CITY OF CHARLOTTETOWN REQUEST FOR INFORMATION TOWING SERVICES NOVEMBER 2018

Transcription

1 CITY OF CHARLOTTETOWN REQUEST FOR INFORMATION TOWING SERVICES NOVEMBER 2018 FILE#

2 TOWING SERVICES REQUEST FOR INFORMATION (RFI) TOWING SERVICE PROVIDER ADDRESS TELEPHONE # FAX: CONTACT PERSON Authorized Signature Date I/We the undersigned hereby agree to supply towing and storage services to the Charlottetown Police Services (CPS) on an as and when required basis as requested by the Chief of Police or his delegated representative for a twenty-four (24) month period, from the date of this agreement, based on the information provided and as indicated in the following instances. 1. IMPOUND CAPACITY & REQUIREMENTS Charlottetown Police Services reserves the right to determine if the service provider has the ability (i.e. storage capacity, service vehicle numbers etc.) to service the needs as may be required by the Charlottetown Police Services. a. The Service Provider must have a minimum of five (5) years in the service industry and in addition the business and associated impound area must be located within in the City of Charlottetown in an area appropriately zoned for such use as per the Zoning and Development Bylaw for the City of Charlottetown. b. All vehicles shall be stored in a separate fenced-in area, which is secured at all City of Charlottetown Page 2

3 times. The lot(s) must have the ability to hold a minimum of 20 vehicles at any one time and must have or make available an area to store a minimum of two vehicles indoors. The indoor storage area should be heated and well light suitable for Forensic Identification or Traffic Reconstruction personnel to perform forensic identification or analysis work as required. Lift capability for vehicle inspection purposes would be an asset. The storage areas must be hard surface and kept in a condition satisfactory to the Charlottetown Police Services. If deemed unsightly, the contractor must take immediate action to clean up the site. c. Representatives from Charlottetown Police Services may, if deemed necessary inspect all service vehicles and facilities for suitability and adherence to specifications prior to the signing of the agreement. This will include review of vehicle ownership and other details to determine the service providers ability to perform. d. All service provider vehicles listed must have company name displayed clearly on each door. e. A list of impounded/seized vehicles in service providers possession must be provided monthly on the 5 th day of the following month to the office of the Chief of Police indicating the impounded vehicles released and those still in service providers possession. Failure to comply will be considered cause for cancellation of agreement. A list of seized vehicles by Charlottetown Police Services must be faxed to Charlottetown Police every two weeks. f. The service provider is responsible for providing to the Charlottetown Police Services a standardized Vehicle Impound/Release Form. g. No vehicle impounded or seized and held in the service providers compound is to be released without authorization by the Charlottetown Police Services on Vehicle Impound/ Release Form. h. Should the Charlottetown Police Services adopt an alternative process for the seizing of vehicles the service provider must adhere to any additional administrative procedures necessary to ensure the appropriate management of the seized vehicle process established. i. The Service Provider understands and acknowledges that where upon occasion of unreasonable delay the Charlottetown Police Services reserves the right to call City of Charlottetown Page 3

4 upon another towing company to supply necessary services. Unreasonable delay is more than 20 minutes from the time the call is logged by Charlottetown Police Services. Where in the opinion of the Charlottetown Police Services, such delays are frequent, the Charlottetown Police Services reserves the right to cancel any agreement with the Service Provider. j. The police service, in the event of unusual circumstances (ie snowstorms, etc.), also reserves the right to obtain additional towing services to temporarily abate the situation. The police service will be the sole determinant as to what constitutes an unusual circumstance. k. Fees for the towing and storage of vehicles for the Charlottetown Police Services must be available in the business office. 2. EQUIPMENT The Service Provider is prepared to provide or have available the following equipment: a. To supply either through ownership, lease or under signed contract, three (3) vehicles either carrier/winch/flat deck or Vulcan hoist type trucks. These vehicles shall also be available for service on a twenty-four (24) hours per day basis, seven days a week (24/7). In the case of trucks under contract (not owned by service provider) the service provider must supply to the Charlottetown Police Services a performance letter from the vehicle owner indicating that the vehicle is available to the service provider on a 24/7 basis. In the case of trucks under contract, the delay requirements outlined in 1 h. above must also be met. b. The service provider shall have continuous and immediate access to at least a minimum of one 35 ton certified capacity wrecker with air brakes. c. The service provider shall supply and keep current the following information with respect to equipment. i. Year of each vehicle ii. Make and Model of each vehicle and hoist. iii Capacity - Hoist manufacturers certified rating for lifting. iv Insurance company and certificate of insurance. v Vehicle license number. City of Charlottetown Page 4

5 vi vii Valid copy of ownership certificate, registration and insurance card. Performance letter for vehicles not owned by the service provider. Equipment must comply with current Motor Vehicle Regulations and be fully operational. The vehicular compliment specified above is a minimum. The service provider shall service the needs of the Charlottetown Police Services on a preferential basis. If private work interferes with preference to Charlottetown Police Services towing needs, the service provider will have to obtain additional vehicles for private work. Should additional equipment be required, the service provider must obtain whatever is needed at the rates indicated. d. Where operational requirements may dictate, the service provider may be required to place trucks at locations designated by the Chief of Police or his representative during specified hours, for speedy removal of vehicles. 3. MECHANICAL SERVICES The service provider must be or have access to a fully certified automotive mechanic/technician to provide mechanical inspection assistance as and when needed to assist with vehicle mechanical inspections required by forensic or traffic reconstruction personnel. Copies of mechanics/technicians certification(s) to be furnished with the RFI. 4. RATES The service provider provides the following information with respect to rate charges for towing and impound services as follows: SERVICE DESCRIPTION TOWING Towing of motor vehicles from collision scenes/incident scenes as requested by the Police Service Towing of motor vehicle where 35 ton wrecker required Towing of motor vehicles for general parking violations (excludes winter overnight parking ban) Towing of motor vehicles for violation of winter RATE City of Charlottetown Page 5

6 overnight parking ban STORAGE For storage of each vehicle (no charge for first 24 hours or any portion thereof from time vehicle is towed) MECHANICAL SERVICES Vehicle mechanical inspections POLICE SERVICE NEEDS Boosting Police vehicles to start per call. Police vehicle service & call tire repair Towing Police vehicles Towing fees are due the service provider and are to be paid by the vehicle owner, property owner or insurance company and are payable when: a. A vehicle is in a motor vehicle collision. b. A vehicle is removed from a person who is charged with an offence. c. A vehicle is removed from private property. d. The vehicle is a recovered stolen vehicle covered by insurance. e. When towing/storage is not the Municipalities responsibility. Any change to the rates specified above, without the approval of CPS shall be cause to terminate this agreement. 5. INSURANCE The service provider agrees to accept all responsibility, liability and claims arising and will indemnify and keep indemnified the City of Charlottetown and the Charlottetown Police Services, their successors and assigns, against any liability for losses and expenses of whatever kind of nature, arising out of or in relation to the towing and storage of any vehicles ordered removed by the police service. This shall be by insurance policy a copy of which shall be provided with the equipment list as mentioned in Part 2.c. Insurance requirements shall include: a. Motor Vehicle Public Liability and Property Damage - Minimum $2,000, per incident. b. General Liability to protect the Municipality and its employees from all claims and charges which might occur as a result of service provided. City of Charlottetown Page 6

7 c. Other liability insurance to protect the cars and contents of the public while in the care and control of the service provider. d. The service provider must be and remain in good standing with Workmen s Compensation Board of PEI. 6. DRIVERS All drivers employed or associated to the service provider must hold a valid Province of Prince Edward Island driver s license and be bonded. (Valid license must carry class provisions associated to vehicle(s) being operated.) Drivers must also have training and experience in vehicle operation. The police service reserves the right to request contractors employees to submit to a Police security check. Training in transporting or handling of dangerous goods, WHMIS and wreckmaster training is an asset. 7. CLEAN-UP Service provider drivers may be requested to sweep all glass and debris at accident sites if safety considerations and weather conditions permit 8. BY-LAWS Premises must be located in an area appropriately zoned for such use under the City of Charlottetown Zoning and Development Bylaw. In addition premises must be kept clean, neat and any unpleasant sites must be eliminated at all times. Fences must be kept in good repair. 9. TAX STATUS To be considered, the service provider must be in good standing with Federal, Provincial and City Tax Authorities in relationship to all taxes due with no arrears outstanding. 10. CUSTOMER SERVICE Charlottetown Police Services (CPS) is committed to providing a high level of quality customer service and expects all agencies/organizations acting on its behalf to provide the same. It is the responsibility of the service provider to ensure that a high level of quality customer service is provided in the delivery of towing services as outlined. City of Charlottetown Page 7

8 POLICE SERVICES TOWING/STORAGE SERVICES Service provider must provide information on business hours of operation and options for vehicle retrieval after hours. In addition, service provider must also provide information on methods of payment available to clientele i.e.: cash, debit, acceptable credit cards etc. Note - Maintaining an acceptable level of performance in the area of customer service shall be routinely monitored by CPS and the service providers performance will be a factor of consideration in the annual review process. 11. TERM OF AGREEMENT The towing agreement shall be awarded for a period of two (2) years, subject to annual review. Such annual review shall be deemed to include input and recommendations from the Chief of Police or his designate and will include performance evaluations of such areas as: Customer service complaints Tow vehicle response times and complaints Ability to contact the service provider Adherence to the Terms and Conditions of the agreement All other performance issues as identified by the CPS 12. TERMINATION In addition to references made in Section 1 (h) and 4, the following also outlines other termination provisions: a b Termination for Convenience: The Charlottetown Police Services may terminate any agreement, in whole or in part, whenever the Charlottetown Police Services determines that such a termination is in the best interest of the City of Charlottetown, without showing cause, upon giving thirty (30) days written notice to the service provider. The Charlottetown Police Services shall pay all reasonable costs incurred, for services rendered, by the service provider up to the date of termination. However, in no event shall the service provider be paid an amount, which exceeds the rates and storage fees outlined in the agreement. The service provider shall not be reimbursed for any profits which may have been anticipated but which have not been earned up to the date of termination. Nor shall the service provider be paid for any purchase, lease or rental fees owed in associated to equipment. Termination for Convenience C1A 2T3: The Service Provider may terminate this agreement, whenever the Service Provider determines that such a termination City of Charlottetown Page 8

9 POLICE SERVICES TOWING/STORAGE SERVICES is in the best interest of the Service Provider, without showing cause, upon giving thirty (30) days written notice to the Charlottetown Police Services. c Termination for Default: When the service provider has not performed or has unsatisfactorily performed any aspects of the agreement, the Charlottetown Police Services may immediately terminate the agreement for default. The Charlottetown Police Services shall pay all reasonable costs incurred, for services rendered, by the service provider up to the date of termination. However, in no event shall the service provider be paid an amount which exceeds the rates and storage fees outlined in the agreement. The service provider shall not be reimbursed for any profits which may have been anticipated but which have not been earned up to the date of termination. Nor shall the service provider be paid for any purchase, lease or rental fees owed in associated to equipment. The Charlottetown Police Services reserves the right to reject any or all proposals or to accept any proposal or portion thereof which may be in the best interests of the Charlottetown Police Services without assigning any reason whatsoever Interested service providers are requested to complete the Request for Information (RFI) and return in a sealed envelope to the Office of the Chief of Police, 10 Kirkwood Dr, Charlottetown, Prince Edward Island, C1A 2T3 by 2:00:00 pm November 22, ALL DOCUMENTATION REQUESTED IN THIS RFI MUST BE INCLUDED WITH THESE DOCUMENTS IN YOUR RFI ENVELOPE OR YOUR RFI RESPONSE WILL BE REJECTED. CLARIFICATIONS: Questions related to this process should be directed to Helen McGuigan, (902) City of Charlottetown Page 9

10 POLICE SERVICES TOWING/STORAGE SERVICES OWNED VEHICLES LICENSE MAKE CAPACITY OWNER AND COPY OF REGISTRATION PERMIT THIS FORM MUST BE COMPLETED OR YOUR RFI RESPONSE WILL BE REJECTED. City of Charlottetown Page 10

11 POLICE SERVICES TOWING/STORAGE SERVICES DRIVER NAME VEHICLES OPERATORS DRIVERS LICENSE NUMBER LICENSE CLASS(ES) TOW OPERATORS EXPERIENCE THIS FORM MUST BE COMPLETED OR YOUR RFI RESPONSE WILL BE REJECTED. City of Charlottetown Page 11