Maintenance of Limerick City Council's Environment department vehicle fleet

Quantity or scope

The successful contractor will carry out these works at the former Garage Building at Park Road Depot. This building has a three-phase electrical supply, space heating and inspection pits but the contractor will need to provide his own plant and equipment.What services are required?a) Routine Planned Maintenance to include annual scheduled servicing of each vehicle (or more frequently if required);b) Call-Out Response Service including the provision of a 24 hour contact number and a one-hour response to reports of breakdowns to include roadside repair or recovery as appropriate;c) The Provision of Courtesy Vehicles in the event of Mechanical Sweepers, Recovery or Litter Bin Servicing Vehicles being unavailable for service for more than one working day;d) Statutory Testing Preparation to include test booking, scheduled ‘pre-test remedial work’, transportation of a vehicle to and from a RSA or VTN Test Centre, Remedial works required for any re-test and the submission of ‘Statements of Result of Vehicle Test’ on the next working day;e) Maintenance support to include cursory vehicle checks, top-up oil, change wiper blades and bulbs, preliminary triage of any damage etc;f) Administrative Support to include the provision of comprehensive records of all work (The City Council has an electronic vehicle history database into which such records would be transposed (See the attached sample maintenance log spreadsheet), referrals to specialist contractors such as electronic and crash repair consultants and the submission of estimate reports for any works expected to cost more than 1 000 EUR or extraordinary repair work;g) Note that 'Record Sheets' for each individual task must be signed off by Limerick City Council staff.Note that the insuring and taxing of vehicles as well as the conversion of Statements of Result of Vehicle Test (Pass) to Certificates of Road-Worthiness and the holding of vehicle record would remain the responsibility of Limerick City Council’s Environment Department.Minimum Standards of Service Required.a) A Monday-to-Friday ‘Daytime’ availability by telephone and e-mail;b) A one-hour maximum response time to all breakdowns within the Limerick City Boundary;c) The provision of a similar courtesy vehicle in the event of specialist vehicles being withdrawn from service for more than one working day;d) Weekly record sheets are to be submitted by the end of the following week. The submission of monthly invoices and records must be submitted within five working days of the end of a working month;e) Completion of a vehicle maintenance log spreadsheet similar to that included in the 'Additional Documents' posting of this posting.How would payment be made?It is envisaged that costs would be calculated using the following components.'Standard Task Labour Charges' - for work such as changing gully brushes etc.'Time-based Labour Charges' for other work.The Environment department would forward individual purchase order numbers for each month of a calendar year to the contractor.The contractor would submit monthly invoices accordingly with corroborative records for subsequent payment.Note that payment for travel time and mileage would not be made.300 000500 000

Additional information

1) This invitation to tender is being advertised by Limerick City Council. Tendering parties must ensure therefore, that all correspondence relating to this contract is addressed to Limerick CITY Council. Any correspondence addressed in error to another local authority will be delayed in reaching Limerick City Council.

Furthermore, Limerick City Council reserves the right to deem such correspondence invalid in the interests of fairness to all tendering parties;

2) This is a bona-fide invitation to tender. Limerick City Council staff will not be receptive to speculative queries or 'cold calling' from parties who wish to offer related services outside the scope of this contract. Service Providers must not therefore solicit business in this regard;

3) Tendering parties shall submit evidence of having completed similar work, recently for other clients, particularly public bodies (including copies of written references). This may be submitted in electronic format (e.g. on a compact disc);

4) Tendering parties shall submit the appropriate Material Safety Data Sheets (MSDS) for any chemical agents proposed for use in the contract. These may be submitted in electronic format (e.g. on a compact disc).

5) The successful contractor shall submit comprehensive contact details and evidence of satisfactory site management procedures;

6) Tendering parties shall complete and submit the 'Tender Quotation Form' spreadsheet as attached (Information must be entered only in the yellow boxes). This form must be printed off when completed, signed and stamped or affixed with a company seal;

7) All tender submissions must be received by 12:00 hours on Wednesday, 18.7.2012. They must be enclosed within a sealed envelope clearly marked 'Tender for the provision of vehicle maintenance services to Limerick City Council (Environment department) - tender submission from (name)'.

In order to prevent inadvertent premature opening of tender responses, this sealed envelope shall be placed in an outer envelope addressed to 'The Senior Executive Officer, Environment department (2012 vehicle maintenance tender), c/o Management Services Department, Limerick City Council, City Hall, Merchant's Quay, Limerick'.

Any tender response not received in this manner may be opened prematurely and/or deemed invalid in the interest of fairness to all tendering parties.

8) Tendering parties shall note that Limerick City Council is subject to the requirements of the Freedom of Information Act.

9) The progress of the tender evaluation process shall not be discussed with tendering parties after the closing date for the receipt of tenders (18th July, 2012) unless at the request of Limerick City Council. Unsolicited contact made in this regard shall not be entertained without justification.

10) All relevant documentation is attached to this posting. No information shall be provided in paper copy. All prospective suppliers who register an interest in this contract using the 'e-tenders' web site will receive an automatically generated e-mail to which files relating to the relevant documents will be attached.

Where further information or an answer to a query is required to be passed on to tendering parties, the same mode of communication will apply so as to ensure that all interested parties receive such information contemporaneously.

Interested parties who experience difficulties when trying to download attached documents should contact Limerick City Council's Environment Department accordingly.

11) Queries may be made by telephone or e-mail to the Environment department between 9:00 and 16:00 hours up to and including Friday 6.7.2012 (except for those days when the City Council's offices are closed);

12) It is anticipated that tender responses will be opened in the presence of His Worship, the Mayor of Limerick in mid-July 2012, after which a detailed examination and comparison process will be undertaken by Environment Department staff. It is anticipated that the preferred bidder(s) will be contacted by Limerick City Council in late July 2012 though there may be delays incurred in seeking additional information;

13) This contract is for a two year period. It is envisaged that under the agreed contract, termination would require one month's notice from either side. As has been mentioned elsewhere, it is proposed to merge Limerick City Council and Limerick County Council in 2014 but we have no information at this time about how this merger would affect such contracts;

14) Payments will be made in accordance with the contract agreed between the successful Service Provider and Limerick City Council. Limerick City Council reserves the right to withhold payment or part payment if the standard of service is not deemed acceptable. It is for the contractor to prove the case for payment and to demonstrate compliance with contractual requirements as stipulated in this invitation to tender;

15) Limerick City Council reserves the right to withdraw from the tendering process at any time;

16) Given the nature of this contract, it is not possible to tender for prices for parts or consumable materials such as engine oil etc. but the successful contractor will be required to use manufacturer-approved parts and materials and to submit verification of prices of such items.

(ET Ref:432632).