Vehicle Inspection, Maintenance and Repair Services - Mont-Joli, Quebec

Maintenance and repair service for motor vehicles, vans and light trucks (MLI)

Context

The Quebec Region Department of Fisheries and Oceans has a fleet of vehicles for its operations at the Maurice-Lamontagne Institute, which includes approximately 50 vehicles (automobiles, vans and pick-up trucks). Offerors are not required to offer all of the services mentioned below and may bid for only some of them, depending on their capabilities. However, the choice of bidders will be based, among other things, on the number of services offered.

Objective

Services are required on an as and when requested basis only. The services required are, among others:

• Vehicle maintenance according to the programs established by the manufacturers and according to use (oil changes, inspections, etc.);
• Vehicle repairs following mechanical breakdowns;
• Bodywork repairs;
• Installation and balancing of tires;
• Tire storage;
• Windshield repairs;
• Transport of vehicles (Between DFO establishments and those of the offeror) - Mandatory.

This list is not exhaustive and other minor services could be added, if required by the ministry.

Offeror Requirements

• The offeror must provide all materials, parts, equipment and labor, in order to respond as needs arise for routine maintenance, mechanical repairs, bodywork, to the installation and balancing of Ministry tires.

• The Offeror must accept the ARI-Holman credit card.

• Services are F.O.B. Destination, that is to say that the offeror must pick up the vehicles and bring them back once the service has been performed at the location indicated below,

Fisheries and Oceans Canada

Maurice Lamontagne Institute

850 sea road

Mont-Joli, Qc

G5H 3Z4

• The offeror must be within a maximum radius of 50km from 850 route de la Mer.

The Offeror must obtain and return the keys to the Departmental Representative or to the post of the security officer, commissionaire if necessary.

• The chosen supplier must hold all the necessary insurance to protect itself and the Department when transporting the vehicles to its place of work and back to our Department as well as for all the time during which the contractor will have in its possession said vehicles. .

 Proof of insurance will be required for coverage for the following aspects:

1. civil liability;

2. collision;

3. vandalism;

4. theft;

5. windshield;

6. fire.

Orders :

• According to the scheduled inspections and/or according to the Project Manager's requests, a 24-hour deadline for a verification appointment during the requests must be respected and the repairs made as quickly as possible according to the availability and the seriousness of the repairs. required.

• Orders will be sent in writing and/or by telephone as and when required on the day agreed with the contractor's representative.

• When ordering, the following information will be provided to the offeror:

- the number of vehicles, their unit number;

- the maintenance and/or repair required;

- the time and date of the service required (return of the vehicle); and

- the applicant's name and telephone number.

Description of the work (the offeror can apply for one, several, or all of these services)

Functioning

The management company ARI-Holman is a private management company mandated to carry out the management of work relating to expenses associated with ministerial vehicles. Therefore, for points 1 to 6 that follow, the offeror must respect the following operation for the progress of the work:

- Inform, beforehand, the Project Manager for work of less than $100.00 and obtain his authorization in writing

- Inform, beforehand, the Project Manager for the work, then obtain the authorization of an ARI-Holman technician BEFORE proceeding with the work of more than $100.00.

1) Vehicle maintenance program

• Each departmental vehicle must be maintained according to the standards recommended and established by the original equipment manufacturers (OEMs) and according to the use of the vehicle.
• Each Following the performance of the work, the offeror must adequately complete an information sheet on the maintenance carried out, which he will place in the logbook of each of the Department's vehicles, in addition to attaching said document to the duplicate invoice provided to the Project Manager.
• Ministry vehicles are all equipped with a telemetry box usually located under the steering wheel. If the box must be disconnected to allow connection to a vehicle analysis computer unit, it absolutely MUST be reconnected as soon as the analysis is completed.
• The reminder stickers, oil change stickers, of the next appointment will be placed in the upper left corner, seen from the driver's seat, from the windshield.
• The Offeror must keep and update a file of the maintenance carried out for each of the vehicles entrusted to it, make it available at all times to the Project Manager and perform the necessary reminders according to the maintenance program recommended and established by original equipment manufacturers (OEMs) and vehicle usage. The Offeror should not hesitate to contact the Department for any safety reminder not done.
• For each vehicle, oil changes and checks must contain a written report that covers at least the following elements:

Check oils and fluids such as engine, windshield washer, gearbox, brakes, power steering, cooling as well as losses as well as the condition and wear of the battery, tires, brakes, belts, filters, wipers and lights;

• The Offeror must not carry out work whose parts and labor are covered by a warranty offered by the manufacturers and suppliers if the latter cannot apply this said warranty. At this time, the contractor will notify the Departmental Representative.

P.S.: For this type of repair, a cost estimate must first be prepared by the offeror, which will be based on the rates indicated in the offer and no work can be done before the technical authority has gave his approval.

2) Body repairs

• In the event of an accident or bodywork repairs, the Department reserves the right to obtain bids and award the contract to the company that submitted the lowest bid. In such a case, the Department will not reimburse the costs incurred by the contractor for the preparation of repair bids, if applicable.

P.S.: For this type of repair, a cost estimate must first be prepared by the offeror, which will be based on the rates indicated in the offer and no work can be done before the technical authority has gave his approval.

3) Purchase, installation and balancing of tires

The Offeror must be a dealer or do business with a supplier who is part of the Government of Canada National Standing Offers.

• The Offeror installs and balances the tires.

• The offeror must have the capacity to store all the tires of the Department's vehicles; its storage must comply with industry standards. He must also keep and make available the tire wear history.

4) Windshield Repair

• The Offeror performs minor windshield repair and windshield replacement in accordance with the agreement negotiated with ARI-Holman.

5) Vehicle transportation costs (Valet Service)

• The Offeror must pick up the vehicles and return them to 850 rte de la Mer, Mont-Joli. The Offeror must enter, in the vehicle's logbook, the mileage at the start and at the finish.