HomeMy WebLinkAboutC2019-355 - 8/20/2019 - Approved sesN
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Offsite Repairs for Freightliner, Western Star and Sterling
1852 Equipment
THIS Offsite Repairs for Freightliner,Western Star and Sterling Equipment Agreement
("Agreement") is entered into by and between the City of Corpus Christi, a Texas
home-rule municipal corporation ("City") and Corpus Christi Freightliner, Inc.
("Contractor"), effective upon execution by the City Manager or the City Manager's
designee ("City Manager").
WHEREAS, Contractor has bid to provide Offsite Repairs for Freightliner, Western
Star and Sterling Equipment in response to Request for Bid/Proposal No. 2365
("RFB/RFP"), which RFB/RFP includes the required scope of work and all specifications
and which RFB/RFP and the Contractor's bid or proposal response, as applicable, are
incorporated by reference in this Agreement as Exhibits 1 and 2, respectively, as if each
were fully set out here in its entirety.
NOW, THEREFORE, City and Contractor agree as follows:,
1. Scope. Contractor will provide Offsite Repairs for Freightliner, Western Star and
Sterling Equipment ("Services") in accordance with the attached Scope of Work,
as shown in Attachment A, the content of which is incorporated by reference into
this Agreement as if fully set out here in its entirety, and in accordance with Exhibit
2.
2. Term. This Agreement is for five years, with performance commencing upon the
date of issuance of a notice to proceed from the Contract Administrator or
Purchasing Division. The parties may mutually extend the term of this Agreement
for up to zero additional zero-year periods ("Option Period(s)"), provided, the
parties do so in writing and prior to the expiration of the original term or the then-
current Option Period. The City's extension authorization must be executed by
the City Manager or designee.
3. Compensation and Payment. This Agreement is for an amount not to exceed
$3,686,600.00, subject to approved extensions and changes. Payment will be
made for Services completed and accepted by the City within 30 days of
acceptance, subject to receipt of an acceptable invoice. Contractor shall
invoice no more frequently than once per month. All pricing must be in
accordance with the attached Bid/Pricing Schedule, as shown in Attachment B,
the content of which is incorporated by reference into this Agreement as if fully
set out here in its entirety. Any amount not expended during the initial term or any
option period may, at the City's discretion, be allocated for use in the next option
period. .1 ('): II?, AUIHUhssLL1
Service Agreement Standard Form It O6i f , Page 1 of 7
Approved as to Legal Form June 24, 2019
3ECIPETAR� �
SCANNED
Invoices will be mailed to the following address with a copy provided to the
Contract Administrator:
City of Corpus Christi
Attn: Accounts Payable
P.O. Box 9277
Corpus Christi, Texas 78469-9277
4. Contract Administrator. The Contract Administrator designated by the City is
responsible for approval of all phases of performance and operations under this
Agreement, including deductions for non-performance and authorizations for
payment. The City's Contract Administrator for this Agreement is as follows:
Name: Frank Olvera
Department: Asset Management/Fleet Maintenance
Phone: 361-826-1917 or 361-815-5901
Email: FranciscoO@cctexas.com
5. Insurance; Bonds.
(A) Before performance can begin under this Agreement, the Contractor must
deliver a certificate of insurance ("COI"), as proof of the required insurance
coverages, to the City's Risk Manager and the Contract Administrator.
Additionally, the COI must state that the City will be given at least 30 days'
advance written notice of cancellation, material change in coverage, or intent
not to renew any of the policies. The City must be named as an additional insured.
The City Attorney must be given copies of all insurance policies within 10 days of
the City Manager's written request. Insurance requirements are as stated in
Attachment C, the content of which is incorporated by reference into this
Agreement as if fully set out here in its entirety.
(B) In the event that a payment bond, a performance bond, or both, are
required of the Contractor to be provided to the City under this Agreement before
performance can commence, the terms, conditions, and amounts required in the
bonds and appropriate surety information are as included in the RFB/RFP or as
may be added to Attachment C, and such content is incorporated here in this
Agreement by reference as if each bond's terms, conditions, and amounts were
fully set out here in its entirety.
6. Purchase Release Order. For multiple-release purchases of Services to be
provided by the Contractor over a period of time, the City will exercise its right to
specify time, place and quantity of Services to be delivered in the following
manner: any City department or division may send to Contractor a purchase
release order signed by an authorized agent of the department or division. The
purchase release order must refer to this Agreement, and Services will not be
rendered until the Contractor receives the signed purchase release order.
Service Agreement Standard Form Page 2 of 7
Approved as to Legal Form June 24, 2019
7. Inspection and Acceptance. City may inspect all Services and products supplied
before acceptance. Any Services or products that are provided but not
accepted by the City must be corrected or re-worked immediately at no charge
to the City. If immediate correction or re-working at no charge cannot be made
by the Contractor, a replacement service may be procured by the City on the
open market and any costs incurred, including additional costs over the item's
bid/proposal price, must be paid by the Contractor within 30 days of receipt of
City's invoice.
8. Warranty.
(A) The Contractor warrants that all products supplied under this Agreement
are new, quality items that are free from defects, fit for their intended purpose,
and of good material and workmanship. The Contractor warrants that it has clear
title to the products and that the products are free of liens or encumbrances.
(B) In addition, the products purchased under this Agreement shall be
warranted by the Contractor or, if indicated in Attachment D by the
manufacturer, for the period stated in Attachment D. Attachment D is attached
to this Agreement and is incorporated by reference into this Agreement as if fully
set out here in its entirety.
(C) Contractor warrants that all Services will be performed in accordance
with the standard of care used by similarly situated contractors performing similar
services.
9. Quality/Quantity Adjustments. Any Service quantities indicated on the Bid/Pricing
Schedule are estimates only and do not obligate the City to order or accept more
than the City's actual requirements nor do the estimates restrict the City from
ordering less than its actual needs during the term of the Agreement and including
any Option Period. Substitutions and deviations from the City's product
requirements or specifications are prohibited without the prior written approval of
the Contract Administrator.
10. Non-Appropriation. The continuation of this Agreement after the close of any
fiscal year of the City,which fiscal year ends on September 30th annually,is subject
to appropriations and budget approval specifically covering this Agreement as
an expenditure in said budget, and it is within the sole discretion of the City's City
Council to determine whether or not to fund this Agreement. The City does not
represent that this budget item will be adopted, as said determination is within the
City Council's sole discretion when adopting each budget.
11. Independent Contractor. Contractor will perform the work required by this
Agreement as an independent contractor and will furnish such Services in its own
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Approved as to Legal Form June 24, 2019
manner and method, and under no circumstances or conditions will any agent,
servant or employee of the Contractor be considered an employee of the City.
12. Subcontractors. Contractor may use subcontractors in connection with the work
performed under this Agreement. When using subcontractors, however, the
Contractor must obtain prior written approval from the Contract Administrator
unless the subcontractors were named in the bid or proposal or in an Attachment
to this Agreement, as applicable. In using subcontractors, the Contractor is
responsible for all their acts and omissions to the same extent as if the
subcontractor and its employees were employees of the Contractor. All
requirements set forth as part of this Agreement, including the necessity of
providing a COI in advance to the City, are applicable to all subcontractors and
their employees to the same extent as if the Contractor and its employees had
performed the work. The City may, at the City's sole discretion, choose not to
accept Services performed by a subcontractor that was not approved in
accordance with this paragraph.
13. Amendments. This Agreement may be amended or modified only in writing
executed by authorized representatives of both parties.
14. Waiver. No waiver by either party of any breach of any term or condition of this
Agreement waives any subsequent breach of the same.
15. Taxes. The Contractor covenants to pay payroll taxes, Medicare taxes, FICA
taxes, unemployment taxes and all other applicable taxes. Upon request, the City
Manager shall be provided proof of payment of these taxes within 15 days of such
request.
16. Notice. Any notice required under this Agreement must be given by fax, hand
delivery, or certified mail, postage prepaid, and is deemed received on the day
faxed or hand-delivered or on the third day after postmark if sent by certified mail.
Notice must be sent as follows:
IF TO CITY:
City of Corpus Christi
Attn: Frank Olvera
Title: Vehicle and Equipment Admin Inspector
Address: 5352 Ayers, Bldg 3B, Corpus Christi, TX 78405
Phone: 361-826-1917 or 361-815-5901
Fax: 361-826-4596
Service Agreement Standard Form Page 4 of 7
Approved as to Legal Form June 24,2019
IF TO CONTRACTOR:
Corpus Christi Freightliner, Inc.
Attn: Chris Newton
Title: Service Manager
Address: 8001 IH 37, Corpus Christi, TX 78409
Phone: 361-694-8400
Fax: 361-694-8499
17. CONTRACTOR SHALL FULLY INDEMNIFY, HOLD HARMLESS AND DEFEND
THE CITY OF CORPUS CHRISTI AND ITS OFFICERS, EMPLOYEES AND
AGENTS ("INDEMNITEES'7 FROM AND AGAINST ANY AND ALL LIABILITY,
LOSS, CLAIMS, DEMANDS, SUITS, AND CAUSES OF ACTION OF
WHATEVER NATURE, CHARACTER, OR DESCRIPTION ON ACCOUNT OF
PERSONAL INJURIES, PROPERTY LOSS, OR DAMAGE, OR ANY OTHER KIND
OF INJURY, LOSS, OR DAMAGE, INCLUDING ALL EXPENSES OF
LITIGATION, COURT COSTS, ATTORNEYS' FEES AND EXPERT WITNESS FEES,
WHICH ARISE OR ARE CLAIMED TO ARISE OUT OF OR IN CONNECTION
WITH A BREACH OF THIS AGREEMENT OR THE PERFORMANCE OF THIS
AGREEMENT BY THE CONTRACTOR OR RESULTS FROM THE NEGLIGENT
ACT, OMISSION, MISCONDUCT, OR FAULT OF THE CONTRACTOR OR ITS
EMPLOYEES OR AGENTS. CONTRACTOR MUST, AT ITS OWN EXPENSE,
INVESTIGATE ALL CLAIMS AND DEMANDS, ATTEND TO THEIR SETTLEMENT
OR OTHER DISPOSITION, DEFEND ALL ACTIONS BASED THEREON WITH
COUNSEL SATISFACTORY TO THE CITY ATTORNEY, AND PAY ALL
CHARGES OF ATTORNEYS AND ALL OTHER COSTS AND EXPENSES OF
ANY KIND ARISING OR RESULTING FROM ANY SAID LIABILITY, DAMAGE,
LOSS, CLAIMS, DEMANDS, SUITS, OR ACTIONS. THE INDEMNIFICATION
OBLIGATIONS OF CONTRACTOR UNDER THIS SECTION SHALL SURVIVE
THE EXPIRATION OR EARLIER TERMINATION OF THIS AGREEMENT.
18. Termination.
(A) The City Manager may terminate this Agreement for Contractor's failure to
comply with any of the terms of this Agreement. The Contract Administrator must
give the Contractor written notice of the breach and set out a reasonable
opportunity to cure. If the Contractor has not cured within the cure period, the
City Manager may terminate this Agreement immediately thereafter.
(B) Alternatively, the City Manager may terminate this Agreement for
convenience upon 30 days advance written notice to the Contractor. The City
Manager may also terminate this Agreement upon 24 hours written notice to the
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Approved as to Legal Form June 24,2019
Contractor for failure to pay or provide proof of payment of taxes as set out in this
Agreement.
19. Owner's Manual and Preventative Maintenance. Contractor agrees to provide a
copy of the owner's manual and/or preventative maintenance guidelines or
instructions if available for any equipment purchased by the City pursuant to this
Agreement. Contractor must provide such documentation upon delivery of such
equipment and prior to receipt of the final payment by the City.
20. Assignment. No assignment of this Agreement by the Contractor, or of any right
or interest contained herein, is effective unless the City Manager first gives written
consent to such assignment. The performance of this Agreement by the
Contractor is of the essence of this Agreement, and the City Manager's right to
withhold consent to such assignment is within the sole discretion of the City
Manager on any ground whatsoever.
21. Severability. Each provision of this Agreement is considered to be severable and,
if, for any reason, any provision or part of this Agreement is determined to be
invalid and contrary to applicable law, such invalidity shall not impair the
operation of nor affect those portions of this Agreement that are valid, but this
Agreement shall be construed and enforced in all respects as if the invalid or
unenforceable provision or part had been omitted.
22. Order of Precedence. In the event of any conflicts or inconsistencies between this
Agreement, its attachments, and exhibits, such conflicts and inconsistencies will
be resolved by reference to the documents in the following order of priority:
A. this Agreement (excluding attachments and exhibits);
B. its attachments;
C. the bid solicitation document including any addenda (Exhibit 1); then,
D. the Contractor's bid response (Exhibit 2).
23. Certificate of Interested Parties. Contractor agrees to comply with Texas
Government Code Section 2252.908, as it may be amended, and to complete
Form 1295 "Certificate of Interested Parties" as part of this Agreement if required
by said statute.
24. Governing Law. Contractor agrees to comply with all federal, Texas, and City laws
in the performance of this Agreement. The applicable law for any legal disputes
arising out of this Agreement is the law of the State of Texas, and such form and
venue for such disputes is the appropriate district, county, or Justice court in and
for Nueces County, Texas.
25. Entire Agreement. This Agreement constitutes the entire agreement between the
parties concerning the subject matter of this Agreement and supersedes all prior
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Approved as to Legal Form June 24,2019
negotiations, arrangements, agreements and understandings, either oral or
written, between the parties.
CONTRACTOR
Signature: _ P
Printed Name: .hj^(S (/spu Y..-.
Title: SeVULC-P #701/10,9P,
Date: 7— I
CITY OF CORPUS CHRISTI
6/)"A- - -
Kim BakerT.. eJ/J-e-Ctile-64/-11/017-k
Director of Contracts and Procurement ATTEST: RE ECCA HUERTA
Date: S•ZZ • lit CITY SECRETARY
Attached and Incorporated by Reference:
Attachment A: Scope of Work
Attachment B: Bid/Pricing Schedule
Attachment C: Insurance and Bond Requirements
Attachment D: Warranty Requirements
Incorporated by Reference Only:
Exhibit 1 : RFB/RFP No. 2365
Exhibit 2: Contractor's Bid/Proposal Response
Service Agreement Standard Form Page 7 of 7
Approved as to Legal Form June 24, 2019
eli7N~ ; ` ATTACHMENT A: SCOPE OF WORK
1. General Reaulrements/Background Information
The Contractor shall provide off-site repair services for Freightliner, Western Star and
Sterling equipment for the City of Corpus Christi Asset Management Department as
outlined in this Scope of Work.
2. Scope of Work
A. Off-Site Repair Service Requirements
1. Contractor must have a permanent, principal place of business, in which the
service is provided, within the city limits of Corpus Christi, Texas.
2. Contractor shall perform repairs including, but not limited to,engine,drivetrain,
body, electrical, HVAC, suspension, brakes and wheel alignments for
Freightliner, Western Star and Sterling equipment.
3. Contractor shall be ASE or Factory Certified.
4. Contractor shall be certified to repair compressed natural gas vehicles.
5. Contractor shall perform both Electrical and Mechanical Diagnostics.
6. All preventive and unscheduled maintenance and repair to include parts and
labor.
7. Contractor shall provide Original Equipment Manufacturer (OEM) parts.
8. Contractor shall not exceed 10% of overall repair cost if, having to
sublet any repairs sent to them.
9. The City shall not be responsible for any towing charges for immediate failures
after repairs have been completed. By the Contractor.
10.If Contractor experiences immediate failure when delivering vehicles,
Contractor shall use the City's contracted towing company to return the
vehicles for repair.
B. Lead Time
1. Contractor shall give City of Corpus Christi first priority over any and all other
customer repairs and of City of Corpus Christi repairs, first responder vehicles
shall have first priority and shall provide same-day priority service. This standard
will apply to a full six-day work week, Monday through Saturday, and include
items covered under warranty as well as non-warranty repairs.
Page 1 of 2
RFQ Revised 4.19.2019
2. Contractor shall have four business days, Monday through Friday, 8:00 AM to
5:00 PM, and Saturday 8:00 AM to 12:00 PM to complete what is constituted as
a minor repair according to the manufacturer.
3. Contractor shall have eight business days, Monday through Friday, 8:00 AM to
5:00 PM, and Saturday 8:00 AM to 12:00 PM to complete what is considered
major repair according to the manufacturer. Extensions require approval from
the Contractor Administrator.
C. Pickup/Delivery
1. The City will use its authorized contracted towing company to deliver the
inoperative vehicle to the Contractor. The City will notify the Contractor of
vehicles being towed and delivered to Contractor for repairs. On the same day
the vehicle is received, the Contractor shall send an email to the Contract
Administrator. Contractor will indicate the date the vehicle was received,
repair estimate and estimated completion time of service.
2. Asset Management Staff will transport operative vehicles to and from the
Contractor's facility.
3. Contractor shall be available to pick up and deliver operable vehicles If Asset
Management staff are unable to pick up/deliver them.
3. Work Site and Conditions
The Contractor must be located within a 25 miles radius of City of Corpus Christi shop;
located at 5352 Ayers Street.
4. Contractor Quality Control and Superintendence
The Contractor shall establish and maintain a complete Quality Control Program that
is acceptable to the Contract Administrator to assure that the requirements of the
Contract are provided as specified. The Contractor will also provide supervision of
the work to insure it complies with the contract requirements.
5. Warranty
The Contractor shall provide a one-year warranty for workmanship and parts.
Page 2 of 2
RFQ Revised 4.19.2019
, [1:
�(`k' a, ATTACHMENT B: QUOTE/PRICING SCHEDULE
Ok(ef
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,,,,,,y.,,,4 QUOTE FORM
,Kris
1. Refer to"Sample Service Agreement"Contract Terms and Conditions before completing quote,
2. Quote your best price, Including freight, for each item.
3. In submitting this quote, vendor certifies that the prices In this quote have been arrived at
Independently, without consultation, communication, or agreement with any other vendor or
competitor,for the purpose of restricting competition with regard to prices.
Invitation to quote, FOB Destination, Frelght_Included, on the tollowin :
Item Description I UNIT 5 UNIT PRICE EXTENDED
Year PRICE
_ - - -- - Qty -
1 Labor rate for repairs Hourj 11,300 $ I 'j 0, 0 0 $ )1 58A, 000
Estimated
Estimated
%
Spend Mark UpSpend+Mark
__ _
Up
Markup - parts and
2 materials S1,700,000 Q,./..%o $Q))04, 6900
CAI Grand Total $3,686.600.00
CA
Initial to approve
COMPANY: ( `C'� 005C AT'1'_ _F- 11)....S 5 P ''I i-i)'Y1t.r_
NAME OF PERSON AUTHORIZED TO SIGN: C-V) r c 5 Al e VA) zy}
ADDRESS: /8_ D.
Q01 1}1• 37 CITY/STATE/,'?: 1(6,)_TX 7 3 V O l
PHONE: 'rU_P ) _99 8 890(' _ ._-. EMAIL: Oil.I'`,,/_VPr1 37 �e_qp X ._CO v.6
_ FAX_ 6
3_ 1 (P�1__Li '-r). — _ DATE: 0) - A7- 1
SIGNATUP#'_`- 2 -1,..w1 " TITLE: Si Yu YLi, PM.10 01/1A5 e'r
THE CITY RESERVES THE RIGHT TO REJECT OR CANCEL ANY OR ALL QUOTES.TO WAIVE ANY
INFORMALITIES OR IRREGULARITIES IN THE QUOTES RECEIVED AND TO CANCEL OR
POSTPONE THIS PROJECT UNTIL. A LATER DATE,
RFQ Revised 4,19.2019 Page 1 of 1
ATTACHMENT C: INSURANCE AND BOND REQUIREMENTS
I. CONTRACTOR'S LIABILITY INSURANCE
A. Contractor must not commence work under this contract until all insurance required has
been obtained and such insurance has been approved by the City. Contractor must
not allow any subcontractor, to commence work until all similar insurance required of
any subcontractor has been obtained.
B. Contractor must furnish to the City's Risk Manager and Fire Chief one (1 ) copy of
Certificates of Insurance with applicable policy endorsements showing the following
minimum coverage by an insurance company(s) acceptable to the City's Risk
Manager. The City must be listed as an additional insured on the General liability and
Auto Liability policies by endorsement, and a waiver of subrogation endorsement is
required on GL, AL and WC if applicable. Endorsements must be provided with
Certificate of Insurance. Project name and/or number must be listed in Description Box
of Certificate of Insurance.
TYPE OF INSURANCE MINIMUM INSURANCE COVERAGE
30-day advance written notice of Bodily Injury and Property Damage
cancellation, non-renewal, material Per occurrence - aggregate
change or termination required on all
certificates and policies.
COMMERCIAL GENERAL LIABILITY $1,000,000 Per Occurrence
including: $1,000,000 Aggregate
1. Commercial Broad Form
2. Premises- Operations
3. Products/ Completed Operations
4. Contractual Liability
5. Independent Contractors
6. Personal Injury-Advertising Injury
GARAGE KEEPERS PHYSICAL DAMAGE Actual Cash Value of Vehicles
COVERAGE including: While in Care, Custody or Control
1. Physical Damage on a Direct
Primary Basis
C. In the event of accidents of any kind related to this contract, Contractor must furnish
the Risk Manager with copies of all reports of any accidents within 10 days of the
accident.
Page 1 of 3
II. ADDITIONAL REQUIREMENTS
A. Applicable for paid employees, Contractor must obtain workers' compensation
coverage through a licensed insurance company. The coverage must be written on a
policy and endorsements approved by the Texas Department of Insurance. The
workers' compensation coverage provided must be in statutory amounts according to
the Texas Department of Insurance, Division of Workers' Compensation. An All States
Endorsement shall be required if Contractor is not domiciled in the State of Texas.
B. Contractor shall obtain and maintain in full force and effect for the duration of this
Contract, and any extension hereof, at Contractor's sole expense, insurance coverage
written on an occurrence basis by companies authorized and admitted to do business
in the State of Texas and with an A.M. Best's rating of no less than A-VII.
C. Contractor shall be required to submit renewal certificates of insurance throughout the
term of this contract and any extensions within 10 days of the policy expiration dates.
All notices under this Exhibit shall be given to City at the following address:
City of Corpus Christi
Attn: Risk Manager
P.O. Box 9277
Corpus Christi, TX 78469-9277
D. Contractor agrees that, with respect to the above required insurance, all insurance
policies are to contain or be endorsed to contain the following required provisions:
• List the City and its officers, officials, employees, and volunteers, as additional insureds
by endorsement with regard to operations, completed operations, and activities of or
on behalf of the named insured performed under contract with the City, with the
exception of the workers' compensation policy;
• Provide for an endorsement that the "other insurance" clause shall not apply to the City
of Corpus Christi where the City is an additional insured shown on the policy;
• Workers' compensation and employers' liability policies will provide a waiver of
subrogation in favor of the City; and
• Provide thirty (30) calendar days advance written notice directly to City of any,
cancellation, non-renewal, material change or termination in coverage and not less
than ten (10) calendar days advance written notice for nonpayment of premium.
E. Within five (5) calendar days of a cancellation, non-renewal, material change or
termination of coverage, Contractor shall provide a replacement Certificate of
Insurance and applicable endorsements to City. City shall have the option to suspend
Page 2 of 3
Contractor's performance should there be a lapse in coverage at any time during this
contract. Failure to provide and to maintain the required insurance shall constitute a
material breach of this contract.
F. In addition to any other remedies the City may have upon Contractor's failure to provide
and maintain any insurance or policy endorsements to the extent and within the time
herein required, the City shall have the right to order Contractor to stop work hereunder,
and/or withhold any payment(s) which become due to Contractor hereunder until
Contractor demonstrates compliance with the requirements hereof.
G. Nothing herein contained shall be construed as limiting in any way the extent to which
Contractor may be held responsible for payments of damages to persons or property
resulting from Contractor's or its subcontractor's performance of the work covered
under this contract.
H. It is agreed that Contractor's insurance shall be deemed primary and non-contributory
with respect to any insurance or self insurance carried by the City of Corpus Christi for
liability arising out of operations under this contract.
I. It is understood and agreed that the insurance required is in addition to and separate
from any other obligation contained in this contract.
2019 Insurance Requirements
Purchasing
Auto Garage Services and Repairs - Off Site
04/09/2019 sw Risk Management
BOND REQUIREMENTS:
Section 5. Insurance; Bonds. Subsection (B) is null to this Service Agreement
Page 3 of 3
ATTACHMENT D: WARRANTY REQUIREMENTS
The Contractor shall provide a one-year warranty for workmanship and parts.
Page 1 of 1
RFQ Revised 1.3.2018