STATE OF NORTH CAROLINA

Transcription

1 STATE OF NORTH CAROLINA East Carolina University Request for Proposal #: RFP Title: Transit Buses Maintenance and Repair Contract Date of Issue: September 29, 2015 Proposal Opening Date: October 29, 2015 At 3:00 ET Direct all inquiries concerning this RFP to: Tim Daughtry Purchasing Specialist Phone:

2 Vendor: STATE OF NORTH CAROLINA Request for Proposal # RFP For internal State agency processing, including tabulation of proposals in the Interactive Purchasing System (IPS), please provide your company s Federal Employer Identification Number or alternate identification number (e.g. Social Security Number). Pursuant to North Carolina General Statute (b) this identification number shall not be released to the public. This page will be removed and kept confidential, before the procurement file is made available for public inspection. This page is to be filled out and returned with your proposal. Failure to do so may subject your proposal to rejection. ID Number: Federal ID Number or Social Security Number Vendor Name 2

3 Refer ALL Inquiries regarding this RFP to: Tim Daughtry Purchasing Specialist Phone: STATE OF NORTH CAROLINA East Carolina University Request for Proposal # RFP Proposals will be publicly opened: October 29, :00 PM Contract Type: Open Market Commodity No. and Description: Transit Buses Maintenance and Repair Contract Using Agency: East Carolina University Requisition No.: R EXECUTION In compliance with this Request for Proposals, and subject to all the conditions herein, the undersigned Vendor offers and agrees to furnish and deliver any or all items upon which prices are bid, at the prices set opposite each item within the time specified herein. By executing this proposal, the undersigned Vendor certifies that this proposal is submitted competitively and without collusion (G.S ), that none of its officers, directors, or owners of an unincorporated business entity has been convicted of any violations of Chapter 78A of the General Statutes, the Securities Act of 1933, or the Securities Exchange Act of 1934 (G.S ), and that it is not an ineligible Vendor as set forth in G.S False certification is a Class I felony. Furthermore by executing this proposal, the undersigned certifies to the best of Vendor s knowledge and belief, that it and its principals are not presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from covered transactions by any Federal or State department or agency. As required by G.S , the undersigned Vendor certifies that it, and each of its sub-contractors for any Contract awarded as a result of this RFP, complies with the requirements of Article 2 of Chapter 64 of the NC General Statutes, including the requirement for each employer with more than 25 employees in North Carolina to verify the work authorization of its employees through the federal E-Verify system. G.S and Executive Order 24 (2009) prohibit the offer to, or acceptance by, any State Employee associated with the preparing plans, specifications, estimates for public Contract; or awarding or administering public Contracts; or inspecting or supervising delivery of the public Contract of any gift from anyone with a Contract with the State, or from any person seeking to do business with the State. By execution of any response in this procurement, you attest, for your entire organization and its employees or agents, that you are not aware that any such gift has been offered, accepted, or promised by any employees of your organization. Failure to execute/sign proposal prior to submittal shall render proposal invalid and it WILL BE REJECTED. Late proposals cannot be accepted. VENDOR: STREET ADDRESS: P.O. BOX: ZIP: CITY & STATE & ZIP: TELEPHONE NUMBER: TOLL FREE TEL. NO: PRINCIPAL PLACE OF BUSINESS ADDRESS IF DIFFERENT FROM ABOVE (SEE INSTRUCTIONS TO VENDORS ITEM #10): PRINT NAME & TITLE OF PERSON SIGNING ON BEHALF OF VENDOR: FAX NUMBER: VENDOR S AUTHORIZED SIGNATURE: DATE: Offer valid for at least 60 days from date of proposal opening, unless otherwise stated here: days. After this time, any withdrawal of offer shall be made in writing, effective upon receipt by the agency issuing this RFP. ACCEPTANCE OF PROPOSAL If any or all parts of this proposal are accepted by the State of North Carolina, an authorized representative of East Carolina University shall affix his/her signature hereto and this document and all provisions of this Request For Proposal along with the Vendor proposal response and the written results of any negotiations shall then constitute the written agreement between the parties. A copy of this acceptance will be forwarded to the successful Vendor(s). FOR STATE USE ONLY: Offer accepted and Contract awarded this day of, 20, as indicated on the attached certification, by. (Authorized Representative of East Carolina University).

4 Table of Contents PURPOSE AND BACKGROUND... 4 GENERAL INFORMATION REQUEST FOR PROPOSAL DOCUMENT NOTICE TO VENDORS REGARDING RFP TERMS AND CONDITIONS RFP SCHEDULE MANDATORY PRE-PROPOSAL CONFERENCE PROPOSAL QUESTIONS PROPOSAL SUBMITTAL PROPOSAL CONTENTS ALTERNATE PROPOSALS DEFINITIONS, ACRONYMS, AND ABBREVIATIONS METHOD OF AWARD AND PROPOSAL EVALUATION PROCESS METHOD OF AWARD CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION PROPOSAL EVALUATION PROCESS PERFORMANCE OUTSIDE THE UNITED STATES INTERPRETATION OF TERMS AND PHRASES REQUIREMENTS CONTRACT TERM PRICING INVOICES FINANCIAL STABILITY VENDOR EXPERIENCE REFERENCES BACKGROUND CHECKS PERSONNEL VENDOR S REPRESENTATIONS SCOPE OF WORK A. VEHICLE CONDITION AND MAINTENANCE B. CHARTERED SERVICES C. PARTS OPERATION D. FACILITY MAINTENANCE E. EQUIPMENT TO BE PROVIDED BY ECU TRANSIT F. EQUIPMENT TO BE PROVIDED BY CONTRACTOR

5 G. ECU TRANSIT BUS OPERATIONS AND MAINTENANCE FACILITY H. CONTRACTED SERVICE PERSONNEL I. HOURS OF OPERATION J. QUALITY ASSURANCE AND REPORTING PROGRAM K. MAINTENANCE SOFTWARE GENERAL OBJECTIVES-GOALS-EXPECTATIONS PROJECT ORGANIZATION ACCEPTANCE OF WORK WARRANTIES CERTIFICATION AND SAFETY LABELS TRANSITION ASSISTANCE CONTRACT ADMINISTRATION PROJECT MANAGER AND CUSTOMER SERVICE POST AWARD MANAGEMENT REVIEW MEETINGS CONTINUOUS IMPROVEMENT STATUS REPORTS DISPUTE RESOLUTION CONTRACT CHANGES ATTACHMENT A: INSTRUCTIONS TO VENDORS ATTACHMENT B: NORTH CAROLINA GENERAL CONTRACT TERMS AND CONDITIONS68 ATTACHMENT C: PRICING ATTACHMENT D: LOCATION OF WORKERS UTILIZED BY VENDOR ATTACHMENT E: EAST CAROLINA UNIVERSITY TERMS AND CONDITIONS ATTACHMENT F: EAST CAROLINA UNIVERSITY COMPLIANCE STANDARDS ATTACHMENT G: EAST CAROLINA UNIVERSITY DATA SECURITY STANDARDS ATTACHMENT I: CERTIFICATION OF FINANCIAL CONDITION ATTACHMENT J: VENDOR CONDUCT ON CAMPUS

6 PURPOSE AND BACKGROUND East Carolina University and the East Carolina University Transit Department is soliciting bid proposals from qualified companies to provide high quality full maintenance and repair services as specified in this bid document. Bidders are encouraged to develop their proposals and supporting business and operational practices with strong and measurable emphasis on: Excellence Providing exceptional maintenance and repairs services that attract passengers and instill pride; Service Developing an ethic, spirit, and culture of public service; Community Engaging the community and the City as partners; Safety Providing a safe, secure, and reliable maintenance program; Sustainability Developing and implementing environmentally sustainable operating and business practices; Employee Development Providing employees the tools for success and professional growth; Imagination Creating innovative and effective new ways to improve all preceding areas. For a century, East Carolina University has served the people of North Carolina and the nation. From modest beginnings as a school for training teachers, ECU has grown to become an emerging, national research university with an enrollment of more than 27,000. In 1907, East Carolina was founded to alleviate the desperate shortage of teachers in the eastern part of the state. Our College of Education continues to supply the nation with some of its best educators, and now it has been joined by programs of high distinction in health care and the fine and performing arts. The University is no longer a small school but an engine of economic development and a hotbed of discovery. Today, East Carolina is a constituent institution of the University of North Carolina and offers 105 bachelor s degree programs, 75 master s degree programs, 1 intermediate degree program [EdS], 2 first-professional degree programs in medicine [MD] and dentistry [DMD], and 18 doctoral programs in our professional colleges and schools, Thomas Harriot College of Arts and Sciences, the ECU School of Dental Medicine, and the Brody School of Medicine. With a mission of teaching, research, and service, East Carolina University is a dynamic institution connecting people and ideas, finding solutions to problems, and seeking the challenges of the future. ECU Transit is responsible for the planning, management, and operation of all transit services provided to the East Carolina University community. The successful Proposer will be directly accountable to the University, and by extension, its students, staff, faculty, and visitors. ECU Transit operates fixed route, express fixed route, deviated fixed route, demand response service to, from, around, and between the segmented campuses of the University and the City of Greenville. In addition ECU Transit Charter Services provides transportation to University Special Events and over-the-road motor coach service to serve the needs of the University community. ECU Transit operates approximately forty (40) transit buses, three (3) motor coaches, six (6) demand response vans, and five (5) non-revenue support vehicles. The system operates a varying schedule seven (7) days a week, forty eight (48) weeks a year, providing approximately fifty-five thousand (55,000) service hours to over three (3) million passengers while traveling over one (1) million miles annually. GENERAL INFORMATION 2.1 REQUEST FOR PROPOSAL DOCUMENT The RFP is comprised of the base RFP document, any attachments, and any addenda released before Contract award. All attachments and addenda released for this RFP in advance of any Contract award are incorporated herein by reference. 2.2 NOTICE TO VENDORS REGARDING RFP TERMS AND CONDITIONS It shall be the Vendor s responsibility to read the Instructions, the State s terms and conditions, all relevant exhibits and attachments, and any other components made a part of this RFP, and comply with all requirements and 4

7 specifications herein. Vendors also are responsible for obtaining and complying with all Addenda and other changes that may be issued in connection with this RFP. If Vendors have questions, issues, or exceptions regarding any term, condition, or other component within this RFP, those must be submitted as questions in accordance with in the instructions in Section 2.6 PROPOSAL QUESTIONS. If the State determines that any changes will be made as a result of the points raised, then such decisions will be communicated in the form of an RFP addendum. The State may also elect to leave open the possibility for later negotiation of specific components of the Contract that have been addressed during the question and answer period. Other than through this process, the State rejects and will not be required to evaluate or consider any additional or modified terms and conditions submitted with Vendor s proposal. This applies to any language appearing in or attached to the document as part of the Vendor s proposal that purports to vary any terms and conditions or Vendors instructions herein or to render the proposal non-binding or subject to further negotiation. By execution and delivery of this RFP Response, the Vendor agrees that any additional or modified terms and conditions, whether submitted purposely or inadvertently, shall have no force or effect, and will be disregarded. Noncompliance with, or any attempt to alter or delete, this paragraph shall constitute sufficient grounds to reject Vendor s proposal as nonresponsive. If a Vendor desires modification of the terms and conditions of this solicitation, it is urged and cautioned to inquire during the question period, in accordance with the instructions in this RFP, about whether a specific, proposed language modification is acceptable to or will be considered by the State. Identification of objections or exceptions to the State s terms and conditions in the proposal itself shall not be allowed and shall be disregarded or the proposal rejected. A Vendor may, however, attach a separate page to its proposal, titled Request for Proposed Modifications to Terms and Conditions, and identify specific modifications that it requests the State to consider. The State will evaluate all proposals without regard to any proposed modifications. Once a proposal has been identified as the one for which an award recommendation has been made but prior to approval of the recommendation, the State, in its sole and absolute discretion, may consider any proposed modifications attached to that proposal. Any modification(s) to the terms and condition agreed to by the State will be identified in the Certification of Award. Any ambiguity, vagueness, inconsistency or conflict, either internal to such modification(s) or arising when read in conjunction with other portions of the Contract, shall be construed strictly in favor of the State. Only those proposed modifications identified in the award certification shall be part of the Contract, and the State may ignore all proposed modifications, accept one or more and ignore others, accept all or, through negotiations prior to certification of award, agree to compromise language concerning one or more proposed modifications. By executing and submitting its proposal in response to this RFP, Vendor understands and agrees that the State may exercise its discretion not to consider any and all proposed modifications Vendor(s) may request. Contact with anyone working for or with the State regarding this RFP other than the State Contract Specialist named on the face page of this RFP in the manner specified by this RFP shall constitute grounds for rejection of said Vendor s offer, at the State s election. 2.3 RFP SCHEDULE The table below shows the intended schedule for this RFP. The State will make every effort to adhere to this schedule. Event Responsibility Date and Time Issue RFP State September 29, 2015 Hold Pre-Proposal Meeting/Site Visit State October 15, 2015 Submit Written Questions Vendor October 21, 2105 Provide Response to Questions State October 22, 2015 Submit Proposals Vendor October 29, 2015 Contract Award State November 20, 2015 Contract Effective Date State To be determined after award 5

8 2.4 MANDATORY PRE-PROPOSAL CONFERENCE Mandatory Pre-proposal Conference: ECU Transit, 285 Easy Street, Greenville, N.C Date: Thursday, October 15, 2015 Time: 2:00 Eastern Time Instructions: It shall be MANDATORY that each Vendor representative be present for a pre-proposal site visit on Thursday, October 15, Attendees must meet promptly at 2:00 Eastern Time at ECU Transit, 285 East Street, Greenville, N.C , Room 104. All attendees must sign in upon arrival. LATE ARRIVALS WILL NOT BE ALLOWED TO SIGN IN, PARTICIPATE IN THE SITE VISIT, NOR SHALL THEIR PROPOSAL BE CONSIDERED. Once the sign-in process is complete, all other persons wishing to attend may do so to the extent that space and circumstances allow. The purpose of this visit is for all prospective Vendors to apprise themselves with the conditions and requirements which will affect the performance of the work called for by this Request for Proposals. Vendors must stay for the duration of the site visit. No allowances will be made for unreported conditions that a prudent Vendor would recognize as affecting the work called for or implied by this proposal. Vendors are cautioned that any information released to attendees during the site visit, other than that involving the physical aspects of the facility referenced above, and which conflicts with, supersedes, or adds to requirements in this Request for Proposal, must be confirmed by written addendum before it can be considered to be a part of this proposal. 2.5 PROPOSAL QUESTIONS Upon review of the RFP documents, Vendors may have questions to clarify or interpret the RFP in order to submit the best proposal possible. To accommodate the Proposal Questions process, Vendors shall submit any such questions by the above due date. Written questions shall be ed to daughtryt@ecu.edu by the date and time specified above. Vendors should enter RFP # RFP Questions as the subject for the . Questions submittals should include a reference to the applicable RFP section and be submitted in a format shown below: Reference RFP Section, Page Number Vendor Question Vendor question? Questions received prior to the submission deadline date, the State s response, and any additional terms deemed necessary by the State will be posted in the form of an addendum to the Interactive Purchasing System (IPS), and shall become an Addendum to this RFP. No information, instruction or advice provided orally or informally by any State personnel, whether made in response to a question or otherwise in connection with this RFP, shall be considered authoritative or binding. Vendors shall rely only on written material contained in an Addendum to this RFP. 2.6 PROPOSAL SUBMITTAL Sealed proposals, subject to the conditions made a part hereof and the receipt requirements described below, shall be received at the address indicated in the table below, for furnishing and delivering those items or services as described herein. 6

9 Mailing address for delivery of proposal via US Postal Service PROPOSAL NUMBER: RFP Address: Materials Management 200 East First Street East Carolina University Greenville, NC Office Address of delivery by any other method (special delivery, overnight, or any other carrier) PROPOSAL NUMBER: RFP Address: Materials Management 200 East First Street East Carolina University Greenville, NC IMPORTANT NOTE: All proposals shall be physically delivered to the office address listed above on or before the proposal deadline in order to be considered timely, regardless of the method of delivery. This is an absolute requirement. All risk of late arrival due to unanticipated delay whether delivered by hand, U.S. Postal Service, courier or other delivery service is entirely on the Vendor. It is the sole responsibility of the Vendor to have the proposal physically in this Office by the specified time and date of opening. The time of delivery will be marked on each proposal when received, and any proposal received after the proposal submission deadline will be rejected. Sealed proposals, subject to the conditions made a part hereof, will be received at the address indicated in the table in this Section, for furnishing and delivering the commodity as described herein. Note that the U.S. Postal Service generally does not deliver mail to specified street address but to the State s Mail Service Center. Vendors are cautioned that proposals sent via U.S. Mail, including Express Mail, may not be delivered by the Mail Service Center to the agency s purchasing office on the due date in time to meet the proposal deadline. All Vendors are urged to take the possibility of delay into account when submitting a proposal. Attempts to submit a proposal via facsimile (FAX) machine, telephone or electronic means, including but not limited to , in response to this RFP shall NOT be accepted. a) Submit one (1) signed, original fully executed and two (2) photocopies, for a total of three (3), of your proposal simultaneously to the address identified in the table above. b) Submit your proposal in a sealed package. Clearly mark each package with: (1) Vendor name; (2) the RFP number; and (3) the due date. Address the package(s) for delivery as shown in the table above. If Vendor is submitting more than one (1) proposal, each proposal shall be submitted in separate sealed envelopes and marked accordingly. For delivery purposes, separate sealed envelopes from a single Vendor may be included in the same outer package. Proposals are subject to rejection unless submitted with the information above included on the outside of the sealed proposal package. 2.7 PROPOSAL CONTENTS Vendors shall populate all attachments of this RFP that require the Vendor to provide information and include an authorized signature where requested. Vendor RFP responses shall include the following items and those attachments should be arranged in the following order: a) Title Page: Include the company name, address, phone number and authorized representative along with the Proposal Number. b) Completed and signed version of EXECUTION PAGES, and signed receipt pages of any addenda released in conjunction with this RFP c) ATTACHMENT A: INSTRUCTIONS TO VENDORS d) ATTACHMENT B: NORTH CAROLINA GENERAL CONTRACT TERMS AND CONDITIONS e) Completed version of ATTACHMENT C: PRICING f) Completed and signed version of ATTACHMENT D: LOCATION OF WORKERS UTILIZED BY VENDOR 7

10 g) Completed and signed version of ATTACHMENT E: CERTIFICATION OF FINANCIAL CONDITION h) SEPARATE DOCUMENT (NOT INCLUDED IN THE PROPOSAL ITSELF): If necessary, a list of Vendor issues or proposed alternative language concerning State Terms and Conditions (see Section 2.2 NOTICE TO VENDORS REGARDING TERMS AND CONDITIONS for additional information). 2.8 ALTERNATE PROPOSALS Vendor may submit alternate proposals for various methods or levels of service(s) or that propose different options. Alternate proposals must specifically identify the RFP requirements and advantage(s) addressed by the alternate proposal. Any alternate proposal, in addition to the marking described above, must be clearly marked with the legend: Alternate Proposal # for name of Vendor. Each proposal must be for a specific set of services and must include specific pricing. If a Vendor chooses to respond with various service offerings, each must be offered with a separate price and be contained in a separate proposal document. Each proposal must be complete and independent of other proposals offered. 2.9 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS a) BAFO: Best and Final Offer, submitted by a vendor to alter its initial offer, made in response to a request by the issuing agency. b) BUYER: The employee of the State or Other Eligible Entity that places an order with the Vendor. c) CONTRACT LEAD: Representative of East Carolina University who corresponds with potential Vendors in order to identify and contract with that Vendor providing the greatest benefit to the State and who will administer the contract for the State. d) E-PROCUREMENT SERVICES: The program, system, and associated services through which the State conducts electronic procurement. e) FOB-DESTINATION: Title changes hand from Vendor to purchaser at the destination point of the shipment; Vendor owns commodity in transit and files any claims, and Vendor pays all freight and any related transportation charges. A solicitation may request Vendors to separately identify freight charges in their proposal, but no amount or charge not included as part of the total proposal price will be paid. f) LOT: A grouping of similar products within this RFP. g) QUALIFIED PROPOSAL: A responsive proposal submitted by a responsible Vendor. h) RFP: Request for Proposal i) STATE: The State of North Carolina, including any of its sub-units recognized under North Carolina law. j) STATE AGENCY: Any of the more than 400 sub-units within the executive branch of the State, including its departments, boards, commissions of higher education and other institutions. k) VENDOR: Supplier, bidder, proposer, company, firm, corporation, partnership, individual or other entity submitting a response to a Request for Proposal. 3.0 METHOD OF AWARD AND PROPOSAL EVALUATION PROCESS 3.1 METHOD OF AWARD The following evaluation criteria identified by the State, for purposes of evaluating proposals, the following factors are considered to ensure that any award will be in the best interest of the State: Total cost to the State Level of quality provided by the vendor Process capability across multiple jurisdictions Protection of the State s information and intellectual property Availability of pertinent skills Ability to understand the State s business requirements and internal operational culture Risk factors such as the security of the State s information technology Relations with citizens and employees 8

11 Contract enforcement jurisdictional issues In addition to the award criteria referenced above the following point scale information will be considered. A total of 100 points can be obtained based on the criteria and factors noted. The following will be significant factors, but not exclusive or dispositive, when making the final recommendation for award. An evaluation committee consisting of representatives from East Carolina University Transit Department and Department of Materials Management will complete the bid evaluations and determine an award. Overall Service Concept and Understanding 20 points Demonstrate that the vendor has an understanding of the service requirements referenced and the ability to provide the service as specified. Completeness of the bid document. Financial Condition 10 points History and Description of Firm 10 points Credentials of Staff 20 points References 20 points Cost 20 points Include a copy of your latest annual report or other comparable document. As evidenced by the financial information requested of each vendor, indication that the vendor, or vendors, is financially stable and able to provide related services in its entirety. Provide a brief history and description of your firm. The description should i n c l u d e the s i z e ( number of e m p l o y e e s ) and a r e a s of specialization, and examples of other successfully completed projects and or service of similar size, scope and complexity. Staff including technician s certification to provide the required service. Copies of certifications included in bid response. Provide the names, telephone numbers, s and addresses of at least three (3) business references in similar size to East Carolina University and the number of buses serviced. Particular attention will be given to the quality of the response from references, particularly those in the State of North Carolina. Issues that will be addressed include contract performance, quality of the personnel, responsiveness, etc. Overall cost to provide the service for the State of North Carolina and East Carolina University. All qualified proposals will be evaluated and awards will be made to the Vendor(s) meeting the RFP requirements and achieving the highest and best final evaluation, based on the criteria described below. While the intent of this RFP is to award a Contract(s) to a single Vendor, the State reserves the right to make separate awards to different Vendors for one or more line items, to not award one or more line items or to cancel this RFP in its entirety without awarding a Contract, if it is considered to be most advantageous to the State to do so. The status of a Vendor s e-procurement Services account(s) shall be considered a relevant factor in determining whether to approve the award of a contract under this RFP. Any Vendor with an E-Procurement Services account that is in arrears by 91 days or more at the time of proposal opening may, at the State s discretion, be disqualified from further evaluation or consideration. The State reserves the right to waive any minor informality or technicality in proposals received. 9

12 3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION During the evaluation period from the date proposals are opened through the date the contract is awarded each Vendor submitting a proposal (including its representatives, sub-contractors and/or suppliers) is prohibited from having any communications with any person inside or outside the using agency, issuing agency, other government agency office, or body (including the purchaser named above, department secretary, agency head, members of the general assembly and/or governor s office), or private entity, if the communication refers to the content of Vendor s proposal or qualifications, the contents of another Vendor s proposal, another Vendor s qualifications or ability to perform the contract, and/or the transmittal of any other communication of information that could be reasonably considered to have the effect of directly or indirectly influencing the evaluation of proposals and/or the award of the contract. A Vendor not in compliance with this provision shall be disqualified from contract award, unless it is determined in the State s discretion that the communication was harmless, that it was made without intent to influence and that the best interest of the state would not be served by the disqualification. A Vendor s proposal may be disqualified if its sub-contractor and supplier engage in any of the foregoing communications during the time that the procurement is active (i.e., the issuance date of the procurement to the date of contract award). Only those discussions, communications or transmittals of information authorized or initiated by the issuing agency for this RFP or general inquiries directed to the purchaser regarding requirements of the RFP (prior to proposal submission) or the status of the contract award (after submission) are excepted from this provision. 3.3 PROPOSAL EVALUATION PROCESS The State shall review all Vendor responses to this RFP to confirm that they meet the specifications and requirements of the RFP. The State reserves the right to waive any minor informality or technicality in proposals received. The State will conduct a One-Step evaluation of Proposals: Proposals will be received from each responsive Vendor in a sealed envelope or package. All proposals must be received by the issuing agency not later than the date and time specified on the cover sheet of this RFP. At that date and time the package containing the proposals from each responding firm will be opened publicly and the name of the Vendor and total cost offered will be announced. Interested parties are cautioned that these costs and their components are subject to further evaluation for completeness and correctness and therefore may not be an exact indicator of a Vendor s pricing position. At their option, the evaluators may request oral presentations or discussion with any or all Vendors for the purpose of clarification or to amplify the materials presented in any part of the proposal. Vendors are cautioned, however, that the evaluators are not required to request presentations or other clarification and often do not; therefore, all proposals should be complete and reflect the most favorable terms available from the Vendor. Proposals will generally be evaluated according to completeness, content, and experience with similar projects, ability of the Vendor and its staff, and cost. Vendors are cautioned that this is a request for offers, not an offer or request to contract, and the State reserves the unqualified right to reject any and all offers at any time if such rejection is deemed to be in the best interest of the State. The State reserves the right to reject all original offers and request one or more of the Vendors submitting proposals within a competitive range to submit a best and final offer (BAFO), based on discussions and negotiations with the State, if the initial responses to the RFP have been evaluated and determined to be inadequate and unsatisfactory. 10

13 Upon completion of the evaluation process, the State will make Award(s) based on the evaluation and post the award(s) to IPS under the RFP number for this solicitation. Award of a Contract to one Vendor does not mean that the other proposals lacked merit, but that, all factors considered, the selected proposal was deemed most advantageous and represented the best value to the State. 3.4 PERFORMANCE OUTSIDE THE UNITED STATES Vendor shall complete ATTACHMENT D: LOCATION OF WORKERS UTILIZED BY VENDOR. In addition to any other evaluation criteria identified in this RFP, the State may also consider, for purposes of evaluating proposed or actual contract performance outside of the United States, how that performance may affect the following factors to ensure that any award will be in the best interest of the State: 3.5 INTERPRETATION OF TERMS AND PHRASES This Request for Proposal serves two functions: (1) to advise potential Vendors of the parameters of the solution being sought by the Department; and (2) to provide (together with other specified documents) the terms of the Contract resulting from this procurement. As such, all terms in the Request for Proposal shall be enforceable as contract terms in accordance with the General Terms and Conditions. The use of phrases such as shall, must, and requirements are intended to create enforceable contract conditions. In determining whether proposals should be evaluated or rejected, the Department will take into consideration the degree to which Vendors have proposed or failed to propose solutions that will satisfy the Department s needs as described in the Request for Proposal. Except as specifically stated in the Request for Proposal, no one requirement shall automatically disqualify a Vendor from consideration. However, failure to comply with any single requirement may result in the Department exercising its discretion to reject a proposal in its entirety. REQUIREMENTS This Section lists the requirements related to this RFP. By submitting a proposal the Vendor agrees to meet all stated requirements in this Section as well as any other specifications, requirements and terms and conditions stated in this RFP. If a Vendor is unclear about a requirement or specification or believes a change to a requirement would allow for the State to receive a better proposal, the Vendor is urged and cautioned to submit these items in the form of a question during the question and answer period in accordance with Section CONTRACT TERM The services as described shall take effect upon date of award or at a date acceptable to both parties and shall continue for a period of three (3) years with fixed cost with the option to extend the contract for seven (7), twelve (12) month periods. Potential contract total would be 10 years. The Contractor may decline the option to extend the contract by notifying the East Carolina University Department of Material Management in writing ninety (90) days before the contract renewal date. If at any time the contractor is not, in the discretion of East Carolina University, meeting East Carolina University requirements, the University may terminate the contract by giving 30 days advance notice in writing. The University shall not be required to give the contractor an opportunity to cure its default. Upon notice of termination from the University, unless the notice of termination specifies otherwise, Contractor shall immediately suspend performance of the scope of services under the contract. The University shall pay contractor a pro-rata share of the contractor s fee for work performed prior to the notice of termination. During the life of the contract, the Contractor may terminate the contract with ninety (90) days advance written notice if not coincidental with contract renewal date. 4.2 PRICING All costs associated with this contract are fixed for the first three (3) years. Subject to University approval, the cost may be increased after year three (3). C o s t may not increase more than CPI (Consumer Price Index) for the Southern Region not to exceed 5% for each renewal period. In the event cost should change for year four (4) thru year ten (10), an updated cost proposal must be submitted for each renewal and approved by East Carolina University. 11

14 Proposal price shall constitute the total cost to Buyer for complete performance in accordance with the requirements and specifications herein, including all applicable charges handling, administrative and other similar fees. Vendor shall not invoice for any amounts not specifically allowed for in this RFP. Complete ATTACHMENT C: PRICING FORM and include in Proposal. 4.3 INVOICES The Contractor shall submit original invoices, on a monthly basis, to ECU Transit for payment. A. Frequency The Contractor shall submit one (1) invoice per month where each vehicle or equipment is represented as one line item for maintenance services as specified in this Contract. Upon receipt of original invoice, payment shall be net 30 days. B. Documentation The Contractor shall submit with each invoice sufficient documentation to show the unit number, mileage, engine hours, work performed, date work was opened and closed, labor hours by technician, parts, materials and supplies, freight and subcontract repairs. The Vendor will be compensated at the rates quoted in the Vendor s Cost Proposal. The Vendor will be paid net thirty (30) calendar days after the Vendor s invoice is approved by the State. 4.4 FINANCIAL STABILITY Each Vendor shall certify it is financially stable by completing the ATTACHMENT I: CERTIFICATION OF FINANCIAL CONDITION. The State is requiring this certification to minimize potential issues from Contracting with a Vendor that is financially unstable. From the date of the Certification to the expiration of the Contract, the Vendor shall notify the State within thirty (30) days of any occurrence or condition that materially alters the truth of any statement made in this Certification. 4.5 VENDOR EXPERIENCE Vendor shall demonstrate experience with public and/or private sector clients with similar or greater size and complexity to the State of North Carolina. Vendor shall provide information as to the qualifications and experience of all executive, managerial, legal, and professional personnel to be assigned to this project, including resumes citing experience with similar projects and the responsibilities to be assigned to each person. 4.6 REFERENCES Vendors shall provide at least three (3) references for which your company has provided services of similar size and scope to that proposed herein. The State may contact these users to determine the services provided are substantially similar in scope to those proposed herein and Vendor s performance has been satisfactory. Such information shall be considered in the evaluation of the proposal. COMPANY NAME CONTACT NAME TELEPHONE NUMBER 12

15 4.7 BACKGROUND CHECKS Vendor and its personnel are required to provide or undergo background checks at Vendor s expense prior to beginning work with the State. As part of Vendor background the details below must be provided at the request of the State and the vendor is required to keep this information on file for future requests. (1) Any criminal felony conviction, or conviction of any crime involving moral turpitude, including, but not limited to fraud, misappropriation or deception, of Vendor, its officers or directors, or any of its employees or other personnel to provide services on this project, of which Vendor has knowledge or a statement that it is aware of none; (2) Any criminal investigation for any offense involving moral turpitude, including, but not limited to fraud, misappropriation, falsification or deception pending against Vendor of which it has knowledge or a statement it is aware of none; (3) Any regulatory sanctions levied against Vendor or any of its officers, directors or its professional employees expected to provide services on this project by any state or federal regulatory agencies within the past three years or a statement that there are none. As used herein, the term regulatory sanctions includes the revocation or suspension of any license or certification, the levying of any monetary penalties or fines, and the issuance of any written warnings; (4) Any regulatory investigations pending against Vendor or any of its officers, directors or its professional employees expected to provide services on this project by any state or federal regulatory agencies of which Vendor has knowledge or a statement that there are none. (5) Any civil litigation, arbitration, proceeding, or judgments pending against Vendor during the three (3) years preceding submission of its proposal herein or a statement that there are none. Vendor s responses to these requests shall be considered to be continuing representations and Vendor s failure to notify the State within thirty (30) days of any criminal litigation, investigation or proceeding involving Vendor or its then current officers, directors or persons providing services under this contract during its term shall constitute a material breach of contract. The provisions of this paragraph shall also apply to any subcontractor utilized by Vendor to perform services under this contract. 4.8 PERSONNEL Vendor shall not substitute key personnel assigned to the performance of this Contract without prior written approval by the Contract Lead. Vendor shall notify the Contract Lead of any desired substitution, including the name(s) and references of Vendor s recommended substitute personnel. The State will approve or disapprove the requested substitution in a timely manner. The State may, in its sole discretion, terminate the services of any person providing services under this Contract. Upon such termination, the State may request acceptable substitute personnel or terminate the contract services provided by such personnel. 4.9 VENDOR S REPRESENTATIONS a) Vendor warrants that qualified personnel shall provide services under this Contract in a professional manner. Professional manner means that the personnel performing the services will possess the skill and competence consistent with the prevailing business standards in the industry. Vendor agrees that it will not enter any agreement with a third party that may abridge any rights of the State under this Contract. Vendor will serve as the prime contractor under this Contract and shall be responsible for the performance and payment of all subcontractor(s) that may be approved by the State. Names of any third party vendors or subcontractors of Vendor may appear for purposes of convenience in Contract documents; and shall not limit Vendor s obligations hereunder. Vendor will retain executive representation for functional and technical expertise as needed in order to incorporate any work by third party subcontractor(s). 13

16 b) If any services, deliverables, functions, or responsibilities not specifically described in this Contract are required for Vendor s proper performance, provision and delivery of the service and deliverables under this Contract, or are an inherent part of or necessary sub-task included within such service, they will be deemed to be implied by and included within the scope of the contract to the same extent and in the same manner as if specifically described in the contract. Unless otherwise expressly provided herein, Vendor will furnish all of its own necessary management, supervision, labor, facilities, furniture, computer and telecommunications equipment, software, supplies and materials necessary for the Vendor to provide and deliver the Services and Deliverables. c) Vendor warrants that it has the financial capacity to perform and to continue perform its obligations under the contract; that Vendor has no constructive or actual knowledge of an actual or potential legal proceeding being brought against Vendor that could materially adversely affect performance of this Contract; and that entering into this Contract is not prohibited by any contract, or order by any court of competent jurisdiction. SCOPE OF WORK A. VEHICLE CONDITION AND MAINTENANCE A. Contractor will be responsible for all vehicle maintenance, and will maintain accurate records for all vehicles serviced. Maintenance will be performed to original equipment manufacturer (OEM) standards and/or ECU Transit s written instructions. B. Contractor will be required to perform all routine preventive maintenance, heavy repair, and running repairs necessary to keep ECU Transit vehicles in a safe, reliable and well-maintained condition, assuring that all on-board systems are fully functional and operational. C. It is the responsibility of the Contractor to completely maintain the vehicles in the same or better operating condition and appearance in which they are received, subject to reasonable wear and tear based on mileage and age. D. General Maintenance Standards: i) All components of the vehicle bodies, accessories, chassis, and any additional equipment on the vehicles, (e.g. lifts, cameras, radios) shall be maintained in safe, reliable, and undamaged condition at all times. Repairs (including seat cushion and coverings, glass, and all bus appurtenances) shall be made expeditiously, unless the defect would affect safety or passenger comfort or have a significant effect on appearance, in which case the repair shall be made before the vehicle is put back in service. ii) iii) iv) Heating, ventilation, and air conditioning (HVAC) systems shall be maintained to ensure that passenger compartments are comfortably maintained under all climatic conditions at all times, regardless of climatic conditions. The Contractor will not place into service, or allow to remain in service, vehicles with non-functioning HVAC systems. All mechanical, electrical, fluid, air and/or hydraulic systems shall be maintained in a safe and working condition at all times. v) The Contractor shall perform and provide copies to ECU Transit of fluid analysis at the following intervals (Transit Buses Only): a. Engine Oil: Every PMI 14

17 b. Transmission: Every PMI c. Coolant: Every PMI vi) vii) viii) ix) The Contractor shall perform annual Emission/Opacity inspections to meet all applicable clean-air standards and maintain all equipment within those standards. Wheelchair ramps and lifts must be operational at all times when vehicles are in service. The Contractor shall perform regular inspections of all wheelchair lifts and ramps per manufacturer recommendations (Vehicles with wheelchair lift/ramp only). All vehicles placed in revenue service shall have fully operational air conditioning, wheelchair lifts/ramps, securement devices, flip seats, two-way radios, security cameras, destination signs, voice announcement systems, seatbelts, lights, brakes, horn, and passenger stop notification systems. In addition, all vehicles placed in revenue service shall be free of body damage, have no missing or unpainted panels; with wheels and tires checked daily for any defects, flats, curbing, or lugs missing, be free of graffiti on the exterior and interior of buses, have all safety items fully operational; i.e., lights, brakes, horn, tires, wheelchair tie downs, seatbelts, etc. Tire replacement is the responsibility of the Contractor. ECU Transit will purchase and provide tire stock to the Contractor. The Contractor may use a third party vendor, approved by ECU Transit, to mount and dismount tires. Contractor is responsible for tire inspections and must notify ECU Transit when stock of tires is low. x) Equipment operators shall be required to complete and document a pre-trip and post-trip inspection before and at the conclusion of revenue service. The Contractor must review inspection documentation daily and document defects and as necessary make repairs or adjustments as per this Contract. xi) xii) No vehicle will be repaired with parts taken from another vehicle for any reason without prior consent from ECU Transit. All vehicles will be maintained properly as required by the University, and will not put into peril any warranties that may exist on a particular vehicle from the OEM. In the event that warranty is void due to negligence or lack of maintenance. Contractor will be required to purchase the remainder of the warranty from the OEM in order to cover the time that was lost due to negligence or lack of maintenance. xiii) Contractor is responsible for all running repairs. All running repairs must be completed within ten (10) calendar days from the time the defect was identified. All repairs will be made and documentation provided to ECU Transit with the current months invoice. xiv) xv) xvi) Contractor will warranty all components and parts installed by Contractor s maintenance department or contracted repairs with the same warranty as is provided by manufacturers or certified re-builders in the area. Failure by Contractor to maintain ECU Transit furnished vehicles as defined by the manufacturer's technical manual and ECU Transit s written instructions may result in ECU Transit arranging for the repair at the Contractor's expense. Engine tune-up will be performed as per the engine manufacturer s specifications. All valve settings and engine codes will be placed on the work order for ECU Transit s review. xvii) Engine hours will be taken weekly to plan for maintenance. 15

18 xviii) Any vehicle that uses more than the following must be checked by Contractor and repaired as needed by Contractor. a. Engine oil one (1) quart per one hundred (100) miles b. Transmission oil three (3) quarts per day c. Coolant three (3) quarts per day xix) xx) Contractor must keep accurate records of the above, by vehicle. In the event Contractor should receive any new or used equipment with EGR controls or emissions controls or ULEV or LEV, the required maintenance schedule for those vehicles would change to meet the needs of the new equipment. Should the need for such new standards arise during the term of the Contract, ECU Transit will provide required maintenance procedures and negotiate any appropriate Contract modifications with Contractor. E. Required Daily Servicing Standards - The Contractor is required to document the completion of the following minimum servicing standards. i) Inspect engine compartment, belts and hoses (daily) ii) iii) iv) Check engine oil (daily) Check ATF (daily) Check Coolant level (daily) v) Check DEF level (daily) vi) vii) Check all exterior lights (daily) Check mirrors, replace fuses if necessary (daily) F. Major Repairs - Contractor is responsible for all major repairs. Contractor shall correct all deficiencies considered to be Major Repairs," as defined below. i) Major repair work shall be completed in ten (10) business days from the time it is identified, unless extenuating circumstances are demonstrated and documented justifying a longer repair period. ii) iii) ECU Transit reserves the right to inspect, either with internal staff or third party inspector, the quality and appropriateness of the repair work. The Contractor, at its expense, will complete all additional repairs required by ECU Transit, if ECU Transit or its designee determines the initial repair work to be sub-standard, inappropriate, or insufficient. Major repairs shall be defined as follows but not limited to: a. Engine overhauls b. Transmission rebuilding c. Differential/rear axle rebuilding d. Other repairs deemed to constitute major repairs by ECU Transit by providing such designation to Contractor in writing. 16

19 G. Preventative Maintenance - Regular preventive maintenance inspections, conducted in accordance with the Contractor s preventative maintenance plan, are to be conducted in the three hundred fifty (350) to four hundred (400) engine hour range. Contractor must notify ECU Transit weekly of the units that are due for preventative maintenance inspections. In any case, the Preventative Maintenance Program must be equivalent to or exceed (OEM) specifications and warranty requirements, and any Government Regulations that may apply. i) Preventive maintenance will be based on the life engine hours of the vehicle rather than the hour meter hours. For example, if the hour meter is changed, the actual hours may conflict with the previously recorded inspection. Maintenance actions shall be based on time intervals, engine hour intervals, or a combination of hours and time intervals. Contractor may recommend using mileage as the primary method for determining when preventive maintenance should occur. If so, preventive maintenance will be based on life mileage of the vehicle rather than hub miles and are to be conducted prior to six thousand (6,000) mile intervals. ii) iii) iv) If any inspection of preventive maintenance records reveals the omission or lack of documentation of maintenance service as required by this Contract or the Contractor s Maintenance Plan, there will be a reduction in the following monthly invoice equal to an amount of one-hundred dollars ($100.00) per occurrence. Each time a vehicle enters a shop for a preventative maintenance inspection, the engine, transmission, radiator and condensers must be cleaned. Care should be taken that no damage is done to electrical components or connectors. A fluid sample of engine oil will be taken and sent out for standard oil analysis at each inspection. A fluid sample of transmission fluids will be taken and sent out for analysis at each inspection. a. These samples must be drawn from the filler tubes, not the drains or from the OEM extractor ports. b. All results of the samples taken will be forwarded to ECU Transit. c. Any fluid samples found to be out of specifications will need to be addressed with corrective repairs to the appropriate vehicle component to ensure asset reliability. v) Engine oil, filter and fuel filters, will be changed between every three hundred fifty (350) to four hundred (hour) engine hour range preventative maintenance inspection. Transmission oil and filters will be changed annually or as indicated by oil samples or by OEM specification. All Allison transmissions under manufacturer warranty will be serviced with OEM specified synthetic transmission fluid. All Voith transmissions and all other transmissions will be serviced with OEM specified synthetic blend transmission fluid. Gaskets or seals will be replaced when the filter is replaced or changed. vi) vii) viii) Air dryer will be rebuilt at every annual inspection at a minimum. The air cleaner will be checked every inspection and replaced if the monometer reading is above six (6) inches of water and readings will be placed on inspection records. A preventive maintenance wheelchair lift or ramp inspection will be performed every PMI. Wheelchair lifts or ramps must be cycled daily immediately prior to entering revenue service. OEM maintenance standards shall be used. A preventive maintenance air conditioning inspection will be performed every PMI. Air conditioning inspections will be performed daily immediately prior to entering revenue service. OEM maintenance standards will be used. 17

20 ix) Air-conditioning filters will be changed every inspection, or sooner as needed. x) In addition to the Preventative Maintenance Inspections, every fleet vehicle, not due for PMI by engine hours, must be inspected by Contractor staff every thirty (30) calendar days. The thirty (30) day maintenance inspection shall include all PMI items excluding fluid and filter changes. The Contractor s Maintenance Plan, in conjunction with the preventative maintenance plan, shall specifically address thirty (30) day maintenance inspections. Contractor must notify ECU Transit weekly of the units that are due for thirty (30) day maintenance inspections. H. Servicing Contractor will be required to have full time service technicians on-site to ensure vehicles are serviced to the required specifications. All vehicles will be serviced daily, as described below, before being placed into service: i) All vehicles must be serviced daily by Contractor; inspect engine compartment, belts, and hoses, engine oil, transmission fluid, diesel exhaust fluid (DEF), coolant levels, and check all exterior light bulbs, replace if necessary. ii) Contractor will inspect units and complete a check-off list of such inspections. This listing will be provided to ECU Transit upon request or may be inspected by ECU Transit at any time. I. Road (Service) Calls Contractor will maintain accurate records of all service calls whether the vehicle is changed-out or repaired upon return. A repair order will be made for every service call, whether a defect is found or not. The Contractor must respond immediately during normal hours of operation and otherwise within thirty (30) minutes, twenty-four (24) hours a day, seven (7) days a week when vehicles are in service. J. Maintenance Records Any and all maintenance records maintained by Contractor during the term of the Contract will become property of and be furnished to ECU Transit upon request. The Contractor shall provide detailed fleet maintenance history records or reports by vehicle, by specified time period. K. Independent Mechanical Assessment Annually the Contractor will have a mechanical assessment conducted of the fleet by a qualified independent party. The results of these assessments will be presented to the ECU Transit no later than fifteen (15) days following completion of the assessment. L. Mechanic Training The University is an institute of higher education and values continued training and education in the workplace. It will be the responsibility of Contractor to ensure that mechanics are sufficiently trained in all systems and components of the vehicle and the workplace safety requirements necessary to ensure the safe completion of all repairs. Contractor shall provide all training for any maintenance personnel assigned to this Contract. The Contractor shall also provide yearly training for all mechanics to learn more about the equipment ECU Transit operates or the components of such equipment. Training topics may include but are not limited to: Gillig, Prevost, Allison, Voith, Cummins, OSHA, professionalism in the workplace, discrimination, and sexual harassment. M. Road Testing The Contractor must conduct road or appropriate operations test on all vehicles that have had a safety related repair or adjustment. All items tested and results shall be documented and submitted to ECU Transit on a weekly basis. The Contactor shall propose the route used to test the vehicle, ECU Transit reserves the right to approve or deny the route. B. CHARTERED SERVICES ECU Transit offers a variety of chartered services to the University; these services include vans, transit buses, and motor coaches. Typically, transit bus charters are operated within a 100 mile radius of Greenville, NC. Motor coach charters operate in the contiguous United States. The purpose of this service is to offer a unique and high-class 18

21 experience to the University community therefore these vehicles must be flawlessly maintained and serviced frequently. A. Motor coach Maintenance and Parts - ECU Transit owned motor coaches are to be serviced at or before the manufacturer specified preventative maintenance plan. Vehicle maintenance is to be performed according to vehicle mileage. In addition to the OEM maintenance plan, each bus must be inspected before each trip. The level of inspection required will be determined on a per-trip basis and will be determined by the lead technician and Charter Services Manager. A list of chartered services will be created on a weekly basis. Motor coaches should be inspected quickly after they return from each trip to allow time to correct any issues or problems. This allows the vehicles to be serviced in a timely manner and be cleaned by the cleaning contractor prior to each trip. OEM parts must be used to repair and/or service each motor coach. A copy of the OEM maintenance plan is located in Exhibit F. B. Warranty Claims - The Contractor is to file all claims necessary for warranted repairs. It is the responsibility of the Contractor to assure that all required paperwork and warranty information is up to date and complete. ECU Transit should be notified and provided with supporting documentation for each warranty claim. Quarterly status reports should be provided as part of the quarterly review. C. Road Calls and PASS - ECU Transit realizes that mechanical failures will occur. In certain circumstances, it will be required for the Contractor to perform a road call to repair the bus. The other option available for vehicle repair is Prevost Action Service System or PASS. This service is a 24/7/365 hotline to maintenance support and offers information on repair facilities. Decisions on road calls and repairs will be made in conjunction with the Charter Services Manager and lead service technician. D. Required Training - East Carolina University is an academic institution of higher learning and is very supportive of continuing education. The Contractor should provide an annual continuing education plan for each technician. All technicians performing service or inspection of the motor coaches must have received and documented training by the vehicle manufacturer. The motor coach manufacturer offers training seminars throughout the year. It is the responsibility of the Contractor to send technicians to these sessions to improve their knowledge of the equipment. Some information is available online through the service portal. C. PARTS OPERATION A. Procuring, Stocking and Issuing Parts Contractor shall procure, stock, and furnish all parts, materials, supplies, and fluids required for the operation and maintenance of all fleet vehicles. Parts inventory and management shall be the responsibility of the Contractor. Contractor shall stock commonly used and special order items at all times. Such items include, but are not limited to: driver and passenger windshields, complete set of side windows Ricon and Atwell types, front and rear door glazing, brake shoes, brake drums, driver and passenger mirror assemblies, batteries, alternators, starters, passenger seat bottom and back inserts, belts, hoses, exterior and interior lamp assemblies, headlights, lamp bulbs, etc. Other special use parts may be identified by Contractor or ECU Transit which Contractor will be required to stock. B. Preventative Maintenance Supplies - Parts, materials, and supplies used for Preventative Maintenance shall be stocked at the ECU Transit facility to the extent possible, cost of the afore stated items shall be invoiced with a maximum administrative overhead charge of ten (10) percent over acquisition cost. Contractor must provide monthly proof, by way of a random parts audit, of actual acquisition cost and overhead mark-up. C. Parts Overhead - Contractor must provide monthly proof, by way of a random parts audit, of actual acquisition cost and overhead mark-up, if any is applied. ECU Transit reserves the right to purchase parts at will and provide them to the Contractor for use on current or scheduled repairs or service. 19

22 D. Stocking - Parts, supplies, and materials shall be stocked in accordance with parts management practices, outlined in the Contractor s maintenance plan, acceptable to ECU Transit and meeting all relevant OEM and industry standards/specifications. After the contract is awarded, the selected Contractor must submit for review and approval a recommended list and quantity of parts which will be stocked at the ECU Transit Facility. The Contractor shall provide documentation of an annual parts inventory audit. The Contractor shall be able to provide ECU Transit with an accurate and complete parts inventory upon request. E. Quality of Parts to be furnished Parts used to maintain and repair the fleet shall meet or exceed the quality of the parts furnished originally for the equipment (OEM). Rebuilt/remanufactured parts must conform to the manufacturer s reconditioning tolerances. F. Parts Warranty The Contractor shall administer all manufacturer warranties for parts associated with the repair of ECU Transit fleet vehicles. Contractor is responsible for submitting all claim forms and associated paperwork for warranty coverage on behalf of ECU Transit. Failure to do so will result in Contractor issuing ECU Transit a credit for the amount of the warranty claim plus ten (10) percent. G. Parts Sourcing The Contractor shall attempt to locate OEM parts at the lowest price possible. For all parts costing less than factory invoice, ECU Transit shall pay 50% of the difference in an effort to incentivize parts sourcing. The Contractor must provide documentation of the OEM price, the OEM price from lowest cost supplier, the delta in price, and the new price charged to ECU Transit. This documentation must be provided per part and included with the monthly invoice. H. Parts Expensing The Contractor may expense parts in the month in which they are procured if and only if they agree to use the Fleet Software Package provided by ECU Transit to accurately track warehouse inventory and parts used. The Fleet Software Package must be kept up-to-date and accurately show current parts stock and parts used per job per vehicle. D. FACILITY MAINTENANCE Although facility maintenance is handled primary by University Facilities Services, at ECU Transit s discretion, certain maintenance may be handled internally. The Contractor must be willing to assist ECU Transit with such maintenance. The Contractor is responsible for keeping their work area, including office, garage, and parts room clean and organized as specified by ECU Transit. At a minimum, each mechanic should clean their work space after each job. The garage/maintenance area should be cleaned weekly; a deep cleaning of the shop and parts room shall be performed as needed or semi-annually, whichever comes first. The Contractor is responsible for all waste removal of engine oil, transmission fluid, brake fluid, coolant, filters, and worn/damaged parts. This service can be billed to ECU Transit on the monthly invoice, with no more than a 3% mark-up. The Contractor is responsible for service the parts washer as needed. The Contractor shall clean the oil water separator, grease traps, and grates and pits annually or as needed, whichever comes first. This service can be billed to ECU Transit on the monthly invoice, with no more than a 3% mark-up. The Contractor is required to operate within OSHA regulations and safety guidelines. E. EQUIPMENT TO BE PROVIDED BY ECU TRANSIT ECU Transit will provide certain capital equipment required to maintain vehicles. The complete equipment list is provided as defined in Exhibit C. Contractor will operate the equipment provided by ECU Transit according to the OEM and safety specifications. Contractor will replace any equipment in-kind that becomes damaged or inoperable due to Contractor excessive or inappropriate use, misuse (at-fault accidents, improper operation, poor maintenance, theft, etc.). Contractor will also be financially responsible for any damage repairs throughout the facility caused by Contractor, or any third-party vendor supplied by the Contractor, excessive or inappropriate use or misuse (accidents, improper operation, theft, etc.) of the facility. Contractor is responsible for keeping all equipment clean and in an orderly fashion. Although ECU Transit provides equipment to the Contractor, the Contractor shall be required to maintain all equipment to the standard provided by the OEM or by written instructions from ECU Transit. Contractor shall provide ECU Transit with a maintenance plan for all equipment. 20

23 F. EQUIPMENT TO BE PROVIDED BY CONTRACTOR A. Non-revenue support vehicles Contractor will be responsible for providing all non-revenue support vehicles required to effectively and efficiently, operate, manage and support the services that are subject of this RFP. ECU Transit reserves the right to reject a Contractor-supplied vehicle that does not adequately satisfy the standards outlined in this RFP. Contractor supplied vehicles shall not be older than five (5) years from current date and must be replaced when they no longer satisfy this standard. At least one of the supplied vehicles must be equipped to handle road service calls and include the following equipment at a minimum: i) Tooling to repair transit buses and motor coaches ii) iii) iv) General/basic supplies to handle common failures Air Compressor, capacity to change a tire Jacks, capable of lifting all vehicles v) Fluids: antifreeze, engine oil, transmission oil, and diesel exhaust fluid vi) vii) viii) ix) Jump posts compatible with ECU Transit vehicles Computer with all diagnostic software with cellular connection Transport mounted wheels and tires Work lights for night work x) Ability to travel out of state xi) Safety Equipment: including but not limited to fire extinguisher, emergency triangles, safety vests, first aid kit B. Maintenance equipment and tools The Contractor shall supply all maintenance equipment, tools and parts not provided by ECU Transit as part of the facility, in order to properly maintain the bus fleet and ensure reliable transit services are provided without interruption and without additional monthly charges. The Contractor is specifically responsible for providing the following: i) Fork-lift, 6000 lb. rated with pneumatic tires (vehicle age must not exceed 5 years) ii) iii) iv) Parts washer, Cuda Aqueous or equal Diagnostic hardware & up-to-date software, in duplicate (i.e. Cummins Inline, Caterpillar, Allison, Voith, Gillig, Thomas, Bluebird, Prolink, ABS, Volvo, Bendix, Prevost). Contractor is responsible for keeping hardware and software up-to-date with the newest version(s). The Contractor is responsible for providing at least two computers capable of running diagnostic software for each system. Mobile Tower Lifts 18,000 lbs. per column; Stertil Koni preferred or equal v) North Carolina State Inspection computer console C. Internet/ For the purpose of expedient of reports, documents and other communications between ECU Transit and Contractor, the Contractor shall provide electronic capability using and transmitting documents in MS Word, MS Excel, PDF and other commonly used software formats acceptable to ECU Transit and shall be promptly repaired or replaced in the event of equipment failure so that electronic 21

24 service is reestablished within three (3) business days. Contractor shall adhere to all University rules and regulations for the use of computers and the internet on the network. G. ECU TRANSIT BUS OPERATIONS AND MAINTENANCE FACILITY A. The ECU Transit Bus Operations and Maintenance Facility is located at 285 Easy Street, Greenville, North Carolina. This facility is owned by the State of North Carolina. B. Site plans of the facility are provided. The site encompasses 10 acres. C. Automobile Parking There are two (2) parking lots, one (1) on the east side for ECU Transit employees and one (1) on the south side of the building for equipment. Parking spaces will be allocated to Contractor near the maintenance area. D. Building Access & Security ECU Transit shall maintain control over the access control system of the facility. Employees of Contractor and ECU Transit will have access to the facility. ECU Transit shall be responsible for the keying system and issuing keys to employees of Contractor. All keys will be inventoried and managed by ECU Transit. Lost keys or failure to produce keys for inventory will incur a penalty equal to an amount of one-hundred dollars ($100.00) per occurrence. Contractor shall adhere to all ECU Transit rules and regulations for the use and management of keys. E. Space Allocation Contractor will be able to allocate office and work space to its employees as it determines necessary. ECU Transit shall provide space at its discretion to the Contractor, but generally the space provided will encompass the area not specifically designed as ECU Transit space in the series of attachments. The Contractor shall provide leadership to its employees regarding proper care and respect of the entire facility. Additionally, ECU Transit retains its right to make use of all shared space. F. Furniture ECU Transit will provide a basic furniture package in all office spaces. The Contractor may supplement with additional furniture only after obtaining prior approval from ECU Transit so as to ensure aesthetic continuity within the facility. G. Electric, Voice and Data The facility is furnished with Voice over Internet Protocol (VOIP) phones. All office spaces are occupancy ready with VOIP phones and network outlets. The facility is also wireless capable. Contractor is responsible for additional computer equipment deemed necessary for the operation. ECU Transit provides telephones and telephone system. H. Equipment and Facility Repair ECU Transit will provide certain capital equipment required to maintain vehicles. The complete equipment list is provided. Contractor will operate the equipment provided by ECU Transit according to the OEM and safety specifications. Contractor will replace any equipment in-kind that becomes damaged or inoperable due to Contractor excessive or inappropriate use, misuse (accidents, improper operation, poor maintenance, theft, etc.). Contractor will also be financially responsible for any damage repairs throughout the facility caused by Contractor excessive or inappropriate use or misuse (accidents, improper operation, theft, etc.) of the facility. I. Facility Utilities Cost ECU Transit shall be responsible for all utility costs at the facility, including electricity, water, sewer, and natural gas, telephone, and network access. ECU Transit may, at its discretion, develop facility operating and utility standards and/or thresholds in order to ensure efficient use of resources. Contractor is responsible for prudent operations and shall make every attempt to conserve energy and promote an environment that fosters sustainability. J. Environmental Management With respect to all the services specified in the RFP and activities undertaken at the Operations and Maintenance Facility, the Contractor shall maintain compliance with all federal, state, county, and local regulations pertaining to environmental protection and management and hazardous materials management. 22

25 K. The Contractor shall appoint an Environmental/Sustainability Coordinator or manager and shall develop and implement a comprehensive Environmental/Sustainability Management Plan to maintain local, county, state, and federal environmental compliance and best environmental/sustainability practices at the ECU Transit facility. This plan must be submitted to ECU Transit as part of this proposal for review and acceptance. L. As part of the Environmental Management Plan, the Environmental/Sustainability coordinator or manager will work closely with ECU Transit staff and University Environmental Health and Safety managers to ensure daily operations comply with environmental requirements and best practice. The appointee shall have knowledge and understanding of environmental regulatory requirements pertaining to the type of facility, fleet, and operations described in this scope of work. In addition, he/she will have knowledge and understanding of emerging sustainability practices as they may be applicable to the facility, fleet, and operation described in this scope of work. H. CONTRACTED SERVICE PERSONNEL A. Organization Disclaimer Any resulting contract is not intended to constitute, create, give rise to or otherwise recognize a joint venture agreement or relationship, partnership or formal business organization of any kind, and the rights and obligations of the parties shall be only those expressly set forth in the Contract. The parties agree that no persons supplied by the Contractor in the performance of Contractor s obligations under the Contract are considered to be University employees and that no rights of University service, retirement or personnel rules accrue to such persons. Contractor shall have total responsibility for all salaries, wages, bonuses, retirement, withholdings, worker s compensation, occupational disease compensation, unemployment compensation, other employee benefits and all taxes and premiums appurtenant thereto concerning such persons, and shall save and hold the University harmless with respect thereto. B. Proposed Organizational Structure The Contractor shall be required to submit annually or at ECU Transit s request an accurate and up-to-date organizational chart that depicts all personnel utilized in the service of this Contract. The organizational chart shall indicate titles, filled positions and number of vacancies. C. Maintenance Manager Contractor will provide maintenance management through an on-site Maintenance Manager at a level and capability sufficient to oversee its functions and employees. i) Principle Functions The principal function of the Maintenance Manager will be to oversee fleet maintenance functions and employees. The Maintenance Manager will be accountable to the Director of ECU Transit for the proper maintenance and reliable provision of all services stipulated in the scope of work. The Maintenance Manager will supervise the daily activities of all mechanics and other related staff. The Maintenance Manager will work cooperatively with ECU Transit and be accountable for all substantive matters pertaining to fleet and associated equipment maintenance as provided under this Contract. These matters include but are not limited to: a. Ensuring all maintenance performance goals are met; b. Proper and timely preventative and corrective maintenance; c. Effective quality assurance on maintenance functions and outcomes; d. Maintaining a fully staffed and competent maintenance division; e. Complete data collection, compilation, analysis, and reporting; 23

26 f. Compliance with federal, state, county, and local regulatory requirements; g. Effective environmental compliance and sustainability management; h. Effective operability and performance of all supporting sub-systems and components; i. Maximizing fuel efficiency; j. Providing a safe, reliable, well-maintained fleet; k. Professional response to comments from passengers and the general public; l. Effective response to specific requests for other assistance as the need arises; m. Attending local and regional meetings at ECU Transit s request; n. Assuring ECU Transit dispatch is informed of daily vehicle status update; and o. Adhering to the budget that Contractor and ECU Transit agreed on. ii) iii) iv) Minimum Qualifications The Maintenance Manager shall have a minimum of five (5) years of direct successful experience in a Maintenance Manger capacity managing a diesel fleet of similar size of scope. The Maintenance Manager shall have a minimum of ten (10) years of fleet maintenance experience overall. The Contractor shall provide evidence of the Maintenance Manger s continuing training and education. ECU Transit reserves the right to review the qualifications of any Maintenance Manager proposed by the Contractor and to provide input to the Contractor as appropriate. ECU Transit may advise the Contractor regarding the individual s performance with respect to the specifications and performance goals in the Contract. Temporary Assignment of Project Responsibility Should the Maintenance Manager be unavailable to perform his/her duties (e.g. illness, vacation), the Maintenance Manager will appoint a staff member temporarily to serve in his/her place. Contractor will notify ECU Transit whenever such substitution will occur, prior to the event. If the Maintenance Manager will be unavailable for more than two (2) weeks, the Contractor will be required to provide a qualified Maintenance Manager as a substitute. Vacancy and Replacement At no time shall the Maintenance Manager Position be vacant. In the event of the Maintenance Manager s planned departure, the Contractor will ensure a qualified replacement, as described herein, is permanently on-site prior or the previous Maintenance Manager s departure. Otherwise, the Contractor will assign a corporate officer (or regional maintenance director) to oversee the operation on-site until a qualified replacement Maintenance Manager is in place. I. HOURS OF OPERATION The Contractor shall be responsible for providing staff to meet the service specifications of this Contract. Staffing requirements will vary from fall/spring service to summer service. Contractor will be responsible for adjusting staff hours to meet the service demands. A. August May (Fall and Spring Semesters dictated by University Academic Calendar) - At a minimum, staff shall be provided to perform daily inspections seven (7) days a week, PMI and repair services five (5) days a week from 5:30am to 7:00pm. A mechanic must be on-call during all times vehicles are operating to perform road calls if necessary. 24

27 B. May August (Summer Sessions dictated by University Academic Calendar) - At a minimum, staff shall be provided to perform daily inspections five (5) days a week, PMI and repair services five (5) days a week from 5:30am to 6:00pm. The exact schedule for work shall be coordinated between the Contractor and ECU Transit. Contractor shall propose their hours of operation plan as part of the Operations Plan submitted for this Contract. J. QUALITY ASSURANCE AND REPORTING PROGRAM The Contractor shall implement a Quality Assurance and Reporting Program for the management of the repair and maintenance of ECU Transit vehicles. The program shall include provisions for meeting specified performance standards, for maintaining quality workmanship, for providing a high level of customer service, and for reducing fleet costs incurred by ECU Transit. Examples of items to be included are listed below. A. Daily Fleet Availability and Percentage B. PMI On-Time Performance C. Repair Time Performance D. Parts Availability E. Vehicle Safety and Reliability F. Customer Service G. Cost Reduction Initiatives H. Cost Reporting i) Maintenance cost per vehicle ii) Life Cycle Reporting a. Brake life b. Tire life c. Fuel and Exhaust life (e.g. EGR valve, EGR cooler, DPF, doser, injectors, etc.) d. Air bags e. Engine f. Transmission I. Road calls per month J. PMI cost per month K. Warranty Tracking ECU Transit and the Contractor shall meet quarterly to review reports. All reports and data should be made available to ECU Transit for further analysis in both digital and print form. The Contractor should show they have met the burden of their responsibilities and report on all items listed above. ECU Transit reserves the right to request additional reports or implement a new reporting system. 25

28 The Contactor shall include examples of each report required above in their maintenance plan submitted as part of this bid proposal. K. MAINTENANCE SOFTWARE ECU Transit is investigating the purchase of maintenance software. This system would be used to generate work orders, track maintenance costs, parts inventory, and vehicle history. The software is to be used as the primary means of assigning and tracking all fleet maintenance work. The Contractor is expected to use the system for tracking all parts inventory. All records are the property of ECU Transit. The Contractor will be expected to use the system in the manner ECU Transit requires. The Contractor will have access to the data to run reports and track expenses. Software training will be provided at University s expense. 26

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31 EQUIPMENT LIST i) Stertil Koni Mobile Tower Lifts 18,000 lbs. per column; Model ST-1082 F ii) iii) iv) Stertil Koni Mobile Tower Lifts 18,500 lbs. per column: Model ST-1085 FSA Stertil Koni Mobile Jack Stands 12 Ton each; Model SKMH Stertil Koni Mobile Transmission 3500 lbs.; Model SKTJ401 v) Lincoln Pressurized Used Oil Drain; Model 3614 vi) vii) viii) Cotterman Steel Ladder Series Foot; Model 1011R2632 Landa Pressure Washer; Model HOT2-1500D John Deere Gator; Model TE 4X2 Electric ix) Fluid X Change Coolant Extractor; Model FXC 2V-700 x) Panasonic Toughbook for Volvo Software; Model CF-53 xi) xii) Advance Floor Scrubber; Model SC800 Port-A-Cool Fans (2); Model PAC163SVT 29

32 Fleet Data Vehicle # Length Make Year Model Plate # VIN Engine Model Trans Model Dest. Sign Seats Ft Door (") Rr Door (") ADA A/C 5 40 Thomas 2000 Saf-T-Liner PM5033 1T75U2B2XY Caterpillar 3126 Allison B300R Luminator Ricon Trans Air 7 40 Bluebird 2002 CSRE PM7186 1BAGNBXA62F Cummins ISC Allison B300R Tw in Vision Ricon Thermo King 8 40 Bluebird 2002 CSRE PM7187 1BAGNBXA82F Cummins ISC Allison B300R Tw in Vision Ricon Thermo King Bluebird 2002 CSRE PM7185 1BAGNBXAX2F Cummins ISC Allison B300R Tw in Vision Ricon Thermo King Bluebird 2002 CSRE PM7184 1BAGNBXA62F Cummins ISC Allison B300R Tw in Vision Ricon Thermo King Gillig 2003 G27D102N4 PL GGD Cummins ISL Allison B400R Tw in Vision Lift-U Thermo King Gillig 2003 G27D102N4 PL GGD Cummins ISL Allison B400R Tw in Vision Lift-U Thermo King Gillig 2003 G27D102N4 PL GGD Cummins ISL Allison B400R Tw in Vision Lift-U Thermo King Gillig 2003 G27D102N4 PL GGD Cummins ISL Allison B400R Tw in Vision Lift-U Thermo King Gillig 2005 G29D102N4 PK GGD Cummins ISL Voith D864.3E Tw in Vision Lift-U Thermo King Gillig 2005 G29D102N4 PL GGD Cummins ISL Voith D864.3E Tw in Vision Lift-U Thermo King Gillig 2005 G29D102N4 PL GGD Cummins ISL Voith D864.3E Tw in Vision Lift-U Thermo King Gillig 2005 G29D102N4 PL GGD Cummins ISL Voith D864.3E Tw in Vision Lift-U Thermo King Gillig 2006 G29D102N4 PK GGD Cummins ISL Voith D864.3E Tw in Vision Lift-U Thermo King Gillig 2006 G29D102N4 PK GGD Cummins ISL Voith D864.3E Tw in Vision Lift-U Thermo King Gillig 2007 G29D102N4 PK GGD Cummins ISL Voith D864.5E Tw in Vision Lift-U Thermo King Gillig 2007 G29D102N4 PK GGD Cummins ISL Voith D864.5E Tw in Vision Lift-U Thermo King Gillig 2007 G30D102N4 PK GGD Cummins ISB Allison EV-40 Tw in Vision Lift-U Thermo King Gillig 2008 G21D102N4 PK GGD Cummins ISM Voith D864.5E Tw in Vision n/a Lift-U Thermo King Gillig 2008 G21D102N4 PK GGD Cummins ISM Voith D864.5E Tw in Vision n/a Lift-U Thermo King Gillig 2008 G21D102N4 PK GGD Cummins ISM Voith D864.5E Tw in Vision n/a Lift-U Thermo King Gillig 2009 G27D102N4 PJ GGD Cummins ISL Voith D864.5E Tw in Vision Lift-U Thermo King Gillig 2009 G27D102N4 PJ GGD Cummins ISL Voith D864.5E Tw in Vision Lift-U Thermo King Gillig 2009 G27D102N4 PJ GGD Cummins ISL Voith D864.5E Tw in Vision Lift-U Thermo King Gillig 2009 G27D102N4 PJ GGD Cummins ISL Voith D864.5E Tw in Vision Lift-U Thermo King Gillig 2009 G27D102N4 PJ GGD Cummins ISL Voith D864.5E Tw in Vision Lift-U Thermo King Gillig 2009 G27D102N4 PJ GGD Cummins ISL Voith D864.5E Tw in Vision Lift-U Thermo King Champion 2010 CH250RL PJ4721 1FDFE4FP2ADA12745 Ford D 6.0 Ford Tw in Vision n/a Braum Carrier Champion 2010 DF310RL PJ4820 1GBG5U1938F Chev D 6.6 Allison 2200 Tw in Vision n/a Braum MCC Champion 2010 DF310RL PJ4821 1GBG5U1978F Chev D 6.6 Allison 2200 Tw in Vision n/a Braum MCC Gillig 2011 G27D102N4 PJ GGD2716B Cummins ISL Voith D864.5E Tw in Vision Lift-U Thermo King Gillig 2011 G27D102N4 PJ GGD2718B Cummins ISL Voith D864.5E Tw in Vision Lift-U Thermo King Gillig 2011 G27B102N4 PJ GGB2711B Cummins ISL Voith D864.5E Tw in Vision Lift-U Thermo King Gillig 2011 G30D102N4 PJ GGD3010B Cummins ISB Allison EV-40 Tw in Vision Lift-U Thermo King Gillig 2013 G27B102N4 PJ GGB2715D Cummins ISL Voith D864.5E Tw in Vision Lift-U Thermo King Gillig 2013 G27E102N2 PJ GGE2711D Cummins ISL Voith D864.5E Tw in Vision n/a Lift-U Thermo King Prevost 2014 H345 PP2903 2PCH3349XEC Volvo D13 Allison B500 N/A 52 XX XX Ricon Prevost Prevost 2014 H345 PP2904 2PCH33491EC Volvo D13 Allison B500 N/A 52 XX XX No Prevost Prevost 2014 H345 PP6330 2PCH33494EC Volvo D13 Allison B500 N/A 56 XX XX No Prevost 81 Truck Ford 2000 Ranger PM4821 1FTYR14VXYTB38692 Ford V6 / 3.0 Auto N/A 2 XX XX n/a 82 Truck Ford 2000 F350 PN7564 1FTSW30L9YEB04861 Ford V8 / 5.4 Auto N/A 6 XX XX n/a 92 Van Ford 2011 E350 PJ4840 1FBNE3BL1BDA16031 Ford V8 / 5.4 Auto N/A 12 XX XX n/a 93 Van Ford 2011 E350 PJ4841 1FBNE3BL3BDA16032 Ford V8 / 5.4 Auto N/A 12 XX XX n/a 94 Van Ford 2011 E350 PJ4896 1FBNE3BL2BDA45442 Ford V8 / 5.4 Auto N/A 12 XX XX n/a 95 Van Ford 2012 E350 PJ3604 1FBNE3BL2CDA20784 Ford V8 / 5.4 Auto N/A 12 XX XX n/a 96 Van Ford 2012 E350 PJ3605 1FBNE3BL4CDA20785 Ford V8 / 5.4 Auto N/A 12 XX XX n/a 97 Truck Ford 2014 F150 PP2909 1FTFW1EF1EKD07719 Ford V8 / 5.0 Auto N/A 5 XX XX n/a 98 Truck Ford 2014 F150 PP2910 1FTFW1EF1EKD07720 Ford V8 / 5.0 Auto N/A 5 XX XX n/a 99 Truck Ford 2015 F150 PP6570 1FTEW1EF5FFB35049 Ford V8 / 5.0 Auto N/A 5 XX XX n/a 30

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55 JOHN DEERE GATOR MAINTENANCE SCHEDULE Every 25 Hours Check and tighten vehicle hardware. Batteries: Wash down batteries, battery terminals and battery compartment Check battery electrolyte levels. Every 50 Hours Batteries: Clean batteries, battery terminals and battery compartment with baking soda/water solution (Dealer Technician). Tighten terminal connections (Dealer Technician). Tighten hold downs (Dealer Technician). Check electrolyte level (Dealer Technician). Check specific gravity (Dealer Technician). Tires and Wheels: Check for wear and damage. Check tire pressure. Check wheel hardware torque and tighten. Lubricate front king pins. Check electrical wiring for cracked or worn insulation. Grease cargo box tailgate strikers. Every 200 Hours or Annually (whichever comes first) Inspect cargo box tailgate lanyards. Replace if kinked or frayed. As Needed Replace battery(s) (Dealer Technician). 53

56 Trailer Maintenance Schedule 54

57 Ford F150 Maintenance Schedule (3 pages) 55

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60 Ford E-350 Van Maintenance Schedule (4 pages) 58

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63 5.1 GENERAL This contact will facilitate a comprehensive and turnkey approach to the maintenance and care of all vehicles and equipment used by ECU Transit. In doing so, the contactor will assume complete responsibility for vehicle care and maintenance. The Contractor shall perform the following services and other allied services as may be required to assure the continuity of effective and economical operation of the fleet maintenance program. The Contractor shall furnish all necessary policies and procedures, supervision, labor, tools, and subcontractor services required to maintain the fleet within generally accepted transit fleet standards and in accordance with the performance standards specified in this request for proposals. Documentation supporting these standards shall be provided by the contractor. The Contractor shall provide all parts, materials, and supplies not furnished by ECU Transit. 5.2 OBJECTIVES-GOALS-EXPECTATIONS The mission of ECU Transit is to provide transportation services, which are safe, dependable, and cost effective to the University community, and to facilitate learning and involvement for student success thereby enhancing the quality of life in our community. 61