RFQ - Vehicle Maintenance

REQUEST FOR QUOTATION (RFQ) Department: Facilities Requisition No.: 136266393 Deliver Completed Bid to: Tennessee Tech University Date: November 15, 2021 Purchasing and Contracts Office Derryberry Hall, Suite 301 RFQ Coordinator: Tina Girdley Box 5144, 1 William L. Jones Dr. Phone: 931.372.6350 Cookeville, TN 38505-0001 Email: tgirdley@tntech.edu www.tntech.edu/purchasing/ Fax: 931.372.3727 Bids must be received in the Purchasing and Contracts Office by 3:00 p.m. Central Time on December 6, 2021. Bid is subject to the RFQ – Standard Terms and Conditions. By submittal of a bid, bidder certifies its agreement to these terms and conditions, which cannot be waived. Special Bid Instructions: 1. Indicate any cash/time discounts offered: ______________________________________________ 2. To view a bid tabulation after intent to award, please visit this

link: https://www.tntech.edu/purchasing/bidawards.php Results are listed according to fiscal year then by date of bid opening. 3. Bid may be electronically signed and electronically submitted to RFQ Coordinator above. THIS IS NOT AN ORDER REQUEST FOR QUOTATION Tennessee Technological University request bids for the following services to be performed, as needed, for a Contract period from date of final signature through five (5) years thereafter. Prices submitted by Contractor are to remain firm for a one (1) year period. Contractor may request a price increase, annually thereafter, to the extent such increase has been experienced by Contractor and can be substantiated in writing. Tennessee Tech may accept requested price increase or choose to rebid, at its sole discretion. The purpose of this Request for Quotation is to secure pricing for Vehicle Maintenance for Tennessee Tech vehicles. Vehicle Maintenance 1. Typical requested service will consist, at minimum, of changing oil and filter every 12 months (install mileage sticker in the upper left corner of the windshield) and performing the following check to ensure continued performance. 2. Check the following areas on the exterior of the vehicle (repair as needed) a. Headlights b. Front parking lights http://www.tntech.edu/purchasing/ https://www.tntech.edu/purchasing/pdf/RFQ_Standard_Terms_and_Conditions_rev_7-16-18.pdf https://www.tntech.edu/purchasing/bidawards.php https://www.tntech.edu/purchasing/bidawards.php https://www.tntech.edu/purchasing/bidawards.php REQUEST FOR QUOTATION (RFQ) Department: Facilities Requisition No.: 136266393 Page 2 of 4 c. Rear parking lights d. Brake lights e. Wiper blades 3. Check the following items under the hood (repair as needed) a. Battery b. All hoses c. All belts d. Engine coolant (minimum of -10 degrees F or 50/50 mix) e. Power steering fluid f. Air filter g. Transmission fluid (fill as needed) h. Brake fluid (fill as needed) i. Washer fluid (fill as needed) j. Condition of spark plug wires 4. Check the following items under the vehicle a. Tires i. Tread depth ii. Dry rot iii. Air pressure b. Brakes i. Front brake pad ii. Rear brake pads c. Condition of u-joints/cv/joints d. Condition of shocks/struts e. Oil leaks Typical fleet vehicles for Tennessee Tech are the following (this list is not necessarily all inclusive and is subject to change at any time and without notice): • Mini-van or car – 30-35 Vehicles in fleet • Pickup truck or SUV – 20-25 in fleet • Both gasoline and diesel engines may be included Notes: • Before any repairs above and beyond the basic service, winning bidder should make TTU aware in writing of parts and labor to perform additional work by emailing Facilities@tntech.edu. Approval will be emailed back to Contractor. • Winning bidder will pick up and deliver vehicles from TTU campus. • Winning Bidder should be able to complete basic services with a max turnaround of 2 days. Pricing mailto:Facilities@tntech.edu REQUEST FOR QUOTATION (RFQ) Department: Facilities Requisition No.: 136266393 Page 3 of 4 Please bid the following: • Basic service as described herein: Rate for Mini-Vans and/or Cars (one rate only – gas engine): $_______________/per vehicle per service Rate for Pickup Trucks and/or SUVs (one rate only – gas engine): $____________/per vehicle per service Rate Surcharge, if any, for Diesel Engines (NOTE: this amount will be added to the rates above when the respective vehicle has a diesel engine): $_______________/per vehicle per service • Hourly rate to perform additional repairs identified in vehicle inspection: $____________________/hour • Towing rate from campus location (220 West 10th Street, Cookeville, Tennessee 38505) to repair facility: $______________/per occurrence Parts/Material Mark up Parts will be invoiced at cost plus fifteen percent (15%) as identified in the vehicle inspection. Note: Cost is defined as bidder’s invoiced cost including tax. Upon request by Tennessee Tech, bidder will be required to furnish a copy of bidder’s purchase receipt as proof of cost. Reimbursements will not be made from quotes or estimates. For evaluation purposes only (and not necessarily indicative of actual use). Bids will be evaluated as follows: − Mini-Van / Car rate times 30 vehicles − Pickup Truck / SUV rate times 20 vehicles − Diesel Engine rate times 5 vehicles − Hourly Rate for Additional Repairs times 20 hours The successful bidder will be the bidder with the lowest sum of these rates after multiplying out by the numbers listed above, and meeting all requirements herein. Note: Tennessee Tech reserves the right to initiate negotiations with the next ranked Bidder should University cease doing business with the Bidder selected via this RFQ process. Invoicing Requirements The Contractor shall keep records of all work performed by date, vehicle, and description of work to be provided to Tennessee Tech at the end of each job. Invoice must be separated by job and must include the following information, at minimum: 1. Dates of service with breakdown of charges being invoice for REQUEST FOR QUOTATION (RFQ) Department: Facilities Requisition No.: 136266393 Page 4 of 4 COMPLETE INFORMATION AND SIGN BID BELOW _______________________________________ ____________________________________ Bidding Entity’s Name Name of Contact Person (Printed) ______________________________________ ____________________________________ Address Phone/Fax _______________________________________ ____________________________________ City, State, Zip Email _______________________________________ _____________________________________ Authorized Signature of Bidder Date Name & Title of Signatory (printed): _________________________________________________ Tennessee Tech University is an EEO/AA/Title IX/Section 504/ADA employer. 2. Detailed description of all labor services provided 3. Vehicle VIN and Tag number 4. Contract Number; Contract Number will be assigned by Tennessee Tech Purchasing & Contract Department upon award. 5. Tennessee Tech will work with Contractor to ensure that the exact format and information solicited above is 6. provided correctly by the Contractor. RFQ Communications Interested parties must direct all communication regarding this RFQ to the RFQ Coordinator, Tina Girdley, who is Tennessee Tech’s only official point of contact for this RFQ. Unauthorized contact regarding this RFQ with employees or officials of Tennessee Tech other than the RFQ Coordinator named above may result in disqualification from this procurement process. Sales and Use Tax Before the Contract, resulting from this RFQ, is signed, the apparent successful bidder must be registered or exempted from registration with the Department of Revenue for the collection of Tennessee sales and use tax. The State shall not approve a contract unless the Proposer provides proof of such registration or exemption. The foregoing is a mandatory requirement of an award of a contract pursuant to this solicitation.