The City of Tucson is seeking proposals from qualified offerors to establish an annual requirements contract for the Maintenance of the Sun Van fleet.

Attachments to this solicitation include:

Attachment A – Coverage Area

Attachment B – Additional Facts

Attachment C – Vehicle Inventory

Attachment D – Shop Equipment Inventory

Attachment F – Driver Vehicle Inspection Report

Sun Van is the ADA compliant paratransit service provider for the City of Tucson in the Tucson Metropolitan area. The service is provided by the City of Tucson to those persons with disabilities who cannot use Sun Tran, the City’s public bus transportation system, all or part of the time. Sun Van is an advance reservation, pre-scheduled, curb to curb public transportation service. Sun Van operating hours are:

4:15 a.m. to 12:30 a.m. Monday through Friday

4:45 a.m. to 10:00 p.m. Saturday

5:30 a.m. to 9:00 p.m. Sundays and holidays

Peak service demand hours are from 6:00 a.m. to 10:00 a.m. and 2:00 p.m. to 5:00 p.m. Monday through Friday. Sun Van observes the following holidays: New Year’s Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, and Christmas Day. Sun Van passengers may travel anywhere within the City of Tucson limits and limited areas in Pima County. See Attachment A for coverage area and Attachment B for additional facts.

Sun Van currently operates with a fleet of 137 mini-buses. Each revenue vehicle is equipped with either a Ricon or Maxon Mobility wheelchair lift. Sun Van operates according to guidelines established by the Federal Transit Administration (FTA). The City of Tucson requires at least 15% spare ratio. The City of Tucson also follows the FTA guidelines for vehicle replacement. Sun Van buses are typically replaced after being in service for at least five (5) years or operated for at least 150,000 miles using FTA funds. See Attachment C for the complete vehicle inventory list.

The City of Tucson reserves the right to modify both the minimum number of vehicles on the contract and the number of the type of vehicles (e.g. mini-buses, mini-vans, and sedans) on the contract. The maximum number of vehicles on this contract shall not exceed 170 vehicles.

The Contractor must provide continuous maintenance service every day of the year 24 hours a day, 7 days a week. The Contractor’s personnel will wear a distinct uniform identifying them as maintenance personnel. The Contractor's site manager or shop foreman will be accessible to Sun Van personnel during Sun Van's hours of operation. The availability of key personnel during periods of high vehicle pull-outs is essential.

Through the use of a spreadsheet or other electronically submitted format, the Contractor is responsible for maintaining the fuel inventory records (inventory/dispensed), and submitting monthly fuel activity reports and mileage reports to Sun Van management.

The City of Tucson will designate a Contract Representative for communications with the Contractor. The Contractor is responsible for scheduling preventative maintenance inspection (PMI) service, repair service, and any other monthly reports in order to meet service demands. The contractor is responsible for submitting daily reports of vehicles not available for service and the reason they are not available.

Day-to-day repair prioritizations will be handled by Sun Van management. Sun Van management reserves the right to prioritize maintenance services in emergencies or periods of unusually high vehicle demand. Any long-term contractual amendments/changes will be addressed via the Contractor and the City’s Contract Representative.

The maintenance facility provided for the Contractor’s use during the term of the contract at 3401 E. Ajo Way consists of:

Lube Bays (20' X 40')
Repair Bays (20' X 40')
Tire Bay (20' X 40')
Office facility with two workstations (15' X 15')
Separate break area with sink, tables, chairs, space for a refrigerator, men's and women's locker rooms with showers and toilet facilities
Part Storage Area (28' X 51').
Component cleaning room (26' X 16')

All maintenance areas rely upon the central HVAC unit with the exception of the service bays, which are equipped with evaporative cooling and additional infrared heating. The maintenance facility has a separate entrance making access through the Sun Van operation unnecessary. See Attachment D for complete list of installed shop equipment.

The resulting contract is funded by the Federal Transit Administration (FTA) and is subject to the FTA terms, conditions and certifications included.. These terms and conditions cannot be modified or negotiated. By submitting a proposal, the Offeror must agree to abide by the FTA terms and conditions included. Offerors must submit all required certificates with their proposal submittal. Failure to do so may result in the rejection of the proposal.

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