RIDER 101 SCOPE OF WORK/SPECIFICATIONS FOR MDACC SHUTTLE SERVICE FLEET MAINTENANCE & REPAIR SERVICES

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1 RIDER 101 SCOPE OF WORK/SPECIFICATIONS FOR MDACC SHUTTLE SERVICE FLEET MAINTENANCE & REPAIR SERVICES Background The University of Texas M.D. Anderson Cancer Center ( MDACC ), wishes to request a quote for routine maintenance and repair services on the Facility Management Campus Operations, department of Parking & Transportation s Shuttle Service Fleet. The bidder ( Contractor ) offering best value to MDACC shall be selected based upon the Bid Selection Criteria outlined in Part 5 below. The Contractor(s) selected in accordance with the requirements and specifications set forth in this RFP, to provide routine maintenance and repair services, will be required to enter into a Non-Exclusive Services Agreement (the Agreement) with MDACC in the form attached as Attachment A and incorporated for all purposes. The Agreement is a non-exclusive contract and MDACC intends to enter into one or more contracts with various parties covering the same or similar services. MDACC s expectation that one (1) or more Contractor(s) will be selected and MDACC shall shortly thereafter enter into a twelve (12) month Non-Exclusive Agreement with these Contractor(s) for routine maintenance and repair services and that MDACC shall have the option to renew such Agreement(s) for at least four (4) subsequent twelve (12) month periods. THIS AGREEMENT IS A NON-EXCLUSIVE CONTRACT BETWEEN MDACC AND CONTRACTOR(S), AND MDACC SHALL AT ITS DISCRETION AWARD MULTIPLE CONTRACTS TO OTHER CONTRACTORS FOR THE PERFORMANCE OF THE SCOPE OF WORK. CONTRACTOR UNDERSTAND AND AGREES THAT MDACC HAS MADE NO REPRESENTATION, ASSURANCE, WARRANTY OR GUARANTY THAT (1) OWNER WILL REQUEST CONTRACTOR TO SOLICIT ROUTINE MAINTENANCE AND REPAIR SERVICES, OR THAT (2) MDACC WILL PROCURE ROUTINE MAINTENANCE AND REPAIR SERVICES WORK THROUGH CONTRACTOR. FURTHER, CONTRACTOR UNDERSTANDS AND AGREES THAT OWNER HAS AND DOES SPECIFICALLY DISCLAIM ANY SUCH REPRESENTATIONS, WARRANTIES, ASSURANCES OR GUARANTIES. Part 1 GENERAL 1.1 RELATED DOCUMENTS The successful bidder (hereinafter called Contractor ) shall recognize and perform in accordance with all stated intents, specifications, and stipulations contained or referenced herein. 1.2 SUMMARY The Contractor shall perform routine maintenance and repair services on the vehicles that are part of the MDACC Shuttle Service Fleet. The fleet currently consists of 16 diesel engine shuttle buses to be covered under this scope of work. A list of current shuttles is included (Appendix 1) to provide the Contractor with an overview of the age and mileage of the current fleet. MD Anderson - 1 -

2 shuttle buses may be added or deleted over the course of this Agreement at the discretion of MDACC. As described in Section 5 below, MDACC may require that Contractor s performance of services described herein be extended to other non-shuttle Service Fleet vehicles in MDACC s fleet The Contractor shall provide MDACC with fixed price quotations for the following routine maintenance services on the vehicles described in Paragraph above. Oil change, oil filter replacement and chassis lube service with fluid check Transmission fluid and filter change service Front-end alignment Tire mount & balance Tire repair (plug) Coolant flushes and refill Air conditioning system checkup The Contractor shall provide MDACC with a fixed price quotation on mechanic s hourly labor rate for service not classified as routine maintenance in Paragraph above If parts are available at the Contractor s facility, Contractor must provide MDACC with 45-minute Quick Service on a wait basis for the following jobs performed on the vehicles listed in Paragraph above. Oil change, oil filter replacement and chassis lube service with fluid check Transmission fluid and filter change service Tire rotation Tire balance Tire repair Wiper blade(s) replacement Fuse replacement Bulb replacement Annual vehicle inspection The Contractor will provide a written preventive maintenance checklist at each oil change. The list will consist of all fluid checks, brake check, tire check, belts and hoses, filters, wiper blades, and battery check. An example of such a checklist is illustrated in Appendix 2 of this scope of work and may be used as a guide Any repair not considered routine maintenance as described in Paragraph above, and estimated over $400.00, will require a written estimate and preapproval by MDACC Shuttle Service Supervisor prior to performing any work on the vehicle in question. Written estimates should be faxed or ed to the MDACC Shuttle Service Supervisor as designated in Paragraph below Any repair not considered routine maintenance as described in Paragraph above must be completed within two (2) working days of approval of the estimate by the MDACC Shuttle Service Supervisor. If unable to complete a repair within two (2) working days, Contractor must contact MDACC Shuttle Service supervisor for additional approval

3 1.2.8 In the event any repair requires that a vehicle be kept overnight at the Contractor s repair facility, the Contractor must place the vehicle in a secure area Body shop work by the Contractor will not be covered under this contract The Contractor shall arrange, if needed, towing services for MDACC Shuttle Service vehicles that may become disabled prior to reaching Contractor s repair facility. If towing service is contracted to a third party, the Contractor will reimburse the third party at the time of the tow and charge MDACC as a line item on the repair invoice. The Contractor shall provide MDACC with a fixed price quotation on towing charges to the Contractor s repair facility Because of the vehicle use pattern of the MDACC Shuttle Service fleet, Contractor shall have the routine maintenance and repair services described herein available during the following hours: Monday through Friday 7:00 a.m. to 6:00 p.m. Saturday 8:00 a.m. to 3:00 p.m Upon request, the Contractor will provide shuttle service at no charge to return MDACC Shuttle Service staff tasked with vehicle servicing and delivery, to the MDACC Shuttle Service located at 7777 Knight Road, Houston, Texas The Contractor shall provide detailed pricing as specified and/or listed in the attached Pricing Schedule - Rider 102 and must fully complete the referenced questionnaire. 1.3 WARRANTY The Contractor will supply a minimum warranty of 4,000 miles or 90-calendar days on all labor and parts services If approved as an authorized repair facility by the General Motors Protection Plan (GMPP) and/or Ford Motor Company Extended Warranty, the Contractor will handle vehicle service arrangements with the appropriate service protection contractor as requested by MDACC Shuttle Service. 1.4 QUALITY ASSURANCE The Contractor shall identify its employee who will have the authority to resolve any disputed service issues with MDACC Shuttle Service. The Contractor shall also identify an alternate, higher level employee who can resolve service issues that cannot be resolved by the designated lower level employee All Contractor mechanics work on MDACC Shuttle Service fleet vehicles shall be at a minimum, ASE Master Certified Technicians in the particular area of repair. Contractor shall provide evidence of such certification as part of its bid submittal Contractor s repair facility must be designated as an Official Vehicle Inspection Station by the state of Texas

4 1.4.4 All Contractor supplied services and parts will be compliant with terms of vehicle manufacturer s standards Contractor will utilize only quality brand replacement parts that are approved by the vehicle manufacturer. Rebuilt replacement parts will not be accepted without the prior approval of the MDACC Shuttle Service Supervisor When making written service estimates, the Contractor shall use the published industry standards as its guide to estimate the maximum service time for repair. The estimating tool used must be accepted by MDACC. Repairs requiring additional labor in excess of service time listed in the estimating tool must have the approval of the MDACC Shuttle Service Supervisor before work is authorized to proceed Contractor shall provide all parts at a discounted rate. Contractor quotations that include parts prices higher than the agreed upon discounted price shall be rejected If Contractor offers the public any special pricing that is lower than MDACC s quoted price, the Contractor must provide MDACC the lower price. 1.5 MODIFICATIONS TO SCOPE OF WORK/SPECIFICATIONS Both the MDACC Shuttle Service and the Contractor must agree to modifications to the written specifications as stated in Section 1.2 in writing. Part 2 MDACC SHUTTLE SERVICE SUPERVISOR & INVOICING PROCEDURES 2.1 MDACC SHUTTLE SERVICE SUPERVISOR AND DESIGNEE Routine maintenance, repairs and other activities surrounding this Agreement will be scheduled through, approved by and reports made to the personnel listed below: MDACC Shuttle Service Supervisor: David Miller MDACC Shuttle Service Supervisor: Phone Number: Fax: domiller@mdanderson.org MDACC Manager, Parking & Transportation Services: Dan Goolsby Manager, Parking & Transportation Services Phone Number: Fax: dgoolsby@mdanderson.org - 4 -

5 2.1.2 The Contractor will obtain the pre-approval of the MDACC Shuttle Service Supervisor or designee when necessary as indicated in Paragraphs 1.2.5, and above. 2.2 INVOICING PROCEDURES MDACC will issue the Contractor a MDACC Purchase Order to cover all service work on the MDACC Shuttle Service Fleet for a period of one fiscal year (September 1 August 31). All invoices must clearly reference the assigned Purchase Order as provided by the MDACC Manager, Parking & Transportation Services or designee All invoices must clearly indicate the specific vehicle, identified by license plate number and make, on which the Contractor performed maintenance or repair All invoices will be reviewed by the MDACC Manager, Parking & Transportation Services and approved prior to payment by MDACC All invoices must indicate the lock box address below as the mailing address. Invoices that do not have the correct address will be returned unpaid and must be resubmitted with the correct mailing address All invoices must have a valid Purchase Order number on the face of the invoice. If a Purchase Order number is not provided on the face of the invoice or if the number presented is not a valid number, Accounts Payable does not have the authorization to pay the invoice. The invoice will be returned unpaid with a letter describing the nature of the reason for the return All invoices must clearly indicate an invoice number and invoice date in order for payment to be made. Payment terms should be noted on the face of the invoice. It is M. D. Anderson s policy to default to Net 30 payment terms unless there is an executed contract in place establishing payment terms other than Net Upon completion of the work, all invoices must be submitted for payment via US Mail to the Accounts Payable lock box or to the centralized (preferred method) upon completion of the work as follows: mdaccap@mdanderson.org or M. D. Anderson Cancer Center Accounts Payable Box 199 P.O. Box Houston, Texas Invoices submitted to the centralized address above must be submitted with the vendor name in the subject line of the . Only one invoice may be submitted per Invoices submitted to the centralized address above must include an e- mailed copy to Adina Pratt, Parking & Transportation Services at - 5 -

6 is the preferred delivery method, however, a hardcopy may be mailed copy to: Adina Pratt Parking & Transportation Unit 611 M. D. Anderson Cancer Center P. O. Box Houston, TX Part 3 CONTRACT PERFORMANCE METRICS 3.1 MDACC shall compile the following contract performance data during the term of the routine maintenance and repair services contract for MDACC Shuttle Service vehicles resulting from this bid. The data shall then be used to evaluate Contractor s performance and will assist MDACC in making its determination whether to renew the contract for an additional term The MDACC Shuttle Fleet Supervisor will document instances when Contractor failed to obtain proper approval from MDACC prior to commencement of work as required in Paragraphs above and elsewhere in this scope of work The MDACC Shuttle Fleet Supervisor will document the number of vehicle routine maintenance or repairs where documented re-work by the Contractor was necessary The MDACC Shuttle Fleet Supervisor will document the number of instances in which the Contractor was unable to provide 45-minute Quick Service on a wait basis as required in Paragraph above The MDACC Shuttle Fleet Supervisor will record the number of documented instances in which the Contractor failed to properly secure a vehicle as described in Paragraph The MDACC Shuttle Fleet Supervisor will record the number of instances in which Contractor failed to provide required reports described in above. Part 4 PRICING AVAILABILITY 4.1 Upon request, the Contractor shall extend all pricing, specifications and stipulations contained or referenced herein to other vehicles within the MDACC fleet of approximately 169 vehicles. Operation of this fleet is outside the control of MDACC Shuttle Service and the maintenance responsibility is delegated to various individuals designated as having fleet responsibility within the specific MDACC department (hereafter referred to as Departmental Contract Coordinator. Such departmental fleets may vary in size from one (1) to thirty (30) or more vehicles The Departmental Contract Coordinator shall issue a separate Purchase Order to the Contractor specific to the routine maintenance and service work performed on their departmental fleet

7 4.1.2 All invoices must clearly indicate the specific vehicle, identified by license plate number and make, on which the Contractor performed maintenance or repair All invoices will be reviewed by the Departmental Contract Coordinator and approved prior to payment by MDACC All invoices related to departmental fleet maintenance should be submitted upon completion of the work per Section 2.2 above The Contractor shall work with the Departmental Contract Coordinator to establish all reporting requirements of the department At the end of each month, Contractor shall submit a report, by vehicle, of all service performed outside of the MDACC Shuttle Service fleet during the previous month to MDACC s Sourcing and Contract Management. Part 5 BID SELECTION CRITERIA 5.1 MDACC shall use the following selection criteria in evaluating all properly submitted bids. The importance given to each of the categories is represented by a percentage representing its relative importance or weight within the whole (100%) Pricing [30%] Experience [30%] Bidders shall provide at least four (4) references from organizations that bidder currently provides fleet routine maintenance and repair services. At least two (2) of these references should have a fleet greater than fifteen (15) vehicles. In addition, provide any references from U. T. System components. Bidders must have the ability to comply with the Quality Assurance requirements described above in Section Ability to perform [30%] Size of Bidder s facility, number of mechanics, numbers of service bays, mechanic certifications, ability to secure vehicles overnight and ability to provide electronic reporting will be used as criteria to determine Bidder s ability to keep up with the needs of a fleet operation that is the size of MDACC s fleet Pick up and delivery of vehicles at no extra cost [10%] - 7 -

8 APPENDIX 1 SHUTTLE FLEET INVENTORY AH # VIN Yr. Make Model Mileage E450, 15 PASSENGER FWE30S5WHA FORD BUS E450, 15 PASSENGER FDXE45P15HB FORD BUS E450, 15 PASSENGER FDXE45P85HB FORD BUS E450, 15 PASSENGER FDXE45P05HB FORD BUS E450, 15 PASSENGER FDXE45P85HA FORD BUS E450, 15 PASSENGER FDXE45P15HA FORD BUS E450, 15 PASSENGER FDXE45P25HB FORD BUS E450, 15 PASSENGER FDXE45P15HB FORD BUS E450, 15 PASSENGER FDXE45P65HB FORD BUS E450, 15 PASSENGER FDXE45P25HB FORD BUS E450, 15 PASSENGER FDXE45P35HA FORD BUS E450, 15 PASSENGER FDXE45P65HB FORD BUS E450, 15 PASSENGER FDXE45PX5HB FORD BUS E450, 15 PASSENGER FDXE45P05HB FORD BUS E450, 15 PASSENGER FDXE45P85HA FORD BUS E450, 15 PASSENGER FDXE45P85HB FORD BUS FDXE45P55HA FORD E450, 15 PASSENGER BUS

9 APPENDIX 2 Example Only Preventative Maintenance Checklist Date: Mileage: Year: Make: _ VIN #: Company Name: License: Model: Odometer: _ Check & Note: Change or Adjust: Test Drive Oil Fluid Levels Oil Filter Rear End Lube Job Transmission Air Filter Power Steering PCV Brake Fluid Fuel Filter Battery Cables Transmission Engine Coolant Fluid Filter & Gasket Pressure Test Rotate Tires Windshield Fluid Pack Front Wheel Bearings Exhaust Tune Up At Customer s Req Shocks Tire Pressure Belts & Hoses L/F R/F Battery Cables L/R R/R Wiper Blades Spare All Lights Tires Brakes Front End Instruments U-Joints Motor Mounts Excessive Fluid Leaks Loose Accessories State Inspection Remarks and suggested automotive needs: - 9 -