ETENDERS

TF/POG - Limerick City Council Environment and Parks Departments Vehicle Maintenance Contract

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Tuesday, 24th September, 2013


Limerick City Council's Environment and Parks Departments are inviting tender submissions in respect of the maintenance, repair and servicing of departmental vehicles..

1. What vehicles would this contract relate to?
This contract relates to vehicles operated by Limerick City Council's Environment and Parks Departments as well as vehicles operated by Limerick County Council's Horticultural Section.

  • 1 ‘Bobcat’,
  • 1 Car,
  • 2 Dumpers,
  • 1 Forklift Truck,
  • 1 Mechanical Sweeper (Pedestrian – Pushed and not driven),
  • 3 Mechanical Sweepers (Large),
  • 3 Mechanical Sweepers* (Mini),
  • 17 Tractors (13 from Limerick County Council),
  • 2 Trucks (Litter Bin Servicing Vehicles),
  • 12 Trucks (Open Back and Side-Loading, 3 from Limerick County Council),
  • 1 Truck (Recovery Vehicle: used for removing burnt out vehicles etc.),
  • 2 Vans* (Medium Sized Ford Transits) and
  • 6 Vans (Small).


2. Location of Works
Routine maintenance and repairs would be undertaken at the former garage building at the department's depot at Park Road, Rhebogue.


3. What services are required?

  • a) Routine Planned Maintenance to include annual scheduled servicing of each vehicle (or more frequently if required or requested),
  • 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. Please note that the area for which response cover would be required now includes County Limerick.
  • c) The Provision of Courtesy Vehicles in the event of specialist vehicles such as Mechanical Sweepers, Recovery or Litter Bin Servicing Vehicles being
  • unavailable for service for more than one working day,
  • d) Statutory Testing to include test booking, scheduled ‘pre-test remedial work’, transportation of a vehicle to and from a VTN Test Centre, Remedial
  • works required for any re-test would also be included,
  • e) Sundry Maintenance to include a daily presence at the City Council’s Environment Department Depot at Park Road to undertake cursory vehicle
  • checks such as oil change, change wiper blades and bulbs, preliminary triage of any damage etc.,
  • f) Administrative Support to include the provision of detailed records for each item of work undertaken. These records would be kept both as individual job
  • sheets, which must be signed off by supervisory staff and weekly summary spreadsheets.

Note that the administrative tasks of

  • 􀃓 insuring and taxing of vehicles, and
  • 􀃓 the holding of vehicle record files,

would remain the responsibility of technical staff in Limerick City Council


4. What minimum standards of service are required?

  • a Monday-to-Friday administrative and technical contact availability for at least eight hours by telephone and e-mail,
  • a one-hour response to all on-street breakdowns within the Limerick City Boundary, and a two-hour response within the Limerick County Boundary.
  • the provision of a similar courtesy vehicle in the event of specialist vehicles being withdrawn from service for more than one working day,
  • ensuring that a vehicle is tested no later than five working days before the expiration of its current 'Certificate of Road-worthiness' or NCT Certificate (in the event of a test failure, the department shall be advised immediately),
  • the submission of weekly summary spreadsheets by e-mail, no later than 12.00 noon on Wednesday of the following working week (Thursday, if thereis a public holiday in the meantime), and
  • the submission of monthly invoices and records within five working days of the end of the relevant month.


5. Authorisation to Undertake Works on A Vehicle
Where it is anticipated that the cost of undertaking particular maintenance or repair on any vehicle may exceed €1,000, written authorisation must be obtained from the
Senior Executive Engineer in Limerick City Council's Environment Department.


6. Pricing
It is envisaged that rates would be applied as follows
a) labour (fixed rates for each of the following tasks, exclusive of materials)-

  • Any ('Euro IV,V') Vehicle – Add 'Ad blue',
  • Any Vehicle – 'Jump Start' at any location,
  • Any Vehicle – Oil Top Up,
  • Any Vehicle – Pre-DoE or NCT Test Precautionary Inspection,
  • Any Vehicle – Puncture Repair,
  • Any Vehicle – '24/7' Recovery from any breakdown in a city location to Park Road Depot,
  • Large Sweepers – Change Gully Brush,
  • Large Sweepers – Change Centre Brush,
  • Mini-Sweepers – Change Brushes, and
  • Mini-Sweepers – Change Suction Box.

 

b) labour (fixed half hourly rate for other tasks),

c) statutory testing (fixed at one rate regardless of vehicle class, hours or distance) to include delivery to, and collection from a VTN centre, as well as payment of the testing fee, andparts (variable).


7. How would payments be made?
Invoicing would on a calendar-monthly basis.Limerick City Council staff would undertake a reconciliation of all submitted job sheets
with a draft invoice or statement, for a particular month, as submitted by the contractor, on or before the 5th working day of the following month.
Subject to there being no discrepancies, or outstanding clarification requirements, Limerick City Council staff would then issue a Purchase Order Number by the tenth
working day of that month and on receipt of a formal invoice, dated contemporaneously, payment would be processed in accordance with statutory requirements.


8. Termination
Either party could terminate the contract with a minimum of one month's written notice.


9. Submission Documents
Parties wishing to submit bids for this contract should submit the following:
a) Evidence of having undertaken previous similar work for other public service bodies or street cleaning service providers,
b) References from two such clients,
c) Evidence of compliance with statutory requirements relating to

  • registered craft workers' and other labour agreements,
  • tax clearance or suitability,
  • sick pay and pension entitlements, and
  • public and employers' liability insurance,

d) A pricing document to include all rates as stated in section 6 above, and
e) Evidence of comprehensive administrative and technical competence


10. Queries should be addressed to

  • Tara Flanagan, Senior Executive Engineer, e-mail tflanagan@limerickcity.ie, tel. (061) 496 000 or
  • Diarmuid Sheehy, Executive Engineer, e-mail dsheehy@limerickcoco.ie, tel. (061) 496 000


11. Tender Quotations should be placed in a sealed envelope within an outer envelope addressed to

The Director of Service, Environment (Vehicle Maintenance Tender)

Limerick City and County Councils

County Hall

Dooradoyle

Co. Limerick


The closing date for the receipt of tender submissions is Friday, 8th November, 2013 at (12 noon).