25C - AGMT INVENTORY PROGRAM - Laserfiche WebLink

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Fleet Maintenance shop. The vendor shall also have the ability to purchase Original Equipment Manufacturer parts by negotiation with one or several local dealer parts operations. The vendor shall have the capacity to furnish an 85% fill rate for the City's on -hand parts inventory requirements. The vendor shall evaluate the usage history of the current inventory of vehicle parts and supplies and thereafter on a monthly basis to identify those that should be removed from stock, added to stock, and to determine the stocking levels of those that should remain in stock. The vendor shall adhere to the stock reorder plan detailed In the proposal. Prompt response time to parts requests Is crucial to establish and maintain a high level of maintenance shop productivity. Any decision to make changes that will impact response times must be mutually agreeable with designated City staff and the vendor. The vendor shall provide stock and non -stock original equipment parts, supplies and equipment, or aftermarket items in equal or higher quality. A minimum of Grade 8 is required on all fasteners. All hydraulic equipment, components and parts must meet JIC and SAE specifications. City Fleet Maintenance Division reserves the right to inspect the quality of materials, supplies and equipment proposed to be furnished and to reject any item(s) deemed not to meet original equipment standards and performance. All such items provided by the selected vendor for resale to the city will remain the property of the vendor until purchased by the city. At its discretion, the City may elect to purchase and maintain ownership of certain specialized items. The city reserves the right to purchase parts and/or services from other sources'if the vendor cannot provide the desired part(s) by end of business the day following request, and in emergency situations to procure parts immediately if the vendor cannot supply the part(s) in an acceptable time frame. The vendor shall not issue parts or supplies to city personnel without a proper work order requisition. The vendor shall give a receipt containing specific information with items delivered to the City's employee for each work order requisition. A second copy of the receipt will be given to the fleet management administrative section. The receipt shall contain specific tracking information, i.e., equipment number, reference number, receiving employee name, parts quantities, part number and alpha description, price detail and any other data deemed necessary for effective accounting tracking. A duplicate of each transaction must be provided with the billing for verification of accounting transactions. The vendor shall maintain warranty records of items sold to the City and issue any credits including labor and parts, due to the City that are covered under these warranties. All items must include full manufacturer's warranties and guarantees. The Contractor must guarantee all items purchased for equipment repair and maintenance applications will fit the intended application and further guarantee that the product will work on the intended application. On -site replacement for defective, inferior or non -fit items must be guaranteed. The City will require vendor to conduct an inventory reconciliation every ninety (90) days and a report is to be submitted to staff by City of Santa Ana parts number. The selected vendor will be required to have the inventory ready for use as of July 1, 2019. General Information It is the intent and expectation of this solicitation to award a vendor contract to the best responsive and responsible bidder offering the best overall selection of products, supplies, equipment and services that meet the most commonly requested specifications. In the event no responding bidder is able to service such a contract, the City reserves the right to award to multiple bidders in order to meet the City's requirements. City of Santa Ana RFP 19-017 Page18 25C-14