Towing of Vehicles for the Departments of Parking and Police
| Agency: | City of Buffalo |
|---|---|
| State: | New York |
| Type of Government: | State & Local |
| Category: |
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| Posted: | Jan 31, 2024 |
| Due: | Mar 8, 2024 |
| Publication URL: | To access bid details, please log in. |
| Bid Title: |
Towing of Vehicles for the Departments of Parking and Police
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| Category: | City of Buffalo Bids & RFPs |
| Status: | Open |
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Attachment Preview
CITY OF BUFFALO
NEW YORK
DEPARTMENT OF PARKING ENFORCEMENT
65 NIAGARA SQUARE, ROOM 111 CITY HALL
BUFFALO, NY 14202
PHONE (716) 851-5222 FAX (716) 851-5231
REQUEST FOR PROPOSALS
FOR
TOWING OF VEHICLES
FOR THE
DEPARTMENTS OF PARKING and POLICE
ISSUED DATE: January 31, 2024
Questions due in writing via email by: February 16, 2024 at 4 P.M. EST
Answers to questions posted to City of Buffalo website by: February 23, 2024
RESPONSE DATE: March 8, 2024 AT 11:00 A.M. EST
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SECTION 1- INTRODUCTION
The City of Buffalo through its Department of Parking (hereinafter “the City”) is requesting
proposals from towing companies. The City will select multiple vendors to provide towing
services for the Parking Department and the Police Department. All vehicles must be towed
to either the Dart Street Impound (located at 166 Dart Street) or the Police Impound
(located at 341 Seneca Street), as instructed by the Police officer ordering the tow, or by
the Parking Enforcement Officer ordering the tow. The locations of either lot are subject
to change, the chosen vendors will be notified of any address change in writing at least 30
days prior to the address change going into effect.
SECTION 2- INSTRUCTIONS TO OFFERORS
2.1 General Invitation
The City invites all interested parties to submit proposals for the services described herein.
For purposes of this RFP, the City’s designee shall be Commissioner Raymond Wagner
The Department of Parking will receive all proposals in person or via mail by no later than
March 8, 2024 AT 11:00 A.M. EST. All proposals shall be sealed, clearly labeled on the
front of the package, and delivered to:
TOWING OF VEHICLES FOR THE DEPARTMENTS OF PARKING & POLICE
City of Buffalo
Raymond Wagner, Commissioner
Parking Department
65 Niagara Square, Room 111 City Hall
Buffalo, New York 14202
OFFERORS ASSUME ALL RISKS FOR THE TIMELY AND PROPER DELIVERY
OF SUBMITTED PROPOSALS.
The received time of proposals will be determined by the clock of the above noted location.
NO CONSIDERATION WILL BE GIVEN TO PROPOSALS RECEIVED AFTER THE
STATED DATE AND TIME.
Proposals are solicited in accordance with the terms, conditions and instructions as set forth
in this RFP. Submission of proposals via telephone, facsimile, e-mail or any other method
not specifically provided for herein is prohibited. Proposals must be completed in
accordance with the requirements of the RFP. No amendments or changes to proposals
will be accepted after the closing date and time. No proposals shall be accepted after the
stated deadline. The City reserves the right to reject any or all proposals.
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Any material misrepresentation made by an Offeror may void their proposal and eliminate
their proposal from further consideration. Any proposal that is based upon violation of
federal, state or local law, or deemed to be non-responsive will be eliminated from
consideration.
The City shall not be responsible for any expenses or charges incurred by an Offeror in
preparing or submitting a proposal, or in their providing any additional information
considered necessary by the City in the evaluation of their proposal.
2.2 Schedule
Listed below is the anticipated schedule for all actions related to this RFP. In the event
that there is any change or deviation from this schedule, such change will be posted on
the City’s website at www.buffalony.gov.
EVENT
Issuance of RFP
Written Questions from Offerors due
Responses to Questions posted on City website
Proposals Due by 11:00 AM
Target Award Date:
DATE
January 31, 2024
February 16, 2024
February 23, 2024
March 8, 2024
TBD
2.3 Pre-Decision Conference
After reviewing the proposals received, the City reserves the right to schedule a follow-
up interview with any or all vendors to clarify any outstanding questions or issues.
2.4 RFP Review, Additional Information and Questions
Each Offeror is responsible for carefully examining all RFP documents and thoroughly
familiarizing themselves with each of the City’s requirements prior to their submission of
a proposal to ensure that their responses are in compliance with the RFP.
Each Offeror is responsible for conducting its own investigations and any examinations
necessary to ascertain conditions and requirements affecting the requirements of this RFP.
Failure to perform such investigations and examinations shall not relieve the Offeror from
its obligation to comply, in every detail, with all of the provisions and requirements
contained in the RFP.
Questions regarding the RFP shall be directed to the City’s designee only. Any
impermissible contact with any other City officer or employee regarding the RFP during
the procurement period shall result in the rejection of any such Offeror’s proposal. Offerors
shall communicate in writing only. No other communications with the City’s designee
regarding the RFP are permitted during the procurement period.
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All questions, requests for clarification or additional information must be sent by email to
Raymond Wagner: rwagner@buffalony.gov with a Cc email to Nicole Bongiovanni:
nbongiovanni@buffalony.gov, and must be received no later than 4:00pm, February 16,
2024. The subject line must identify the RFP by title. Offerors shall not communicate with
the City’s designee via any other method or outside of the time period set forth herein.
The answers to questions received via email will be posted on the City’s website at
www.buffalony.gov. No other representatives of the City are to be contacted regarding this
RFP. The City accepts no responsibility for, and the Offeror agrees not to rely upon, any
verbal or written statements or representations from any other person, whether or not
employed by the City.
Offerors are solely responsible for ensuring the City has a current address, e-mail address
and telephone number on file for the Offeror. It is the responsibility of all Offerors to check
the City of Buffalo website for any updates.
The City may, in its sole discretion, also elect to provide both the question(s) and the
written answer(s) to all known Offerors via e-mail. Offerors are solely responsible for
ensuring that the City has accurate contact information, including e-mail address for the
receipt of such correspondence. The City does not assume any responsibility for
undelivered e-mails or for the receipt of any communication sent to any Offeror.
2.5 Addendums and Modifications
The City reserves the right, in its sole discretion, to amend this RFP at any time prior to the
deadline for submission of proposals. In the event that it becomes necessary to revise or
expand upon any part of this RFP, all addendums, amendments, and interpretations to this
RFP will be made in writing and posted on the City’s website at www.buffalony.gov. The
City may also endeavor to notify all Offerors to whom the RFP has been issued.
All addendums shall be incorporated as part of the RFP documents as though they were
originally set forth. The City does not assume any responsibility for the receipt of any
addendum sent to any Offeror.
Any information supplied by the City relative to this RFP must be considered in preparing
proposals. All other contacts that an Offeror may have had before or after receipt of this
RFP with any individuals, employees, subcontractors, consultants or representatives of the
City and any information that may have been read in any news media or seen or heard in
any communication regarding this RFP should be disregarded in preparing responses.
2.6 Proposal Format
Offerors are advised to adhere to the submittal requirements of the RFP. Failure to comply
with the instructions of the RFP may cause their proposal to be rejected. Submission of a
proposal in response to this RFP constitutes acceptance of all requirements outlined in the
RFP.
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Seven (7) copies of the proposal, one (1) original and six (6) copies, along with one (1)
digital copy on a Flash Drive must be provided. Proposals must be prepared on 8-1/2” x
11” paper using a font no smaller than 11-point with one-inch margins, printed double-
sided, and bound on the long side. Each page of the submission must be numbered in a
manner so that it can be uniquely identified. Legibility, clarity, and completeness are
required.
The proposal must be signed by each individual Offeror or their authorized representative
who shall have the authority to legally bind the Offeror(s). The proposal shall also contain
a statement that the proposal, including all proposed prices, contained therein shall remain
firm and irrevocable for a period of ninety (90) days following the City’s receipt of such
proposal and the award of the contract, if any.
In the event that an Offeror cannot comply with any term, condition, or requirement of this
RFP, such non-compliance must be clearly noted on the Offeror’s letterhead and submitted
with the proposal. Offerors are cautioned that such non-compliance may result in
disqualification of their proposal, at the sole discretion of the City. No allowance will be
made for un-noted non-compliance of any kind by the Offeror.
SECTION 3 - SCOPE OF WORK
Currently the City is averaging approximately 20-25 tows per day between private and City
tow truck drivers. The successful Offeror must be able to respond to all tows within 20
minutes of dispatch. Continued failure to respond within the allotted time may result in a
suspension or cancellation of the contract. The successful Offeror must have the capacity
to tow cars, trucks and RV’s and have at least one tow truck with the capability of towing
up to 26,000 pounds.
The Offerors awarded contracts pursuant to the issuance of this RFP will be put on a weekly
rotation. As such, one company will get all the tows for a week. If there are multiple tows
needed at the same time, the City has the right to call other companies as well. Companies
are required to be available for emergency backup situations even when it is not their
rotational week.
Private tow truck drivers must completely fill out “Private Tow Slip” and check-in sheet at
the time of the tow and it must be signed by the driver who performed the tow before being
dropped off to impound staff in order to be paid for the tow.
Once a vendor(s) has been chosen, they will be notified of our vehicle layout plan for the
lot. The chosen vendor(s) will be expected to follow this plan. If the impound staff makes
a determination that the tow truck company has placed a vehicle at an incorrect or
unsatisfactory location, the tow truck company will be responsible for moving the vehicle
or risk losing the reimbursement for the original tow if another company’s services are
required to move the vehicle. A call to the tow truck company will be made to move the
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