HomeMy WebLinkAboutIGA with Medford Fleet Maintenance,. y.
IN'I'ERG®VERNIVIEN'I'AI.~ AGREElYIEIV~'
cl~x ®>F 1VIEDF®RD
AND
C'IT'Y OF CENB'RAL P®IN~'
CDR
I+'LEE'I' 1VIAII~T'I'ENANCE, REPAIR, I+'lITEI~ PLTRCI~ASES, AND IEQiJIP1VIEN~' REN~'AIJ
Pursuant to ORS Chapter 190, entitled "INTERGOVERNMENTAL COOPERATION", the City of
Medford (Medford) is authorized to jointly provide for the performance of a function or activity in
cooperation with a "unit of local government" that includes the City of Central Point (Central Point). By
acceptance of this Agreement, the parties certify that they meet the above criteria for eligibility for such
intergovernmental cooperation.
Pursuant to ORS 190.030, any unit of local government, consolidated department, intergovernmental entity
or administrative officers designated herein to perform specified functions or activities is vested with all
powers, rights and duties relating to those functions and activities that are vested by law in ea h separate
party , to the 1Agreement, its officers and agencies. THIS AGREEMENT, made this day of
` ; ,. 2011, by and between the City of Medford by and through its Public Works
Departmen (Medford), and the City of Central Point.
WHEREAS, Central Point desires 1Vdedford Public Works to render certain materials and services
hereinafter described in connection with Vehicle Maintenance, Fuel Sales, Equipment Rental and Repair
Services and;
WHEREAS, Medford Public Works is qualified and agreeable to render the aforesaid materials and services;
NOW, THEREFORE, for and in consideration of the foregoing and of the mutual promises hereinafter
expressed the parties hereto do mutually agree as follows:
Article 1. Designation of Representatives
For the purpose of effectively scheduling and providing requested services the parties to this agreement each
party will designate a representative to act as a primary contact person and a secondary contact person (contact
person) within their respective departments.
Central Points contact person will coordinate all Central Point vehicle services. Typically the contact person
will request services, ensure that vehicles are delivered to the Medford Public Works vehicle repair facility as
scheduled, and act as liaison between Central Point and Medford Public Works representative.
Medford Public Works contact person will coordinate all vehicle related services provided by Medford Public
Works. Typically the contact person will receive all service requests, schedule requested services, ensure that
vehicles are completed on time, and act as liaison between Medford Public
Works and Central Point.
1
All correspondence, requests for service, notifications, coordination, etc. between the parties shall be
directed to the parties' respective contact person.
Recognizing that both primary contact persons may be off work at various times, the parties to this agreement
will name a secondary contact person within their respective departments. The secondary contact person will
assume the responsibilities of the primary contact person in the event of their absence.
Notwithstanding any of the above Central Point may request vehicle repair services at any time and Medford
Public Works may authorize performance of said repairs by any reasonable mode of communication including
telephone, text, fax, a-mail, radio or otherwise.
Contact persons are designated as follows:
Central Point
Primary - Wade Becker /821-9455
Secondary - Max Woody /821-8878
MEDFORD PUBLIC WORKS
Primary -Grant Cory / 774-2628
Secondary -Charles Longmire / 774-2629
Either party may change their designated contact person(s) by notifying the other party in writing thirty days in
advance of the change.
Article 2. Central Point Fleet Covered by this Aereement
The fleet vehicles that are covered by this agreement will be detailed in Exhibit A- Central Point. If listed
individually vehicles may be added or deleted from the Central Point Vehicle Fleet list upon mutual agreement
by the parties to this agreement. Requests to add or delete a vehicle from the list may be generated by either
party and shall be requested in writing to the other party. Medford Public Works agrees to delete any vehicle
that Central Point requests to be deleted. Medford Public Works agrees to add any vehicle that Central Point
requests unless they determine, at their sole discretion, that they do not have the staff, expertise, specialized
equipment, or other capability required to provide an acceptable level of service.
Article 3. Scope of Services
3.1 Preventive Maintenance (PM) Services.
Medford Public Works will provide two levels of PM Service depending on the use of the vehicle. PM services
can be separated by PM for automotive and PM for medium and heavy equipment if required.
PM services will be billed in accordance with Medford Public Works Fleet Services shop rates determined at
the time of repair_
If any items are found to be defective or in need of additional service while performing the inspections included
in the PM Service, authorization for said repairs will be requested in accordance with Article 3.6.2 Repair
Authorization.
Any such corrective repairs will be performed under a separate job order and will be billed at the hourly shop
rate as determined at the time of repair.
3.1.1 PM Schedule. Central Point vehicles and equipment will be scheduled for PM services based on the
vehicle manufacturer's recommendations for service duty or a mutually determined recommendation.
2
Upon completion of a PM Service, Medford Public Works will affix appropriate inspection and
certification stickers to vehicles and maintain maintenance records.
3.2.2 Other Mandatory Inspections. Medford Public Works will ensure compliance with all other Federal and
State required vehicle inspections and certifications including speedometer calibrations, lift truck certifications,
OSHA inspections, aerial device, CNG tank certifications, diesel engine inspections, etc. Medford Public
Works and Central Point agree to jointly develop a list of the required inspections and to verify that any new
vehicles added to Central Point's vehicle and equipment fleet are added to the inspections.
Coordination of other mandatory inspection services will be billed at the hourly shop rate in accordance with
the hourly shop rate as determined at the time of repair.
3.4 Tires.
3.4.1 Replacea~nent Tire Services. Medford Public Works will provide the services to replace worn, damaged,
or defective tires as requested by Central Point, or as determined during a PM inspection. Tires that are found
to be in need of replacement during a PM inspection will be changed at the discretion of Medford Public Works
with prior authorization of Central Point. Replacement tire services will be billed at the hourly shop rate as
detailed in Exhibit B- Schedule of Rates and Charges•
3.4.2 Roadside Tire Assistance. Central Point will be responsible for roadside tire changing for its
automobiles and light trucks. Medford Public Works personnel will not be dispatched to provide this service.
3.6 Repair Services
Fleet Services will provide repair services on an as needed basis according to the requirements of Central Point
and Medford Public Works.
3.6.1 Repair Priorities. Emergency response vehicles (Code-Lights and Siren equipped vehicles) are the top
priority under this agreement.
Medford Public Works recognizes that priorities can change on a daily basis depending on emergency
situations, work priorities and the availability of back up units. At least once every three months, Medford
Public Works primary contact person will discuss repair priorities with the Central Points primary contact
person and adjust priorities accordingly.
3.6.2 Repair Authorization. Central Point hereby grants pre-approval for all repairs estimated up to and
including $500.00. Medford Public Works is authorized to proceed with such repairs at their discretion without
contacting Central Point primary contact person.
Medford Public Works shall contact Central Point prior to commencing any work on any repair estimated to
cost more than $500.00. Medford Public Works will not proceed with such repairs until authorized to do so by
Central Point.
Central Point will communicate a decision on repair authorization to Medford Public Works within 24 hours of
receiving an estimate of repairs, whether verbal, written, electronic or otherwise.
3.6.3 Repair Services. Repair services will be provided as required to keep Central Points fleet in safe
operating condition within manufacturer's specifications and in a state of readiness. Typical repair services
may include but are not limited to:
3
'r
1. All repairs due to normal wear and operation of the vehicle.
2. All minor component repair or replacement, such as electrical systems, heating and cooling systems,
exhaust systems,
3. All major component repair or replacement, such as engines and transmissions, and drive train
components due to normal wear and operation of the vehicle.
4. Modifications of vehicles or additional equipment requested after the vehicle has been placed into
service beyond the standard complement of equipment provided by the manufacturer.
5. Any other repair service requested.
Repair services will be billed at the hourly shop rate as determined at the time of repair.
3.6.5 Vehicle Delivery/Pickup. Central Point agrees to deliver and pick up vehicles that are to be serviced by
Medford Public Works to the service location noted in Article 3.8 below.
3.6.6 Roadside Service. Medford Public Works will provide roadside services for vehicles that break down.
The decision to dispatch a field mechanic will be based on Medford Public Worl~s estimate of the severity of the
repair problem and the level of effort required returning the vehicle to service. In general, Medford Public
Works will provide roadside service when repairs can be clearly diagnosed over the phone or radio and can be
handled in less than one hour. Vehicles that require more complex diagnosis or repairs will be towed to
Medford Public Works Fleet Maintenance facility or a sublet facility to be repaired.
Roadside services will be billed at the hourly shop rate as determined at the time of repair.
Medford Public Works does not provide towing services. All towing service charges will be Central Point
responsibility
3.6.7 After Hours and Weekend Services. Medford Public Works will provide after hours and weekend
services as required to support emergency operations on an emergency basis. Service calls should be limited to
significant problems that have uncomplicated solutions. Examples include vehicles that will not start and
vehicles that become stranded in traffic. Services should be requested by calling the primary or secondary
contacts.
After hours and weekend services will be billed at the hourly shop overtime rate (3 hrs minimum) as
determined at the time of repair.
3.8 Service Location and Hours of Operation. Services will be performed at the City of Medford Service
Center, 821 N. Columbus Ave, Medford, OR 97501. The fleet maintenance facility is located in building B.
Normal hours of operation for the vehicle maintenance facility are 7:00 AM to 3:30 PM Monday thru Friday.
Article 4. Warranty
4.1 Manufacturers Warranty. Repairs that are determined to be covered by manufacturer's warranty may be
repaired on-site or sent to an outside factory authorized warranty vendor. Medford Public Works will work with
the Warranty vendor and Central Point to determine the repair procedure. Vehicle delivery and pickup will be
charged as hours worked.
4.2 PUBLIC WORKS Warranty.
EXCEPT AS EXPRESSLY PROVIDED HEREIN, MEDFORD MAKES 1V0 WARRANTY ON
THE SERVICES PROVIDED HEREIN.
If a vehicle experiences a re-occurrence of the same problem that the vehicle received service for,
Medford will correct the problem and will provide the following warranties for work that is performed by
Public Works:
1.PM Services - No Warranty.
2. Safety Checks - No Warranty.
3.Replacement Tire Services- Tire warranty as provided by the tire manufacturer for police duty service, no
parts warranty by PUBLIC WORKS. Workmanship - 30 days or 1000 miles, which ever occurs first.
4. Accident Repairs -Warranty as provided by outside vendor. No warranty by PUBLIC WORKS.
5. Repairs -Parts and Workmanship, 90 days or 4000 miles which ever occurs first.
Article 5. Data to be Furnished
5.1 Fleet Management Information System (FMIS)
Medford Public Works has implemented a computer system to manage vehicle maintenance operations. This
system provides equipment life cycle cost information, shop productivity data, preventive maintenance
scheduling, warranty tracking, and other operational information. Medford Public Works will use this system to
manage vehicle repair and maintenance operations for Central Point.
Article 6. Time of Performance
The terms of this agreement shall become in effect upon the final signature of the parties and shall be in effect
until June 30, 2016. This agreement may be extended for two successive two year periods. The City of
Medford Public Works Director is authorized to execute the contract extensions provide herein.
Article 6.1 Contract Extensions
This agreement maybe extended upon mutual agreement of Medford Public Works and Central Point in two
year increments for up to an additional four years. Shop rates and charges are subject to change on July 1St, 2012
and every two years thereafter.
Article 7. Compensation
Central Point shall compensate Medford Public Works in accordance with the Schedule of Rates and Charges
set forth in Exhibit B. All charges will be billed directly to the Central Point by the Fleet Management
Information System.
Article 8. Changes
Either party to this agreement may from time to time request changes in the scope of the agreement as set forth
herein. Such changes, including any increase or decrease in the amount of compensation to Medford Public
Works, shall be mutually agreed upon by and between the parties hereto and shall be incorporated as written
amendments to this Agreement.
Notwithstanding the above, the Medford Public Works director is authorized to approve any fee changes
which will not result in an estimated revenue or expense that exceeds $50,000 in one fiscal year. Also, the
Medford Public Works Director is authorized to execute contract extensions as allowed herein.
This Agreement contains the entire agreement between the parties hereto and supersedes any and all
prior express and/or implied statements, negotiations and/or agreements between the parties, either oral or
written.
Article 9. Dist~utes
If at anytime, a disagreement or problem should arise concerning the operation of this agreement, the parties
agree that such items be resolved at the Division level. If the appropriate Central Point primary contact person
and the Public Works primary contact person are unable to resolve the problem within 30 days, the matter
should then go to the Director of Public Works for resolution.
Article 10. Transfer of Interest
Neither party shall assign or transfer any interest in or duty under this agreement without the written consent of
the other party, and no assignment shall be of any force or effect whatsoever unless and until the other party
shall have so consented in writing.
Article 11. Termination
Either party may request termination of this agreement for any reason with 60 days written notice to the other
p~Y•
Approved:
Central Point
e, v~~
Date: 7. 7 ~ ~o l
Approved:
Medford Public Works
by: ~ ~, ~,~.-
Il(
Date: i~~
Exarnpfles-Preventive 1V~aintenance Services
PM for Emergency Response Vehicles or Equipment
The following 21 point check will be performed on Emergency Response Vehicles:
1. Change oil
2. Replace oil filter
3. Lubricate to manufacturer's or SOP specifications
4. Top off all fluids
5. Inspect brakes
6. Inspect suspension
7. Inspect exhaust system
8. Inspect drive line components
9. Inspect all lights for proper operation
10. Inspect for fluid leaks
11. Inspect body for damage
12. Inspect all controls for proper operation
13. Inspect trunk/boxes for required items
14. Inspect safety items for compliance
15. Inspect interior for damage or excessive wear
16. Inspect gauges for proper operation
17. Inspect wheels and tires for wear or damage
18. Inspect windows and glass for damage and proper operation
19. Inspect and/or replace air filter
20. Inspect wiper system for proper operation
21. Rotate tires as needed
PM for Non-Emer eg_ncy Response Vehicles or Equipment
The following 16 point check will be performed on all non-patrol units:
1. Change oil
2. Replace oil filter
3. Lubricate to manufacturer's or SOP specifications
4. Top off all fluids
5. Inspect brakes
6. Inspect suspension
7. Inspect exhaust system
8. Inspect drive line components
9. Inspect all lights for proper operation
10. Inspect for fluid leaks
11. Inspect body for damage
12. Inspect interior for damage or excessive wear
13. Inspect wheels and tires for wear or damage
14. Inspect windows and glass for damage and proper operation
15. Inspect and/or replace air filter
16. Inspect wiper system for proper operation
7
,,
~xh,~~~$ A Ce~~a°s4 ~®sn$ ~~~a~~eo~$ ~os~
Item: Number Year Description Item: Number Year_ Description
1
1015
1997
Ford Explorer
49
2116
2008 _
Land Pride Rake LR25
2 1016 1999 Grand Cherokee 50 2117 2008 Land Pride Aerator
3 1018 1997 Jeep Cherokee 51 3008 1966 Generator ITT MB17
4 1019 1999 Dodge Dakota 52 3009 2005 Curtis Toledo E71
_5
1020
1997
Jeep Cherokee
53
3015
2006 _
Chevrolet Silverado
_6 2015 1997 ford Ranger 54 3016 2008 Ford F-450
_7 2016 2006 Chevrolet Colorado 55 3017 1991 Chevrolet 3500
8 2020 2006 Ford F-350 Dump Truck 56 3018 2007 Ford Escape
9 2021 1999 Ford F-350 Dump Truck 57 3019 2008 Ford F-250
10 2050 2005 Husqvarna 170BF 58 3021 2000 Ford F-250 4X4
11 2052 2005 Shindaiwa 4K2XS 59 3023 2008 Ford Pickup
12 2053 2004 Shindaiwa EB630 60 3024 2008 Ford F-250
13 2054 2004 Shindaiwa EB630 61 3025 2006 Chevrolet Colorado
14 2055 2009 Shindaiwa T231X 62 3026 2006 Chevrolet Colorado
15 2056 2007 Shindaiwa S270-1 63 3029 2010 Ford Escape Hybrid
16 2057 2004 Shindaiwa T272X 64 3030 1996 Ford F-250
17 2058 2004 Shindaiwa T272X 65 3050 2005 Stihl BR340
18 2060 2004 Shindaiwa LE260 66 3052 1998 Shindaiwa S270
19 2061 1997 Power Trim 100 67 3053 2008 Shindaiwa T261 X
20 2062 2004 Shindaiwa DH231 68 3055 1997 Shindaiwa PB270
21 2065 2006 Husqvarna 350 69 3056 1997 Shindaiwa PB270
22 2066 2004 Shindaiwa P230 70 3057 2004 Husqvarna GTH2548
23 2067 2010 Pro Power GX390 71 3060 2007 Stihl HS80
24 2068 2006 Rol-Air 72 3061 2007 Stihl HS80
25 2069 2006 Generac i 900 73 3063 2005 Stihl MS660
26 2070 2000 Billy Goat 74 3064 2005 Stihl MS660
27 2071 2006 BCS 710 75 3065 1997 Stihl 021
28 2072 2006 BCS 76 3066 2007 Stihl HT131
29 2073 2001 Husqvarna 580 RSW 77 3067 1989 Husqvarna H50
30 2074 2008 Husqvarna W215XC 78 3068 1997 Husqvarna H41
31 2075 2008 Husqvarna AR25 79 3069 2007 Echo CS 305
32 2076 2008 Husqvarna SD22 80 3072 2011 Amercan Pneumatic
33 2080 2000 New Holland MC72S 81 3073 1998 Wacker BS600
34 2081 2005 EX Mark Lazer Z XP 82 3074 1998 Wacker WP1550A
35 2084 2007 EX Mark Phazer 83 3075 2007 Multiquip MVHR60
36 2085 1996 Kubota M4700 84 3076 1990 Stanley HS 6000
37 2091 2009 Interstate Cargo 85 3077 1990 Stanley HP 1
38 2092 2005 Wadeco Bigboy 86 3078 2001 Piercing Tool
39 2093 1998 Big Tex 87 3079 1999 Corman Rup GW 160
40 2094 2005 Wadeco Bigman 88 3085 2006 Multiquip 202TH
41 2095 1990 Emperor 89 3086 1998 Multiquip 202TH
42 2096 2000 Interstate Cargo 90 3087 2006 Multiquip 2x2 CP
43 2110 1997 Cyclone Flex 91 3089 2008 Generac 0046751
44 2111 2010 Frontier 92 3090 2006 Multiquip GA3
45 2112 2010 King Kutter Spreader 93 3092 2002 Hobart CHP 8500
46 2113 1994 Cammono Box Scraper 94 3093 1999 Chicago S12000SVEF
47 2114 2007 Brillion Seeder 95 3094 2007 Honda EU20001
48 2115 2008 Land Pride RTA 15 96 3095 2007 Honda EU20001
~x6~iB~i$ A
Ces~$ira0 ~oa~s~
Egaiipa~eo~~ ~as$
Item: Number Year Decription ____ __
97 3096 2007 Honda EU20001
98 3097 1992 ADK Air Dryer
99 3098 2000 Ingersoll Rand 2475
100 3100 2005 Target Portacut
101 3101 2000 Stihl TS400 _ _
102 3102 2005 Stihl TS400
103 3103 2005 Stihl TS400
104 3104 2000 Stihl TS400
105 3106 2011 Capstan Rope Winch
106 3107 1996 Howard Spreader
107 3109 2004 Multiquip MC3S
108 3110 2006 Edco Scarifier CP IV
109 3111 2007 Trueline 250 APT
110 3112 2006 Graco Ultra 395
111 3113 1995 Nova H95A
112 3116 1996 Transmate Tap T00
113 3117 1990 Tap Machine
114 3118 1993 Tap Machine
115 3120 1995 American APT 160
116 3121 2002 Chicago P92906
117 3125 2000 Metrotech
118 3126 1980 Impact Numec FMD
119 3127 1993 Heath Tech LS-800
120 3130 1993 Heath Tech Aqua Scope
121 3135 1995 Spectra GL 710
122 3136 2004 Nikon AZ-2
123 3138 1991 Speed Shoring
124 3139 1992 Dbi/SALA L 1850
125 3160 2005 Freightliner FC80
126 3165 2006 Internationa14200
127 3165A 2003 Vacmasters System
128 3168 1997 Internationa14700
129 3170 1988 Internationa15400
130 3171 1991 Ford L8000
131 3175 1995 GMC Top Kick LoPro
132 3182 2005 Case 580 SuperM
133 3183 2006 Case 580 4x4 Super M
134 3188 1968 Hyster 10000 Fork Lift
135 3189 2007 Toyota
136 3192 1998 Big Tex Trailer
137 3193 2006 Wadeco Mini
138 3195 2000 Ingersoll Rand P13
139 3200 2004 Bobcat 2100 Utility
140 3201 2004 Bobcat 2100 Utility
sto
~ ?{`~-.
ti
Exhibit B- Examule of Rates and Charges
Labor Rate $76.00 ner hour.
Minor Parts (individual part cost less than $2000.00) ....................... Cost + 10%
Emergency Equipment Light (1.5 hrs) ................................... $114.00 +parts
PM Service-Emergency Equipment Medium Vehicles (2.0 hrs)...... $152.00 +parts
PM Service-Emergency Equipment Large Vehicles (3.0 hrs) ...........$228.00+parts
PM Service-Non-Emergency Equipment (1.0 hrs) ....................... $76.00 +parts
Outside Vendor Services .........................................................Cost + 10%
After hours Call Back for a Mechanic is 3 hours minimum = $342.00
9