, dropping driveline, and any other services required to perform the tow Basic Tow Service Fee $ /per tow Basic Tow $ /per relocate for 1 st relocated vehicle Basic Tow $ /per relocate for add l vehicles relocated at same time Relocations for special events $ /per hour 14.3 Basic Tow & Dolly Service Fee $ /per tow Basic Tow & Dolly $ /per relocate for 1 st relocated vehicle Basic Tow & Dolly $ /per relocate for add l vehicles relocated at same time 14.4 Daily Storage Fee $ /per 24-hour period or portion thereof 14.5 Open-Lot, After-Hours Fee $ /hr (other than normal business hours) MC Page 10 of 13

11 SIGNATURE PAGE THIS SHEET MUST BE FILLED, SIGNED OUT AND RETURNED WITH QUOTE IF SUBMITTING BID VIA FAX THE UNDERSIGNED HEREBY OFFERS TO SELL TO BOISE STATE UNIVERSITY THE SPECIFIED PROPERTY AND/OR SERVICES, IF THIS QUOTE IS ACCEPTED WITHIN A REASONABLE TIME FROM DATE OF CLOSING, AT THE PRICE SHOWN IN OUR QUOTE AND UNDER ALL THE TERMS AND CONDITIONS CONTAINED IN, OR INCORPORATED BY REFERENCE, INTO THE BOISE STATE UNIVERSITY S SOLICITATION. SUBMISSION OF A QUOTE TO BOISE STATE UNIVERSITY CONSTITUTES AND SHALL BE DEEMED AN OFFER TO SELL TO BOISE STATE UNIVERSITY THE SPECIFIED PROPERTY AND/OR SERVICES AT THE PRICE SHOWN IN THE QUOTE AND UNDER THE STATE OF IDAHO S TERMS AND CONDITIONS. AS THE UNDERSIGNED, I ALSO CERTIFY I AM AUTHORIZED TO SIGN THIS QUOTE FOR THE VENDOR AND THE QUOTE IS MADE WITHOUT CONNECTION TO ANY PERSON, FIRM, OR CORPORATION MAKING A QUOTE FOR THE SAME GOODS AND/OR SERVICES AND IS IN ALL RESPECTS FAIR AND WITHOUT COLLUSION OR FRAUD. NO LIABILITY WILL BE ASSUMED BY BOISE STATE UNIVERSITY FOR A VENDOR S FAILURE TO OBTAIN THE TERMS AND CONDITIONS IN A TIMELY MANNER FOR USE IN THE VENDOR S RESPONSE TO THIS SOLICITATION OR ANY OTHER FAILURE BY THE VENDOR TO CONSIDER THE TERMS AND CONDITIONS IN THE VENDOR S RESPONSE TO THE SOLICITATION. Respond by fax or to: Mike (208) mikecarr@boisestate.edu Please complete the following information: VENDOR (Company Name) ADDRESS CITY STATE ZIP CODE TOLL-FREE # PHONE # FAX # FEDERAL TAX ID / SSN # SIGNATURE PAGE MUST BE SIGNED & RETURNED FOR QUOTE TO BE CONSIDERED. Signature Please type or print name Date Title MC Page 11 of 13

12 APPENDIX B REFERENCE QUESTIONNAIRE Towing Contract QUOTING VENDOR: DATE: REFERENCE: PHONE: CONTACT NAME: TITLE: I. INSTRUCTIONS A. Quoting Vendor 1. Print your company name on Quoting Vendor line. 2. Print the name of your reference on Reference line. 3. Send this form to your references. Three (3) references are required. To ensure receipt of an adequate number of reference responses, send a Reference Sheet to more than three (3) vendors. 4. These references must be for jobs similar in size and scope as described in this RFQ and for services performed in the last five (5) years, which must reflect at least three (3) consecutive years of work. 5. It will be your responsibility to follow up with your references to ensure timely receipt of all questionnaires. 6. NOTE: References will not be accepted from anyone employed by Boise State. B. Reference 1. Print the responding individual s name, title, phone # and date on appropriate lines. 2. Mail or fax your completed questionnaire to: Boise State University Fax # Attn: Nancy Schwend 1910 University Drive Boise ID This completed questionnaire MUST be received by August 17,2009 5PM, MST. 4. DO NOT return this questionnaire to the Quoting Vendor. II. QUESTIONS A. What is the average number of tows the Quoting Vendor performed for you annually? B. For how long and when was this service performed at your facility? C. Was the response time of this vendor within 30 minutes or 15 minutes if emergency? D. Was there unwarranted use of a dolly or other equipment? MC Page 12 of 13

13 E. Are problems resolved quickly and to your satisfaction? F. Was contractor personnel professional and courteous in all dealings with them? G. Was contractor personnel adequately trained whether office personnel or other? H. Did contractor safeguard vehicles (close/cover open/broken windows; lock doors? I. Were there complaints of break-ins or vandalism to vehicles while in contractor storage? J. Was it easy to claim a vehicle after hours (within 60 minutes of calling)? K. Were vehicles damaged during the towing process? L. Did customers legitimately complain of being overcharged? M. What would you do differently the next time you undertake a similar contract? N. Explain why you would or would not do business with this vendor again. MC Page 13 of 13