HomeMy WebLinkAbout6/20/2012 - STAFF REPORTS - 2.F. FPlM Sa
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City Council Staff Report
DATE: June 20, 2012 CONSENT CALENDAR
SUBJECT: APPROVE RFP FOR ROTATIONAL TOW PROGRAM
FROM: David H. Ready, City Manager
BY: Chief of Police
SUMMARY
Request approval of the solicitation document for "as needed tow services" and
authorize its release, as required under Chapter 11.82 of the Palm Springs Municipal
Code. The recommended action would also authorize an extension of the existing tow
services agreements to October 31, 2012, allowing continued services during
completion of the RFP process.
RECOMMENDATION:
1. Adopt Resolution No. , "A RESOLUTION OF THE CITY COUNCIL OF
THE CITY OF PALM SPRINGS, CALIFORNIA, APPROVING THE REQUEST
FOR PROPOSALS/QUALIFICATIONS FOR THE ROTATIONAL TOW
PROGRAM AND AUTHORIZE STAFF TO ADVERTISE AND SOLICIT
RESPONSES."
2. Approve an extension of the existing tow services agreements with A & A
Towing, Dave's Towing, and Mohica Towing to October 31, 2012, and authorize
the City Manager to execute the necessary documents in a form approved by the
City Attorney.
STAFF ANALYSIS:
From time to time, the Police Department is required to remove vehicles which have
been abandoned, involved in an accident, or which constitute an obstruction to traffic,
from public streets and parking lots. The City's Police Tow Services Ordinance in
Chapter 11.82 of the Palm Springs Municipal Codes sets forth a process by which tow
companies are selected to serve as official police tow companies to provide as needed
vehicle towing and storage services requested by the Palm Springs police Department.
ITEM NO. �r
Resolution No.
Page 2
The City currently has tow service agreements with A & A Towing, Dave's Towing, and
Mohica Towing. Staff has created a new request for proposal/qualifications document
in accordance with the structure set forth in the ordinance. The ordinance requires that
the City Council adopt the solicitation document and authorize the staff to advertise and
release the document to prospective respondents. At the end of the RFP process, the
selected vendor's contracts will return to the Council for final approval.
Staff also recommends an extension of the current tow services agreements to allow
tow services to continue during the completion of the request for proposals.
FISCAL IMPACT:
This is a "no cost" contract — and produces revenues through the vehicle towing
administrative cost recovery fee (VTACR), to cover the City's costs associated with
towing functions.
Alberto Franz II , ieLO Police David H. Ready, Citv AA,� ager
Attachments:
1. Resolution
2. Request for Proposals
02
i
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
PALM SPRINGS APPROVING AND ADOPTING THE
REQUEST FOR PROPOSALS, AND AUTHORIZING THE
CITY CLERK TO ADVERTISE FOR PROPOSALS
WHEREAS, the City Council adopted Ordinance 1686 in order to provide the public and
the City's Police Department with prompt, safe, reliable, and responsive vehicle towing
and storage services; and
WHEREAS, the ordinance establishes that the City Council shall adopt the request for
proposals and authorize the City Clerk to advertise for proposals; and
WHEREAS, the request for proposals has been prepared by staff,
THE CITY COUNCIL OF THE CITY OF PALM SPRINGS DOES HEREBY RESOLVE
AS FOLLOWS:
SECTION 1. That the request for proposals for police tow services is hereby
adopted.
SECTION 2. That the City Clerk is hereby authorized to advertise for proposals.
ADOPTED THIS 20th day of June, 2012.
David H. Ready, City Manager
ATTEST:
James Thompson, City Clerk
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CITY OF PALM SPRINGS
OFFICIAL POLICE TOW SERVICE AGREEMENT
Contractor:
Effective Date:
Table of Contents
RECITALS ..................................................................................................................................... 1
AGREEMENT................................................................................................................................ 2
1.0 SCOPE OF SERVICES...................................................................................................... 2
2.0 CONSIDERATION............................................................................................................ 3
3.0 VTACR FEE.......................................................................................................................4
4.0 TERM AND TERMINATION...........................................................................................4
5.0 LOCATION........................................................................................................................ 5
6.0 PERSONNEL ..................................................................................................................... 5
7.0 TOW SERVICE DUTIES................................................................................................... 8
8.0 RESPONSE TO CALLS AND RESPONSE TIME........................................................... 9
9.0 EQUIPMENT STANDARDS .......................................................................................... 10
10.0 COMMUNICATIONS REQUIREMENTS ..................................................................... 11
11.0 HOURS............................................................................................................................. 12
12.0 VEHICLE IDENTIFICATION ........................................................................................ 12
13.0 STORAGE SERVICE RESPONSIBILITIES .................................................................. 13
14.0 STORAGE FACILITY STANDARDS............................................................................ 14
15.0 IMPOUND VEHICLES-INSIDE STORAGE............................................................... 15
16.0 RECORD KEEPING & REPORTING............................................................................. 15
17.0 LIENS AND DISPOSALS............................................................................................... 17
18.0 PERFORMANCE............................................................................................................. 17
19.0 INSPECTION................................................................................................................... 18
20.0 MOTORISTS ASSISTANCE........................................................................................... 18
21.0 RISK ................................................................................................................................. 18
22.0 INSOLVENCY................................................................................................................. 19
23.0 SUCCESSORS ................................................................................................................. 19
24.0 INDEMNITY.................................................................................................................... 19
25.0 ASSIGNMENT................................................................................................................. 19
26.0 INSURANCE.................................................................................................................... 20
27.0 INTEGRATION............................................................................................................... 22
28.0 AMENDMENT...................................................................................„............................. 22
29.0 NO WAIVER.......................................................................................,............................. 22
30.0 THIRD PARTY BENEFICIARIES.................................................................................. 22
31.0 INDEPENDENT CONTRACTOR...................................................................................22
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32.0 CONTROL........................................................................................................................22
33.0 WORKERS' COMPENSATION..................................................................................... 23
34.0 EXECUTION OF AGREEMENT.................................................................................... 23
35.0 DRY RUNS ......................................................................................................................23
36.0 CITY VEHICLE TOWING............................................................ ...............................23
37.0 RESPONSIBILITY...........................................................................................................24
38.0 TOWING PURSUANT TO ABANDONED VEHICLE ABATEMENT PROGRAM...24
39.0 BREACH OF CONTRACT.............................................................................................. 24
40.0 ACTS OR OMISSIONS OF REPRESENTATIVES .......................................................25
41.0 CHARGES........................................................................................................................25
42.0 NOTICES.......................................................................................................................... 26
43.0 CHANGE OF CIRCUMSTANCES................................................................................. 26
44.0 SEVERABILITY.............................................................................................................. 26
45.0 VENUE............................................................................................................................. 26
46.0 EFFECTIVE DATE.......................................................................................................... 26
SIGNATUREPAGE ....................................................................................................................27
Palm Springs Police Department —II— Official Police Tow Service Agreement
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860478.1
CITY OF PALM SPRINGS
OFFICIAL POLICE TOW SERVICE AGREEMENT
THIS OFFICIAL POLICE TOW SERVICE AGREEMENT (the "Agreement") is
made and entered into this day of , 2012 by and between the CITY OF
PALM SPRINGS, a California municipal corporation (hereinafter referred to as "CITY"),
and (hereinafter referred to as
"OFFICIAL TOW SERVICE"). Any reference in this Agreement to the "Department"
shall be deemed to refer to the Palm Springs Police Department.
RECITALS
A. CITY's Police Department requires the aid and assistance of towing
services on a regular basis in the performance of its emergency response and traffic
control duties, including response to and investigation of vehicular accidents.
B. As a means for providing the necessary towing service, CITY has
approved the use of certain towing service companies who have agreed to contract with
CITY to provide the requisite towing service pursuant to the requirements and
performance criteria established by the CITY's Police Department, as set forth in the
terms and conditions contained herein and in the City of Palm Springs Request for
Proposals/Statements of Qualifications (RFP 14-12) for Towing and Storage of Vehicles
as Requested by the Palm Springs Police Department.
C. Official Tow Service means a towing company selected by the Department
to be used on-call and on a rotational basis for any police emergency or response
situation where the use of a tow truck is required.
D. In order for a towing service company to perform as an Official Tow
Service for CITY, the towing service company must enter into a contractual agreement
with CITY and must be designated by CITY as an Official Tow Service.
E. OFFICIAL TOW SERVICE owns or leases tow trucks and employs
personnel that are capable of providing the desired vehicle towing and storage services
to CITY.
F. CITY desires to designate OFFICIAL TOW SERVICE and OFFICIAL TOW
SERVICE desires to accept and be designated by CITY, as an independent contractor,
for purposes of providing police towing and vehicle impound and storage services for
CITY, pursuant to the terms and conditions set forth in this Agreement.
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NOW, THEREFORE, in consideration of the foregoing recitals, which are
incorporated herein by reference, and the mutual promises, covenants, and conditions
contained herein, the parties agree as follows:
AGREEMENT
The Agreement between the parties hereto shall consist of the following: (1) this
Agreement; (2) the City of Palm Springs Request for Proposals/Statements of
Qualifications (RFP 14-12) for Towing and Storage of Vehicles as Requested by the
Palm Springs Police Department (including Addendum No. 1 thereto) ('RFP"); and, (3)
the signed, original Proposal/Statement of Qualifications submitted by the OFFICIAL
TOW SERVICE in response the RFP ("Proposal'), which shall all be referred to
collectively hereinafter as the "Contract Documents." The RFP and the Proposal are
both hereby incorporated by reference and are made part of this Agreement as though
fully set forth herein. All provisions of the RFP and the Proposal shall be binding on the
parties. Should any inconsistency or ambiguity occur or exist in the Contract
Documents, the provisions of the Agreement, then the provisions of the RFP, then the
provisions of the Proposal shall control. To ensure the efficient performance of police
towing services for the Department, OFFICIAL TOW SERVICE hereby agrees to the
following service provider requirements, specifications, performance criteria, and terms
and conditions:
1.0 SCOPE OF SERVICES
1.1 OFFICIAL TOW SERVICE shall perform vehicle towing, impound, and storage
services as directed by the Department and in addition such other services as
provided in this Agreement, and shall provide necessary storage facilities, tow
services, labor, materials, equipment, machinery, and tools.
1.2 OFFICIAL TOW SERVICE shall comply with all federal, state, and local laws,
ordinances, rules, and regulations that regulate tow units and the impound,
towing, storage, selling, or junking of vehicles. Specific services include, but are
not limited to, towing and storage of vehicles involved in accidents or disabled for
other causes (when alternate towing is either not appropriate or is not requested
by the owner or operator of the vehicle) and towing and storing of vehicles which
for other reasons are within the jurisdiction of the Palm Springs Police
Department, including impounded/forfeited vehicles under the provisions of
California Vehicle Code 14602.6 and 14607.6. OFFICIAL TOW SERVICE shall
be able to properly conduct a lien sale as outlined in Division 11, Chapter 10,
Article 2, beginning with Section 22851 of the California Vehicle Code.
1.3 OFFICIAL TOW SERVICE shall also provide the following special services to the
CITY, at no charge to CITY:
1.3.1 Towing services necessary to support the City's Thursday night
Villagefest. On a weekly rotation, OFFICIAL TOW SERVICE shall remove
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cars from areas within the Villagefest boundaries, coordinating with
Villagefest staff and the Department.
1.3.2 CITY vehicle towing, as further described in Section 36.0 hereof.
1.3.3 As-needed abatement of vehicles from private property at the direction of
the CITY's Code Enforcement Officers in accordance with the CITY's
Abandoned Vehicle Abatement Program, as further described in Section
38.0 hereof.
1.4 OFFICIAL TOW SERVICE is hereby designated as an authorized police tow
service provider for CITY by the Chief of Police. All trucks, personnel, and
equipment used by OFFICIAL TOW SERVICE in the performance of this
Agreement shall be owned by or leased to OFFICIAL TOW SERVICE and shall
be subject to all provisions and performance standards set forth herein.
1.5 The OFFICIAL TOW SERVICE acknowledges and agrees that this Agreement to
provide tow services as set forth herein is non-exclusive. CITY intends to
concurrently contract with other designated tow service providers. CITY shall
utilize the services of each tow service provider as CITY, in its sole discretion,
deems necessary and appropriate.
2.0 CONSIDERATION
In consideration of OFFICIAL TOW SERVICE's agreement to perform the
services provided for herein, CITY agrees that throughout the term of this Agreement,
OFFICIAL TOW SERVICE shall have:
2.1 The right to tow, impound, and store vehicles at the direction of the Department
within the jurisdictional boundaries of CITY, subject to the Department's
rotational call-for-service system, as it may be amended from time to time, at the
Department's sole discretion, and the right to identify itself as an official police
tow service provider for CITY.
2.2 Provided, however, that nothing contained herein shall deprive the owner or
operator of a vehicle from requesting and receiving towing services from a
person or entity other than OFFICIAL TOW SERVICE.
2.3 Provided, however, that when, in the opinion of the Department, an emergency
exists or where OFFICIAL TOW SERVICE is either unable or unwilling for any
reason to provide adequate or timely tow service, then the Department shall have
the right to call other qualified tow services. Under such circumstances, the
decision to call another tow service shall be at the exclusive discretion of the
Department.
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3.0 VTACR FEE
3.1 In accordance with Sections 11.82.090 and 11.82.100 of the Palm Springs
Municipal Code, on or before the Effective Date of this Agreement, and or before
each annual anniversary of the Effective Date, OFFICIAL TOW SERVICE shall
pay CITY a vehicle towing administrative cost recovery fee for the CITY's
administering this Agreement and operating a vehicle towing program ("VTACR
fee"), in an amount established by the City Council and/or the Chief of Police
pursuant to Palm Springs Municipal Code Section 11.82.100, as it may be
amended from time to time. In lieu of an annual payment as required under this
Section, the annual fee may be divided into four quarterly installments with the
first payment being due and payable on or before January 1, 2013 and with each
successive installment being due and payable on the first day of each successive
quarter, commencing on March 1, 2013.
3.2 When OFFICIAL TOW SERVICE fails, neglects, or refuses to pay or remit the
VTACR fee under this Chapter, or otherwise pays the VTACR fee but later
cancels or stops payment on it, and in either situation that fee's payment or
remittance is lawfully due or owing, the entire amount of the unpaid or non-
remitted VTACR fee constitutes a debt to the City by OFFICIAL TOW SERVICE,
from whom the City may recover in a civil action. The failure to timely pay the
VTACR shall also be deemed a material breach of this Agreement and the CITY
may terminate the Agreement as provided for herein.
4.0 TERM AND TERMINATION
4.1 This Agreement shall remain in effect for three (3) years from the Effective Date.
This Agreement may be reviewed at the conclusion of the initial three (3) year
period and extended for up to two (2) one (1) year periods by mutual written
agreement of the parties.
4.2 Subject to the requirements of Palm Springs Municipal Code Section 11.82.150,
as it may be amended from time to time, this Agreement may be cancelled,
revoked, and/or suspended by CITY at any time during the three (3) year term, or
the subsequent one (1) year terms if extended, upon OFFICIAL TOW
SERVICE's breach of this Agreement. In the event of termination for cause by
CITY, OFFICIAL TOW SERVICE shall be compensated for those services that
have been fully and adequately completed and accepted by the Department as of
the date of termination. Termination of this Agreement for cause may be
considered by CITY in determining whether to enter into future contracts with
OFFICIAL TOW SERVICE.
4.3 This Agreement may also be cancelled without cause upon sixty (60) days
written notice provided by either party. In the event that CITY should cancel,
revoke, or suspend OFFICIAL TOW SERVICE's work pursuant to this Section
4.3, OFFICIAL TOW SERVICE shall be entitled to payment for services fully and
adequately provided hereunder prior to the effective date of the cancellation,
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860478.1
revocation, or suspension and shall further be entitled to reimbursement of any
portion of the VTACR fee that reflects OFFICIAL TOW SERVICE payment of the
VTACR fee for any portion of the term cancelled, revoked, or suspended by the
City. OFFICIAL TOW SERVICE shall provide documentation deemed adequate
by the Department to show the services actually completed by OFFICIAL TOW
SERVICE prior to the effective date of termination. OFFICIAL TOW SERVICE'S
sole remedy for CITY'S cancellation, revocation, or suspension of work pursuant
to this Section 4.3 shall be the payment of funds as expressly provided in this
Section 4.3.
4.4 In the event this Agreement is terminated, in whole or in part, as provided by this
Section, CITY may procure, upon such terms and in such manner as it deems
appropriate, services similar to those terminated.
4.5 The rights and remedies of the parties provided in this section are in addition to
any other rights and remedies provided by law or under this Agreement,
including, but not limited to, those rights and remedies set forth in Palm Springs
Municipal Code Section 11.82.150, as it may be amended.
5.0 LOCATION
5.1 All storage facilities that are utilized to store police-stored or impounded vehicles
by OFFICIAL TOW SERVICE shall be located within the corporate city limits of
the City of Palm Springs.
5.2 All vehicles stored or impounded at the direction of the Department shall be
towed, without delay, directly to OFFICIAL TOW SERVICES'S impound and
storage facilities, unless the Department or other person legally in charge of the
vehicle requests that it be taken to some other location.
5.3 Any change in OFFICIAL TOW SERVICE's operating/facility locations shall be
reported, in writing, to the Department at least thirty (30) days prior to making
such change.
6.0 PERSONNEL
6.1 OFFICIAL TOW SERVICE shall ensure that its employees and tow truck
operators are qualified and competent employees of the company and are
sufficiently trained and capable to ensure the safe and proper discharge of their
service responsibilities. All tow truck operators shall be trained and proficient in
the use of the tow truck and related equipment, including, but not limited to, the
procedures necessary for the safe towing and recovery of the various types of
vehicles serviced through the Department rotation program, OFFICIAL TOW
SERVICE shall ensure that each tow truck operator and employee providing
dispatch services for OFFICIAL TOW SERVICE participate in one (1) customer
service training offered by, but not limited to, a local community college or tow
industry association, at least once every two years.
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6.2 All OFFICIAL TOW SERVICE tow truck operators shall be required to have all
necessary certificates required by the State of California to operate a tow truck,
including a valid California Tow Truck Driver Certification and California Driver's
Licenses in the proper class pursuant to Vehicle Code Sections 12520 and
12804.9(b). Within ten (10) days of the Effective Date of this Agreement, and
annually thereafter (within ten (10) days of the anniversary of the Effective Date
of this Agreement), OFFICIAL TOW SERVICE shall provide a list of its tow truck
operators and a CHP Form 234F (Tow Operator/Driver Information) for each tow
truck operator and such other executed releases and authorizations as the CITY
may require to allow the Department to conduct a background check, including,
but not limited to a Department a State of California Department of Motor
Vehicles ("DMV") printout, and fingerprints for each tow truck operator to be
utilized in Department tow program. Any subsequent employment of a new tow
truck operator shall be reported in writing to the Department immediately,
including submittal of the above-referenced materials.
6.3 All OFFICIAL TOW SERVICE tow truck operators shall be required to have a
safe driving record, be 18 years of age or older, and be subject to driving record
and criminal background checks by the Department.
6.4 The OFFICIAL TOW SERVICE shall have an alcohol and drug program that
includes, at a minimum, an alcohol and drug free workplace policy, and a tow
truck operator alcohol/drug-testing program that complies with the U.S.
Department of Transportation requirements to the extent allowed by law,
including random alcohol and drug testing. Any tow truck operator found working
under the influence of alcohol or drugs shall be immediately removed from
operating a tow truck and from providing any further services pursuant to this
Agreement. The alcohol and drug program shall meet the following requirements:
6.4.1 A contract with a program administrator and authorized lab certified by the
U.S. Department of Transportation; and
6.4.2 Procedures and components substantially as in Part 40 of Title 49 of the
Code of Federal Regulations for pre-employment; and
6.4.3 Procedures and components substantially as in Part 382 of Title 49 of the
Code of Federal Regulations for rehabilitation, retum-to-duty and follow up
testing; and
6.4.4 Procedures and components for random testing following U.S.
Department of Transportation guidelines, and additional tests as required
following accidents, rehabilitation, return-to-service, and other
circumstances providing reasonable suspicion to test; and
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6.4.5 Monthly reports of the random testing component shall be filed with the
DEPARTMENT by the program administrator no later than the 10"' day
following the end of the previous monthly reporting period; and
6.4.6 The OFFICIAL TOW SERVICE and program administrator's alcohol and
drug program records shall be made available to the DEPARTMENT upon
request; and
6.4.7 Drivers must show a valid California driver's license at the time and place
of testing; and
6.4.8 All test results are kept confidential except that the DEPARTMENT is
authorized to receive copies for its administrative purposes, and except as
otherwise authorized or required by law.
6.5 OFFICIAL TOW SERVICE shall participate in the California Department of Motor
Vehicles (DMV) Employer Pull Notice Program, or any similar program as may
be approved by the Department.
6.6 OFFICIAL TOW SERVICE shall not employ in the performance of services
pursuant to this Agreement any tow truck operator convicted of or having pled
nolo contendere to a crime involving a stolen vehicle, stolen property, violence,
drugs or moral turpitude, fraud related to the towing business, a violation of any
of the provisions of Vehicle Code Section 22658, or misdemeanor or felony
driving while under the influence of alcohol or drugs, or the crimes listed in
Vehicle Code Section 13377. If any tow truck operator is charged with any of the
above-listed crimes, OFFICIAL TOW SERVICE shall immediately suspend that
operator from duties under this Agreement pending the outcome of the criminal
case.
6.7 OFFICIAL TOW SERVICE tow truck operators shall maintain acceptable
standards of dress, including uniforms, and cleanliness while on duty in the
community.
6.8 OFFICIAL TOW SERVICE tow truck operators shall fully cooperate with and
abide by the instructions of the Department's officers.
6.9 If any tow truck operator becomes ineligible to provide operator services under
this Agreement, the OFFICIAL TOW SERVICE shall immediately notify the
Department in writing of such ineligibility and the reason(s) therefore.
6.10 If requested by the Department, all OFFICIAL TOW SERVICE tow truck
operators shall obtain from the Department a clip-on identification tag, which
such operator shall wear at all times when performing services pursuant to this
Agreement in order to allow ease of tow truck operator identification.
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6.11 While involved in the Department rotation tow operations or related business,
OFFICIAL TOW SERVICE and its employees shall refrain from any act(s) of
misconduct, including but not limited to, any of the following enumerated acts. At
the sole discretion of the Police Chief or his/her designee, non-compliance with
this section may constitute grounds for disciplinary action.
6.11.1 Rude or discourteous behavior.
6.11.2 Lack of service, selective service, or refusal to provide service which
OFFICIAL TOW SERVICE should be capable of performing.
6.11.3 Any act of sexual harassment or sexual impropriety.
6.11.4 Unsafe driving practices.
6.11.5 Exhibiting any objective symptoms of alcohol and/or drug use.
6.11.6 Appearing at the scene of a Department rotation tow call with the odor of
an alcoholic beverage emitting from his/her breath. Tow truck operators
shall submit to a preliminary alcohol screening test upon demand of the
Department.
7.0 TOW SERVICE DUTIES
After being dispatched to the scene by the Department, OFFICIAL TOW
SERVICE tow truck operators shall comply with the following:
7.1 Not move nor attach a tow truck to any vehicle until instructed to do so by the
investigating officer of the Department;
7.2 Cooperate with the investigating officer of the Department in removing hazards
and/or illegally parked vehicles, and in the storing or impounding of such vehicles
as requested. It is the duty of the police officers to determine when a vehicle
should be impounded or moved, and the tow truck attendant'shall abide by their
decisions;
7.3 On collision calls, clean-up and remove all debris from the accident scene,
including but not limited to, clean-up and removal of all hazardous
materials/vehicle fluids in the street with absorbent material, as directed by
Department officers and Section 27700 of the California Vehicle Code;
7.4 Provide the owner or driver of towed vehicles (when present at scene) with an
OFFICIAL TOW SERVICE business card indicating where vehicle will be stored
or impounded (including address and telephone number); and
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7.5 Deliver upon request all personal property located within stored or impounded
vehicles upon: (a) presentation of proper identification; and (b) in the case of
impounded vehicles, written authorization by the Department.
8.0 RESPONSE TO CALLS AND RESPONSE TIME
8.1 All official police tow service providers, including OFFICIAL TOW SERVICE, shall
be placed on a "rotation list' in an initial order to be determined by the Police
Chief. The rotation list shall be used whenever a driver or owner of a disabled
vehicle is unable to specify a particular garage or tow service, or whenever a
Department employee stores or impounds a vehicle and the driver or owner is
not present or is not consulted.
8.2 OFFICIAL TOW SERVICE shall be called in response to a Department request
upon the occurrence of its turn in rotation. Whenever OFFICIAL TOW SERVICE
cannot, for any reason, respond with any equipment needed to accomplish the
requested service within the response time specified herein, it shall be passed
over and the next official police tow service provider on the list will be called.
OFFICIAL TOW SERVICE shall become eligible to provide service again only in
its next turn in rotation. Whenever a Department employee determines that an
emergency exists because OFFICIAL TOW SERVICE is unable, for any reason,
to provide adequate tow service, the Department employee shall have the right to
have such services performed by any other means available. In the event a
Department employee cancels a rotation tow due to no fault on the part of the
official police tow service provider, that provider shall be placed on the top of the
rotation list for the next requested tow.
8.3 When OFFICIAL TOW SERVICE will be temporarily unavailable to provide
services due to a preplanned/scheduled activity (i.e., vacations, maintenance,
medical leave, etc.), OFFICIAL TOW SERVICE shall notify the Department at
least twenty-four (24) hours prior to the date that services will be unavailable,
noting times and dates of the unavailability.
8.4 When responding to a Department call, OFFICIAL TOW SERVICE shall perform
the towing or service required for which it was called. This requirement may be
waived by the Department officer in charge, if the requested equipment is
inadequate for the service to be performed; provided, however, if OFFICIAL
TOW SERVICE supplies the wrong equipment, it shall be placed upon the
bottom of the Department rotation list.
8.5 OFFICIAL TOW SERVICE shall not respond to a Department call assigned to
another official police tow service provider unless requested to do so by the
Department. If the OFFICIAL TOW SERVICE tow truck operator responding to a
Department call requires the assistance of an additional tow truck at the scene,
OFFICIAL TOW SERVICE may, subject to the prior approval of the Department
officer in charge, request the official police tow service provider next on the
Department rotation list to assist it.
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8.6 OFFICIAL TOW SERVICE dispatcher shall notify the Department when a tow
vehicle cannot respond immediately, give the reason for the delay, and an
estimated time of arrival. In the event of an additional delay, OFFICIAL TOW
SERVICE dispatcher shall again notify the Department and give the new
estimated time of arrival. To ensure a timely response, the Department, in its
sole discretion, may cancel any call-for-service because of a response delay and
may request service from the next official police tow service in the rotation.
8.7 If the OFFICIAL TOW SERVICE telephone or radio is not promptly answered, or
if the line is busy when called by the Department after two (2) attempts, the
OFFICIAL TOW SERVICE being called will be bypassed and the Department
shall select the next tow service in the rotation.
8.8 If, while rendering assistance in response to a DEPARTMENT call for towing, a
second Department call for towing is generated to the OFFICIAL TOW
SERVICE, the OFFICIAL TOW SERVICE tow truck operator shall, before
responding to the second call, ensure that all vehicles at the first site are
sufficiently clear of the roadway so that no obstruction to normal traffic exists.
Once the second call is handled to conclusion, the vehicles at the first site may
be towed as necessary.
8.9 OFFICIAL TOW SERVICE agrees that, for any thirty day period, the average
response time pursuant to requests for tow service by the Department, shall not
exceed fifteen minutes. OFFICIAL TOW SERVICE also agrees that the
maximum response time for any single request for tow service by the Department
shall not exceed twenty minutes. Response time is defined as the elapsed time
between the relaying of the tow service request to the tow service provider and
arrival of the tow vehicle on the scene.
9.0 EQUIPMENT STANDARDS
9.1 OFFICIAL TOW SERVICE shall provide towing equipment capable of providing
for the following services:
9.1.1 Recovery trucks with an adjustable boom with at least eight ton lifting
capacity.
9.1.2 Wheel lift towing.
9.1.3 Roll back/flatbed towing.
9.1.4 Towing in parking garages.
9.1.5 Towing from off-road areas.
9.1.6 Towing of large and oversized vehicles.
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9.1.7 Towing of motorcycles without causing additional damage.
9.2 OFFICIAL TOW SERVICE shall own or have leased to it at least three (3) tow
trucks that will be based at its storage facilities and will be available to perform
official towing services at all times during the term of this Agreement. Each of
these tow trucks must have a minimum capacity of 14,000 GVW. At least one of
these tow trucks must be a flatbed tow truck. At least one of these tow trucks
shall have a lifting capacity of eight (8) tons.
9.3 OFFICIAL TOW SERVICE vehicles shall be equipped as tow trucks in
compliance with the provisions of the California Vehicle Code including, but not
limited to, Sections 615, 24605, 25100, 27700, and 27907. Tow trucks shall be
equipped with red flares, lanterns or reflectors, hand tools, crow-bar, rope,
broom, shovel, dustpan, absorbent material for clean-up of hazardous materials,
fire extinguisher, portable red tail lights and stop lights for towed vehicles,
equipment for opening locked vehicles, and safety chains.
9.4 Any equipment used and maintained by OFFICIAL TOW SERVICE shall be
available for inspection by the Department upon request. OFFICIAL TOW
SERVICE vehicles shall be subject to random inspection by the department.
9.5 Throughout the term of this Agreement, OFFICIAL TOW SERVICE shall maintain
in a neat and clean manner and in good working condition its storage facilities
and improvements thereon, and all vehicles, facilities, equipment, and materials
used by OFFICIAL TOW SERVICE in the performance of the services required
under this Agreement. Any deletions from the OFFICIAL TOW SERVICE tow
truck fleet shall be immediately reported, in writing, to the Department.
10.0 COMMUNICATIONS REQUIREMENTS
10.1 OFFICIAL TOW SERVICE shall maintain a twenty-four (24) hour per day
telephone answering service to receive calls from the public and the Department.
10.2 OFFICIAL TOW SERVICE shall require its telephone answering service to retain
data and records relating to the CITY's requests for towing services on premises
for the term of this Agreement.
10.3 OFFICIAL TOW SERVICE shall require its answering service to promptly accept
and relay requests for towing services made by the CITY. Failure or refusal to
promptly relay the CITY's requests for towing services shall constitute failure to
comply the requirements, terms and conditions of this Agreement and may result
in suspension or termination of the Agreement.
10.4 OFFICIAL TOW SERVICE shall install and maintain, to the satisfaction of CITY,
at all times during the term of this Agreement, radio or cellular telephone
transmission and reception contact between the OFFICIAL TOW SERVICE
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dispatcher and each OFFICIAL TOW SERVICE tow vehicle. Such
communication contact shall be maintained twenty-four (24) hours a day, seven
(7) days a week.
10.5 OFFICIAL TOW SERVICE shall provide to the Department a list of telephone
numbers to be called in order of priority, and immediately upon any change in
such telephone numbers or in the priority thereof shall notify the Department in
writing with the effective date of such change.
11.0 HOURS
11.1 OFFICIAL TOW SERVICE's business office shall be located within its storage
yard and attended at all times for servicing the public and the CITY from 8:00
a.m. to 5:00 p.m., Monday through Friday, except for the holidays of January 1,
known as New Years Day; third Monday in January, known as Dr. Martin Luther
King Jr.'s Birthday; third Monday in February, known as Washington's
Birthday/President's Day; last Monday in May, known as Memorial Day; July 4,
known as Independence Day; first Monday in September, known as Labor Day;
the second Monday in October, known as Columbus Day; November 11, known
as Veteran's Day; fourth Thursday in November, known as Thanksgiving Day;
and December 25, known as Christmas Day. If January 1, July 4, November 11
or December 25 fall upon a Sunday, the Monday following is a holiday and if they
fall upon Saturday, the preceding Friday is a holiday. OFFICIAL TOW SERVICE
may make an additional charge for after normal business hours release of
vehicles consistent with the guidelines or provisions of the City Council resolution
establishing fees and charges for tow services.
11.2 OFFICIAL TOW SERVICE shall provide twenty-four (24) hour towing service,
seven (7) days a week, during the term of this Agreement.
11.3 OFFICIAL TOW SERVICE shall ensure that there will be an employee on call
capable of being present or available for releasing impounded or stored vehicles
to the public twenty-four(24) hours a day, seven (7) days a week.
12.0 VEHICLE IDENTIFICATION
12.1 Each OFFICIAL TOW SERVICE vehicle shall display identification signs, in
compliance with Section 27907 of the California Vehicle Code. OFFICIAL TOW
SERVICE shall not display any signs or advertising that indicate the OFFICIAL
TOW SERVICE is an official towing service or police garage of the CITY.
12.2 OFFICIAL TOW SERVICE shall not, through their advertisements or otherwise,
in any way publicize any official or other business connection with CITY, nor shall
OFFICIAL TOW SERVICE advertise any address or telephone number of the
CITY as a location to call for vehicle towing and storage service.
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13.0 STORAGE SERVICE RESPONSIBILITIES
13.1 OFFICIAL TOW SERVICE shall be responsible for all vehicles, accessories, and
equipment thereon, and all personal property therein, stored by it. It shall be
OFFICIAL TOW SERVICE's duty to protect such stored vehicles, accessories,
equipment, and property against all loss, damage by fire, theft, or other causes.
In the event of loss or damage to a stored vehicle, its accessories or equipment,
or personal property contained in the vehicle, OFFICIAL TOW SERVICE shall be
responsible to the owner for all losses or damages.
13.2 OFFICIAL TOW SERVICE shall be responsible for the acts and omissions of its
employees while on duty. OFFICIAL TOW SERVICE shall be responsible for
any property damage caused by the active or passive negligence of OFFICIAL
TOW SERVICE or its employees.
13.3 OFFICIAL TOW SERVICE shall abide by all federal, state, and local laws
pertaining to the disposal of unclaimed vehicles and shall not use any vehicle
stored or impounded as a result of tow ordered by the Department for any
purpose except as expressly authorized under this Agreement.
13.4 All vehicles stored or impounded by OFFICIAL TOW SERVICE as a result of a
tow ordered by the Department shall be towed directly to an official storage lot,
unless the Department or other person legally in charge of the vehicle requests
that it be taken to some other location. Vehicle release fees shall be limited to
those established by resolution of the City Council of the City of Palm Springs.
13.5 OFFICIAL TOW SERVICE shall release vehicles stored or impounded by the
Department pursuant to authorization provided by appropriate employees of the
Department. Such authorization shall be in writing on a form provided by the
Department or may be given verbally by employees authorized by the
Department to provide verbal releases.
13.6 All vehicles stored or impounded as a result of a tow ordered by the Department
shall be made available during business hours to the owner of the vehicle or his
representative, or any authorized insurance agent, insurance adjuster, or any
body shop or car dealer, for the purpose of estimating or appraising damages,
except vehicles with a "police hold."
13.7 Personal property in vehicles stored by OFFICIAL TOW SERVICE shall not be
disposed of to defray any charges for the towing or storage of a vehicle; and, if
not called for by the owner within thirty (30) days after date of notice by the
Department of impound or storage, all such property shall be disposed of in
accordance with all State, County and Municipal laws, statutes, ordinances and
regulations, including without limitation, Vehicle Code Section 10652 (reporting
storage of vehicles over thirty days).
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13.8 OFFICIAL TOW SERVICE shall take all reasonable precautions required by the
Department to avoid damage to any evidence, such as fingerprints or stains.
13.9 OFFICIAL TOW SERVICE shall take whatever actions and precautions
necessary to protect the engines, trunks and interior areas of all stored or
impounded vehicles against the elements by rolling up windows, closing doors,
trunk lids and hoods, and, if necessary, covering the vehicle or parts thereof
exposed to the weather with plastic, canvas or other waterproof covering.
13.10 OFFICIAL TOW SERVICE shall park all stored or impounded vehicles in such a
manner as to prevent any damage while other vehicles are being moved or
parked in the vicinity of said vehicles.
14.0 STORAGE FACILITY STANDARDS
14.1 OFFICIAL TOW SERVICE shall provide a secure and environmentally safe
vehicle storage facility with a minimum of fifteen thousand (15,000) usable
square feet.
14.2 The vehicle storage facility must be located within the corporate City limits of the
City of Palm Springs.
14.3 The vehicle storage facility must be completely enclosed by a six foot high wall or
fence with no holes, gaps or other unsecured openings, and a gate. The wall or
fence shall have two or more strands of barbed wire installed in such a manner
as to discourage access over the top of the wall or fence, or the wall shall be a
minimum of eight feet in height without barbed wire. All gates into the storage
yard shall meet the same standards required of the wall or fence. Any damage
to walls, fences or gates which allows unauthorized access must be repaired
within twenty-four hours.
14.4 The vehicle storage facility shall have adequate lighting, and comply with all
applicable building codes, zoning regulations, environmental laws and
regulations, and any and all the applicable laws, rules and regulations
established by federal, state, county and/or city governments.
14.5 OFFICIAL TOW SERVICE shall not perform any work in the vehicle storage
facility upon any vehicle stored or impounded by the Department without first
obtaining authorization from the Department and the registered owner of the
vehicle.
14.6 OFFICIAL TOW SERVICE shall not dispose of any impounded vehicle, through
any process whatsoever, without first obtaining authorization from the
Department. Nothing herein shall be deemed to prevent or prohibit OFFICIAL
TOW SERVICE from commencing the lien sale process on any such impounded
vehicle.
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14.7 If OFFICIAL TOW SERVICE videotapes or otherwise records images of the
storage facility, such videotape and photographs shall be maintained by the
OFFICIAL TOW SERVICE for at least thirty (30) days.
14.8 Throughout the term of this Agreement, OFFICIAL TOW SERVICE shall maintain
all offices, storage facilities and equipment in a neat, clean and organized
manner.
14.9 All OFFICIAL TOW SERVICE's records, equipment, and storage facilities will be
subject to periodic checks by the Department or other CITY investigators during
normal business hours. OFFICIAL TOW SERVICE shall provide access to
employees of CITY at any time during normal business hours, for the purpose of
inspection or audit to determine that the objectives and conditions of this
Agreement are being fulfilled.
15.0 IMPOUND VEHICLES
15.1 Vehicles that have been impounded by order of the Department shall not be
released, lien sold, worked on, altered, or tampered with, without a written
release from the Department.
15.2 OFFICIAL TOW SERVICE shall maintain its facilities and equipment in the
manner described in the Proposal.
15.3 The Department shall have sole access to such separate impound facilities when
vehicles are being held for evidence.
15.4 The Department shall designate when a vehicle is to be placed into inside
impound storage. Vehicles placed into this impound space shall not be removed
from such protection until approved and authorized in writing,by the investigating
officer of the Department.
15.5 OFFICIAL TOW SERVICE shall notify the Department of any vehicles being
stored within the CITY pursuant to private party storage requests immediately
prior to commencement of the towing of such vehicles.
16.0 RECORD KEEPING & REPORTING
16.1 OFFICIAL TOW SERVICE shall record and log the time each call is received, the
time of dispatch, the time of arrival, and the time in or of the end of service on
every tow truck assignment Such records shall be available and open to CITY
examination.
16.2 OFFICIAL TOW SERVICE shall maintain at its place of business, complete and
accurate records of all tow services furnished under this Agreement, including a
description of all vehicles towed, impounded, or stored at the request of the
Department, the nature of services performed with respect to each tow
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assignment, the start time, end time, location of, and name of the tow truck driver
for each towing assignment, and the itemized charges accrued on each vehicle
for towing and storage.
16.3 Record systems must provide for immediate access, upon inquiry by the
Department, to the following information:
16.3.1 Locate vehicle from the Department record number.
16.3.2 Locate vehicle from license number only.
16.3.3 Locate vehicle from make, color, date, and location of impound.
16.3.4. Date of filing all lien sale documents with DMV.
16.4 OFFICIAL TOW SERVICE shall also maintain business records relating to
personnel, insurance, personnel taxes, payroll, applicable operating authorities,
local operating authorities, lien sale actions, FCC licensing, and non-Department
tows.
16.5 The Department, or other CITY staff as may be designated by the Police Chief,
may inspect all OFFICIAL TOW SERVICE records required to be maintained
pursuant to this section without notice during normal business hours. OFFICIAL
TOW SERVICE shall permit the Department to make copies of business records
at its place of business, or to remove business records for the purpose of
reproduction. The Department shall provide a receipt for any original records
removed from OFFICIAL TOW SERVICE's place of business.
16.6 All records required to be maintained by OFFICIAL TOW SERVICE pursuant to
this section shall be maintained and available for inspection for a period of two
years beyond the expiration date of the original Agreement and any extension(s)
thereof.
16.7 OFFICIAL TOW SERVICE shall submit a monthly report to the Chief of Police
and Finance Director, which shall include the following information:
16.4.1 Total Department impounds and storages;
16.4.2 Number of times dispatched by the Department;
16.4.3 Number of calls for service resulting in impounds;
16.4.4 Number of vehicles sold on lien sale under authority of Civil Code
Section 3072, as may be amended from time to time;
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16.4.5 Number of vehicles sold under authority of Civil Code Section 3073, as
may be amended from time to time;
16.4.6 Certification of (a) the availability of the names and addresses of buyers
and description of vehicles when sold and (b) that such names,
addresses, and descriptions are available for inspection by the Chief of
Police and the Finance Director; and
16.4.7 Number of calls for service answered in which time beyond one hour was
required to handle.
17.0 LIENS AND DISPOSALS
17.1 OFFICIAL TOW SERVICE shall provide the Department with a list of unclaimed
vehicles thirty (30) days before they are scheduled to be disposed of or sold. On
or before the 10th of each month, OFFICIAL TOW SERVICE shall furnish to the
Department a list of all vehicles that have been sold at lien sales during the
previous month, and date of the action. The list shall include the vehicle owner's
name, address, vehicle make, year and model, license number, VIN number, and
Department record number. Copies of all lien sale documents shall be
resubmitted with such list. The documents shall be dated and include all charges
imposed on each sale.
17.2 OFFICIAL TOW SERVICE shall abide by all federal, state, and local laws
pertaining to the disposal of unclaimed vehicles and shall not use any vehicle
stored or impounded as a result of tow ordered by the 'Department for any
purpose except as expressly authorized under this Agreement.
18.0 PERFORMANCE
18.1 OFFICIAL TOW SERVICE shall perform the services required under this
Agreement in an ethical, professional, and orderly manner and shall endeavor to
obtain and keep the confidence of the motoring public.
18.2 OFFICIAL TOW SERVICE's performance of all terms and conditions set forth
herein shall be monitored and verified by the Supervisor or Sergeant of the
Department's Traffic Division.
18.3 OFFICIAL TOW SERVICE acknowledges and agrees that the minimum
performance standards required under this Agreement shall include the
performance standards described in the RFP, but not be limited to, the following:
18.3.1 Timely payment to CITY of VTACR Fee.
18.3.2 Timely submission of all required monthly reports.
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18.3.3 No more than three (3) "passes" on tow assignments within a single
calendar month.
18.3.4 The ability to maintain an average response time of fifteen (15) minutes
or less.
18.3.5 Successful re-inspection of equipment and facilities.
18.3.6 Maintenance of an error rate of less than ten (10) percent on tow
invoices, as determined by a random audit of thirty (30) tow invoices.
18.3.7 A complaint ratio involving incidents of misconduct as provided in
Section 6.11 of this Agreement of not more than one (1) percent of all
tow requests.
19.0 INSPECTION
19.1 All real property and improvements thereon, and all facilities, equipment, and
materials used by OFFICIAL TOW SERVICE in the performance of this
Agreement shall upon request by the Department be open to immediate
inspection by the Chief of Police or his or her designee.
20.0 MOTORISTS ASSISTANCE
20.1 Whenever a motorist requests tow assistance and does not specify a particular
tow company or membership agency, the service shall be assigned to the
OFFICIAL TOW SERVICE in accordance with the Department's adopted
rotational call-for-service system. All charges arising out of such assistance
assigned to the OFFICIAL TOW SERVICE shall be the exclusive responsibility of
OFFICIAL TOW SERVICE and the requesting motorist. The Department shall not
be liable for any charges whatsoever arising out of a motorist assistance call.
OFFICIAL TOW SERVICE shall not charge such motorist more than the rates
specified in this Agreement.
21.0 RISK
21.1 OFFICIAL TOW SERVICE assumes all risk in the event of damage, theft, fire, or
otherwise, of the vehicles or any other property towed, impounded, or stored by
OFFICIAL TOW SERVICE, its employees or agents.
21.2 Notwithstanding any other term or condition herein, in responding to a call from
the Department, OFFICIAL TOW SERVICE shall have no, claim whatsoever
against CITY or any right to recover from City for the cost of any of the services it
renders in the performance of this Agreement. OFFICIAL TOW SERVICE shall
look solely and exclusively to the owner of the vehicle, towed, impounded, or
stored for payment of the services provided by the OFFICIAL TOW SERVICE.
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21.3 OFFICIAL TOW SERVICE shall assume the entire risk of nonpayment of any
service charges incurred pursuant to this Agreement.
22.0 INSOLVENCY
22.1 OFFICIAL TOW SERVICE shall not, without the prior written consent of the Chief
of Police, suffer either the appointment of a receiver to take possession of all or
substantially all of the assets of OFFICIAL TOW SERVICE or make a general
assignment of such assets for the benefit of creditors. Any such action taken or
suffered by OFFICIAL TOW SERVICE under any insolvency or bankruptcy
proceeding constitutes a breach of contract by OFFICIAL TOW SERVICE and all
property assigned by CITY for safe care shall be "released" to another assigned
service provider, as specified by the Chief of Police or his or her designee, with a
reimbursement for towing, storage, and related fees borne by the service
provider assuming the new responsibility.
23.0 SUCCESSORS
23.1 Each of the terms and conditions of this Agreement shall inure to the benefit of
and shall bind, as the case may be, not only the parties hereto, but each and
every one of the heirs, executors, administrators, successors, assignees, and
legal representatives of the parties.
24.0 INDEMNITY
24.1 OFFICIAL TOW SERVICE shall protect, defend, indemnify, and hold harmless
CITY, its Council Members, officials, officers, employees and agents, against,
without limitation, any and all claims, demands, debts, obligations, liabilities,
judgments, actions, penalties, fines, costs, expenses and attomeys' fees of every
kind and description arising out of or connected in any way with OFFICIAL TOW
SERVICE's performance under this Agreement, including but not limited to: (1)
any claim or action relating to the preparation of vehicles for towing; (2) any claim
or action relating to the towing of vehicles; (3) any claim or action relating to the
storage, impound, and maintenance activities; (4) any claim or action relating to
the sale or disposal of vehicles pursuant to this Agreement; and (5) workers'
compensation.
25.0 ASSIGNMENT
25.1 OFFICIAL TOW SERVICE shall not assign its rights or delegate or otherwise
transfer its obligations under this Agreement to any other person or entity without
the prior written consent of CITY, which consent shall not be unreasonably
withheld. Any such assignment without the prior consent of CITY shall be void
and the attempted assignment shall constitute a material breach of this
Agreement.
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26.0 INSURANCE
26.1 OFFICIAL TOW SERVICE, at its sole cost and expense, shall purchase and
maintain in full force and effect throughout the term of this Agreement the
following minimum levels of insurance, in a form and content satisfactory to the
CITY:
26.1.1 Commercial Business Automobile Liability, as required by Vehicle Code
Section 16500.5. Such coverage shall include bodily injury and property
damage, with a combined single limit of not less than $750,000 per
occurrence for Class A tow trucks, and $1,000,000.00 for Class B, C,
and/or D tow trucks. These minimum standards are to include non-
owned and hired auto coverage.
26.1.2 Uninsured Motorist, with a combined single limit of not less than the legal
minimum.
26.1.3 On-Hook Coverage / Garage Keepers Legal Liability insuring the vehicle
in tow, with not less than the following limits based on the size of the tow
truck:
A. Class A tow truck $50,000
B. Class B tow truck $75,000
C. Class C tow truck $150,000
D. Class D tow truck $150,000
26.1.4 Garage Liability Insurance, including premises and operations coverage
for bodily injury and property damage with a combined single limit of not
less than $500,000.
26.1.5 Workers' Compensation Insurance in such amount as will fully comply
with the laws of the State of California and which shall indemnify, insure
and provide legal defense for both OFFICIAL TOW SERVICE and CITY
against any loss, claim or damage arising from any injuries or
occupational diseases occurring to any worker employed by or any
persons retained by OFFICIAL TOW SERVICE in the course of carrying
out the work or services contemplated in this Agreement.
26.1.6 Garage Keepers Liability in an amount not less than the amounts
required for On-Hook coverage for vehicles in the care, custody, and
control of OFFICIAL TOW SERVICE in the storage yard.
26.2 All insurance required pursuant to this section shall be issued by a company
authorized by the Insurance Department of the State of California and rated A-VII
or better by the latest edition of Best's Key Rating Guide, except that CITY will
accept workers' compensation insurance rated B, VII or better or from the State
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Compensation Fund. All policies of insurance shall be primary, and any other
policies maintained by or providing protection for CITY shall be excess or
secondary but noncontributing. Each insurer shall waive all rights of subrogation
and contribution it may have against the City, its representatives, officers,
employees, and agents and their respective insurers. Each insurance policy
shall provide that it shall not be cancelled or modified for any reason except after
thirty (30) days written prior notice by registered mail to CITY.
26.3 Upon execution of this Agreement, OFFICIAL TOW SERVICE shall provide to
CITY certificates of insurance or appropriate insurance binders and
endorsements evidencing the policies fulfilling the requirements of this Section.
If self-insured for workers' compensation, OFFICIAL TOW SERVICE shall submit
to CITY a copy of its certification of self-insurance issued by the Department of
Industrial Relations. No work or services under this Agreement shall commence
until OFFICIAL TOW SERVICE has provided the CITY with all required
certificates of insurance, binders, endorsements, and/or certificates.
26.4 The insurance policies specified in this Section, except for the workers'
compensation policies, shall name CITY and its officers, Council Members,
agents, and employees as additional insureds by endorsement to the policies, in
accordance with standard ISO additional insured endorsement forms.
26.5 If OFFICIAL TOW SERVICE does not keep all of such insurance policies in full
force and effect at all times during the term of this Agreement, CITY may elect to
treat the failure to maintain the requisite insurance as a breach of this Agreement
and terminate the Agreement as provided herein.
26.6 If CITY reasonably determines that the amounts of insurance held by the
OFFICIAL TOW SERVICE pursuant to this Agreement are no longer sufficient, or
that additional types of coverage are needed, OFFICIAL TOW SERVICE shall
modify the existing coverage or obtain additional policies, as CITY shall
reasonably determine. All new policies shall be on the terms and conditions
contained herein.
26.7 The OFFICIAL TOW SERVICE shall annually within ten (10) days of the
anniversary of the Effective Date of this Agreement, provide to the CITY
evidence that all insurance required pursuant to this Agreement continues to be
in full force and effect.
26.8 Those tow truck operators removing a vehicle from a hazardous materials
incident to the nearest reasonable and safe stopping location will be considered
to be transporting property subject to normal minimum insurance requirements of
Section 34631.5 of the Vehicle Code.
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27.0 INTEGRATION
27.1 This Agreement fully expresses all understandings between the parties with
respect to the subject matter of this Agreement and supersedes all prior or
contemporaneous oral or written understandings or agreement regarding the
matters covered by this Agreement.
28.0 AMENDMENT
28.1 No modification, amendment, addition to, deletion, or alteration of the terms of
this Agreement, whether written or oral, shall be valid unless made in writing and
formally approved and executed by all parties.
29.0 NO WAIVER
29.1 No delay or omission in the exercise of any right or remedy available hereunder
shall impair such right or remedy or be construed as a waiver. Any waiver of any
default or condition hereunder must be in writing and shall not be construed as a
waiver of any other default concerning the same or any other provision of this
Agreement.
29.2 The waiver by CITY of any breach by OFFICIAL TOW SERVICE of any of the
provisions of this Agreement shall not constitute a continuing waiver or a waiver
of any subsequent breach or default by OFFICIAL TOW SERVICE either of the
same or a different provision of this Agreement.
30.0 THIRD PARTY BENEFICIARIES
30.1 The terms of this Agreement are intended to confer benefits only on the parties to
this Agreement. No rights of action shall accrue to any other persons or entities
under this Agreement.
31.0 INDEPENDENT CONTRACTOR
31.1 Both parties hereto in the performance of this Agreement shall be acting in an
independent capacity and not as agents, employees, partners or joint ventures
with one another. OFFICIAL TOW SERVICE and its employees are not
employees of CITY and are not entitled to any of the rights, benefits, or privileges
of CITY's employees including, but not limited to, medical, unemployment, or
workers' compensation insurance.
32.0 CONTROL
32.1 Neither CITY or its officers, Council Members, agents, or employees shall have
any control over the conduct of OFFICIAL TOW SERVICE employees except as
set forth herein. OFFICIAL TOW SERVICE agrees not to represent that either it
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or its agents, servants, or employees are in any manner agents, servants, or
employees of CITY, it being understood OFFICIAL TOW SERVICE, its agents,
servants, and employees are as to CITY wholly independent contractors and that
OFFICIAL TOW SERVICE's obligations to CITY are solely those prescribed by
this Agreement. CITY and OFFICIAL TOW SERVICE further acknowledge and
agree that CITY shall have no responsibility for salary, health benefits, retirement
benefits, taxes, or any other benefits that may be due to OFFICIAL TOW
SERVICE's employees.
33.0 WORKERS' COMPENSATION
33.1 OFFICIAL TOW SERVICE shall comply with all of the provisions of the Workers'
Compensation Insurance and Safety Acts of the State of California, the
applicable provisions of Division 4 and 5 of the California Government Code and
all amendments thereto; and all similar state and federal acts or laws applicable;
and shall indemnify, defend, and hold harmless CITY and its Council Members,
officers, employees, and agents from and against all claims, demands,
payments, suits, actions, proceedings, and judgments of every nature and
description, including attorneys' fees and costs incurred by CITY or presented,
brought, or recovered against CITY, its Council Members, officers, employees,
and agents, for or on account of any liability under any of said acts which may be
incurred by reason of any work to be performed by OFFICIAL TOW SERVICE
under this Agreement.
34.0 EXECUTION OF AGREEMENT
34.1 The persons executing this Agreement hereby represent and warrant that the
execution of this Agreement and the performance of the terms and conditions of
this Agreement have been authorized by all requisite corporation, Federal, State,
municipal, or other entity requirements and that the undersigned have the right,
power, legal capacity and authority to execute and enter into this Agreement.
35.0 DRY RUNS
35.1 CITY shall not be liable to pay OFFICIAL TOW SERVICE any charge whatsoever
or fee for a call that does not result in a chargeable service being rendered by
OFFICIAL TOW SERVICE (i.e., a "dry run").
35.2 In the event CITY errs in impounding a vehicle, OFFICIAL TOW SERVICE shall
cause the release of the vehicle, upon the direction of the Department, without
charge for towing or storage.
36.0 CITY VEHICLE TOWING
36.1 OFFICIAL TOW SERVICE shall provide, without cost to the CITY, towing of CITY
vehicles and related services as requested by CITY. CITY requests for such free
tows shall be limited to ten (10) such free tows per contract year and shall be
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limited to the Coachella Valley area only. OFFICIAL TOW SERVICE may charge
Department for additional service over the services provided in this Section 36.1
in amount to exceed the rates and charges established pursuant to Section 41.1
of this Agreement.
37.0 RESPONSIBILITY
37.1 It shall be the responsibility of OFFICIAL TOW SERVICE to provide equipment
and to perform the duties expressed in this Agreement. OFFICIAL TOW
SERVICE is hereby granted authority to utilize additional resources whenever
deemed necessary to perform its tow service duties. This may include, but is not
limited to, personnel and/or equipment of another tow operator. This, however,
shall not relieve OFFICIAL TOW SERVICE of its duties and responsibilities and
any additional cost incurred shall not be charged to CITY.
38.0 TOWING PURSUANT TO ABANDONED VEHICLE ABATEMENT PROGRAM
38.1 OFFICIAL TOW SERVICE shall provide towing services in furtherance of CITY's
Abandoned Vehicle Abatement Program in accordance with the terms and
conditions set forth in Attachment "A" hereto, which is incorporated herein by
reference. No charge shall be assessed against CITY or the owner of any
vehicle that is towed, stored, or dismantled under the provisions of the
Abandoned Vehicle Abatement Program.
39.0 BREACH OF CONTRACT
Any of the following acts if committed by OFFICIAL TOW SERVICE during the
performance of this Agreement shall be considered a material breach of this
Agreement:
39.1 Nonpayment of CITY any business license fees, VTACR fees, or any other fees
required by this Agreement or the Palm Springs Municipal Code.
39.2 Failing to comply with any provision of this Agreement or breach of any rules,
regulations, or conditions provided in this Agreement or the Palm Springs
Municipal Code.
39.3 Violation of any federal, state or local law by OFFICIAL TOW SERVICE, any
person having any ownership interest in OFFICIAL TOW SERVICE, or any
employee of OFFICIAL TOW SERVICE.
39.4 Failing to maintain a satisfactory level of service to the CITY or the public.
39.5 Failing to keep any vehicle towed at the request of the Department in safe
condition and good repair.
39.6 Failing to use distinctive coloring, monogram, or insignia on the vehicle.
Palm Springs Police Department —24- Official Police Tow Service Agreement
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860478.1
39.7 Any deviation from the schedule of rates set forth in this Agreement without prior
approval of the Chief of Police.
39.8 Passing on, or refusing, for any reason, a tow assignment from the Department
three or more times in any calendar month.
39.9 Allowing the insurance coverage required herein to either be withdrawn or lapse
or to no longer be in force for any reason.
39.10 Dissolution of business or bankruptcy.
39.11 Assignment of this Agreement, or any right or interest stated herein, without the
prior written consent of CITY; or
39.12 Any other act which the Department finds makes it contrary to the public interest,
convenience, necessity, or general welfare for the Agreement to continue.
40.0 ACTS OR OMISSIONS OF REPRESENTATIVES
40.1 It is understood and agreed by the parties that the acts and/or omissions of the
owner(s), officers, operators, officials, employees, agents, and representatives of
OFFICIAL TOW SERVICE in the performance of the services and obligations
under this Agreement shall constitute the acts and/or omissions of OFFICIAL
TOW SERVICE.
41.0 CHARGES
41.1 Pursuant to Palm Springs Municipal Code Section 11.82.070(b), The City Council
of the CITY shall establish the fee schedule for services to be provided under this
Agreement. All charges for towing, impound, storage, and other services
required to be performed by OFFICIAL TOW SERVICE under the terms and
conditions of this Agreement shall not exceed those charges established the City
Council.
41.2 All rates and charges shall be conspicuously posted in the OFFICIAL TOW
SERVICE office and in all tow vehicles, and shall be available for review by CITY
personnel and/or persons for whom tow service is provided.. All customer bills
shall be itemized. It will be the OFFICIAL TOW SERVICE's responsibility to
collect payment for services it renders under this Agreement from the motorists,
and CITY shall not be responsible in any way whatsoever for payment of these
charges.
41.3 OFFICIAL TOW SERVICE shall accept a valid bank credit card or cash for
payment of towing and storage by the registered owner, legal owner, or agent of
the owner claiming the vehicle.
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860478.1
42.0 NOTICES
42.1 Any notices required or permitted under this Agreement shall be in writing and
shall be delivered personally or sent by U.S. Mail, first class postage prepaid,
return receipt requested, addressed as follows:
CITY: City of Palm Springs
Attn: Chief of Police
P.O. Box 1830
Palm Springs, California 92263
OFFICIAL TOW SERVICE:
Attn:
43.0 CHANGE OF CIRCUMSTANCES
43.1 Each party shall promptly notify the other party of any legal impediment, change
of circumstances, pending litigation, or any other event or condition that may
adversely affect such party's ability to carry out any of its obligations under this
Agreement.
44.0 SEVERABILITY
44.1 If any term or condition of this Agreement, or the application thereof to any
person or circumstance, shall to any extent be held by a court of competent
jurisdiction to be invalid, void, or unenforceable, the remainder of this Agreement,
or the application thereof to any person or circumstance, shall remain in full force
and effect and shall in no way be affected, impaired, or invalidated thereby.
45.0 VENUE
45.1 This Agreement shall be governed and construed in accordance with the laws of
the State of California. In the event of any legal action to enforce or interpret this
Agreement, the sole and exclusive venue shall be a court of competent
jurisdiction located in Riverside County, California, and the parties hereto agree
to and do hereby submit to the jurisdiction of such court, notwithstanding Code of
Civil Procedure section 394.
46.0 EFFECTIVE DATE
46.1 The Effective Date of the Agreement shall be
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860478.1
SIGNATURE PAGE
IN WITNESS WHEREOF, the parties hereto have executed this Agreement as
follows, to be effective on the day and year first written above.
"CITY„
CITY OF PALM SPRINGS, CA
By: Date:
DAVID READY,
City Manager
By: Date:
AL FRANZ,
Chief of Police
ATTEST:
By: Date:
JAMES THOMPSON,
City Clerk
APPROVED AS TO FORM:
By: Date:
DOUGLAS HOLLAND,
City Attorney
"OFFICIAL TOW SERVICE"
By: Date:
Name
Title
By: Date:
Name
Title
Palm Springs Police Department —27— Official Police Tow Service Agreement
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860478.1
ATTACHMENT "A"
ABANDONED VEHICLE ABATEMENT PROGRAM
PURPOSE
Any tow operator selected to be an official Police Tow Service Provider shall provide to
the city, at no charge, the services needed to facilitate the city's vehicle abatement
program. Vehicles towed by tow truck companies for the city's vehicle abatement
program must store these vehicles out of the public view. The Provider shall comply
with the provisions of Chapter 11.80 of the Palm Springs Municipal Code, in addition to
the provisions of this Attachment and the Agreement.
AUTHORITY
In addition to and in accordance with the determination made and the authority granted
by the state under Sections 22660 through 22664 of the California Vehicle Code to
remove abandoned, wrecked, dismantled, or inoperative vehicles or parts thereof as
public nuisances, the city council adopted Ordinance 1246 (PSMC Chapter 11.80) and
found that the accumulation and storage of abandoned, wrecked, dismantled, or
inoperative vehicles or parts thereof on private or public property not including highways
creates a condition tending to reduce the value of private property and promotes blight
and deterioration, invites plundering, creates fire hazards, constitutes an attractive
nuisance creating a hazard to the health and safety to minors, creates a harborage for
rodents and insects, and is injurious to the health, safety, and general welfare. The
Council concluded that the presence of abandoned, wrecked, dismantled, or inoperative
vehicles or part thereof, on private or public property is a public nuisance which may be
abated as such in accordance with the provisions of the Palm Springs Municipal Code.
NOTICE
Within five days after the date of removal of the vehicle or part thereof, notice shall be
given to the Department of Motor Vehicles identifying the vehicle or part thereof
removed. At the same time there shall be transmitted to the Department of Motor
Vehicles any evidence of registration available, including, but not limited to, the
registration card, certificates of ownership, or license plates.
SALE OF VEHICLE
Five days after adoption of the order declaring the vehicle or part thereof to be a public
nuisance, five days from the date of mailing of notice of the decision if such notice is
required by Section 11.80.110 of the City's Municipal Code, or fifteen days after such
action of vehicle or part thereof may be disposed of by removal to a scrap yard or
automobile dismantler's yard. Said vehicle shall not thereafter be reconstructed or made
operable unless it is a vehicle which qualifies for either horseless carriage license plates
Palm Springs Police Department -1 Official Police Tow Service Agreement
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860478.1
or historical vehicle license plates, pursuant to Section 5004 of the Vehicle Code, in
which case the vehicle may be reconstructed or made operable.
RIGHT TO ENTER PRIVATE PROPERTY
When the city council has contracted with or granted a franchise to any person or
persons to assist in the enforcement of this chapter, such person or persons shall be
authorized to enter upon private property or public property to remove or cause the
removal of a vehicle or parts thereof declared to be a nuisance pursuant to this chapter.
PERFORMANCE AND TOW ASSIGNMENT PROCEDURE
The Abandon Vehicle Abatement Program is administered by the Director of Building
and Safety. Requests for service under the Abandon Vehicle Abatement Program will
first be made on a rotational basis to all Police Tow Service Providers that are under
contract to the City. The Police Tow Service Provider that is first on the rotational list
shall respond to a request for service from the City within ninety (90) minutes from the
time it receives the call. Requests for tows will normally be limited' to ordinary business
hours of 8:00 a.m. to 5:00 p.m., Monday through Friday, unless such vehicles are part
of a special off-hours operation or present an immediate safety hazard or threat to
public safety. In the event the Police Service Tow Provider fails 'to furnish a tow unit
within the specified time period, the Director of Building and Safety or his designee may
cancel the tow request and request a tow unit from the Police Tow Service Provider that
is next on the rotation list.
When the tow is canceled, the Police Tow Service Provider shall forfeit his/her turn in
the general rotation for Police Tows. Failure to respond in a timely manner to any type
of tow covered under the Agreement shall be a basis for suspension or termination from
the rotational tow list as follows:
• Two failures to respond within one year shall result in a warning letter.
• Three failures to respond within one year shall result in an automatic 30-day
suspension from the Police Tow Service Program.
• Four failures to respond within one year shall result in termination of the contract
for the remaining contract period.
If the Police Tow Service Provider is unable to dispatch a tow unit immediately upon
receiving a call for service, the Police Tow Service Provide shall immediately inform the
Director of Building and Safety or his designee, and the Police Tow Service Provider
shall forfeit their turn of the general Police Tow Service rotation list.
Palm Springs Police Department —2— Official Police Tow Service Agreement
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860478.1
CITY OF PALM SPRINGS
OFFICIAL POLICE TOW SERVICE AGREEMENT
ATTACHMENT "B"
Pursuant to Palm Springs Municipal Code Section 11.82.070(b), the Palm Springs City
Council has approved the following rates:
$150.00 per tow
$50.00 per day storage
Acknowledged By: Date:
Signature
Name
Title
Palm Springs Police Department "3- Official Police Tow Service Agreement
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860478.1
CITY OF PALM SPRINGS, CA
NOTICE INVITING
REQUEST FOR PROPOSALS/STATEMENTS OF QUALIFICATIONS (RFP 14-12)
FOR
TOWING AND STORAGE OF VEHICLES AS REQUESTED BY
THE PALM SPRINGS POLICE DEPARTMENT
NOTICE IS HEREBY GIVEN that Request for Proposals/Statements of Qualifications(RFP 14-12)
from vehicle Tow Operators who are interested in providing towing and storage services on a
rotational basis for the City of Palm Springs Police Department will be received at the Office of
Procurement&Contracting, City Hall, 3200 East Tahquitz Canyon Way, Palm Springs, California,
before 3:00 P.M. Local Time, xxxDAY, xxxxMONTH xxDATE, 2012. Proof of receipt before the
deadline is a City of Palm Springs, Division of Procurement and Contracting time/date stamp. It is
the responsibility of the Proposer to see that any proposal sent through the mail, or by any other
delivery method, shall have sufficient time to be received by the Procurement Office prior to the
proposal due date and time. Note that City Hall is open Monday thru Thursday and is closed every
Friday, weekends and holidays. Late proposals will be returned unopened.
PROJECT LOCATION: City of Palm Springs, CA within the city limits at the direction of the Palm
Springs Police Department.
DESCRIPTION OF WORK: The work is comprised of providing vehicle towing and storage services
on a rotational basis for the City of Palm Springs Police Department.
OBTAINING RFP DOCUMENTS AND REGISTRATION:
The RFP document may be downloaded via the internet at the following direct page link
http://www.paimsprings-ca.gov/index.aspx?page=85 (or by visiting www.palmspringsca.gov and
clicking on Government,then Departments, then Procurement and then open Bids and Proposals).
Upon downloading the document it is IMPERATIVE that you contact Cheryl Martin, Procurement
Specialist I, via email at Cheryl.Martin(a)palmspringsca.gov or by phone at (760) 322-8373 to
officially reaister for this specific project with your company name, address, phone,fax, contact
person and email address. Failure to officially register may result in not receiving addenda to the
RFP. Failure to acknowledge addenda to the RFP may render your proposal as non-responsive.
SELECTION PROCESS AND AWARD OF CONTRACT: This solicitation has been developed in
the Request for Proposals (RFP)format. Responses to this Request for Proposals/Statements of
Qualifications will be evaluated on the basis of various factors including, but not limited to:
demonstrated financial strength; quality of the proposer's existing or proposed facilities located in
Palm Springs, equipment and personnel; demonstrated and successful completion of services of
similar scope and size; other cities' and clients' evaluations of the proposer's prior or current
services and any actions taken by such cities or clients regarding the proposer;demonstrated safety
record for the proposer's tow vehicles and employees; degree to which the proposer ascertained
and addressed this City's needs and priorities. The City reserves the right to negotiate the terms
and conditions of any resulting contract. Final contract award, if any, will be made by the Palm
Springs City Council. The selected firms will be required to comply with all insurance and license
requirements of the City.
All expenses associated with the preparation, submission of an RFP proposal to the City, or
participation in any presentations, interviews or any other element of the RFP process shall be the
sole financial responsibility of the Proposer.
861675.1 1
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PROPOSALS TO REMAIN OPEN: The Proposer shall guarantee that all contents of their proposal
shall be valid for a period of 120 calendar days from the due date of proposals.
Craig L. Gladders, C.P.M.
Procurement and Contracting Manager
Xxxx xx, 2012
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REQUEST FOR PROPOSALS/STATEMENTS OF QUALIFICATIONS (RFP 14-12)
FOR
TOWING AND STORAGE OF VEHICLES AS REQUESTED BY
THE PALM SPRINGS POLICE DEPARTMENT
PURPOSE:
The City of Palm Springs is requesting Proposals/Statements of Qualifications from qualified Tow
Operators to provide as-needed vehicle towing and storage services for the Palm Springs Police
Department. These services include but are not limited to: towing and storing vehicles involved in
accidents or disabled for other causes (when alternate towing is either not appropriate or is not
requested by the owner or operator of the vehicle); and towing and storing of vehicles which for
other reasons are within the jurisdiction of the Palm Springs Police Department, including
impounded/forfeited vehicles under the provisions of California Vehicle Code 14602.6 and 14607.6.
BACKGROUND:
The City is has adopted an ordinance that codified the police rotational towing program. The
ordinance is codified as Chapter 11.82 of the City's Municipal Code, entitled "Police Tow Services
Standards'. Currently three (3) local towing firms provide towing and storage on a rotational basis
as requested by the Palm Springs Police Department under the terms and conditions of an
agreement which commenced on August 1, 2007. The rotational tow program is being re-solicited
at this time.
Statements received prior to the deadline in response to this request for Proposals/Statement of
Qualifications process will be evaluated by a qualifications evaluation committee. The evaluation
committee will submit a recommendation for award to the Palm Springs City Council.
As a result of this RFP, the Palm Springs City Council may elect to execute a City-drafted towing
agreement with any, all or none of the existing Operators and may, or may not, approve additional
Operators to be added to the rotation towing program.
The contractual agreement for the rotational tow program includes rules and regulations and
performance standards established either by ordinance, by the Palm Springs Police Department,or
by other City departments. These include, but are not limited to, rules relating to response time,
towing, storage, equipment, storage facilities, fees, customer relations, and disciplinary actions
deemed necessary for the Police Department to effectively manage the program. Each participating
Operator must agree to abide by the terms and conditions of the agreement. A copy of the
agreement is attached and included with the RFP document for your reference.
Operator's participating in the rotational tow program shall agree to pay the City a vehicle towing
administrative cost recovery fee to reimburse the City for actual and reasonable costs incurred in
connection with the towing program (pursuant to State of California Vehicle Code, Div 5, Chap 9,
Sect 12110). The estimated number of(police)tows expected to be generated out of the rotational
tow program is between 750 and 800 tows/year total.
Included herein is a description of the basic standards for the rotational towing program.
EVALUATION OF QUALIFICATIONS AND INFORMATION:
Responses to the request for Proposals/Statements of Qualifications will be evaluated on the basis
of various factors, including, but not limited to, the following:
861675.1 3
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1. Demonstrated financial strength including, but not limited to, the proposer's:
a. Current facilities, equipment, and personnel,
b. Capability of securing financing for facilities, equipment, personnel, or other
resources,
c. Credit worthiness;
2. Quality of the proposer's existing or proposed facilities, equipment, and personnel;
3. Demonstrated and successful completion of services of similar scope and size,
including, but not limited to:
a.Years of experience that the proposer as an official police tow services provider or
a municipal service provider,
b. Timeliness of performance,
c. Customer satisfaction or complaints;
4. Other cities' and clients' evaluations of the proposer's prior or current services and
any actions taken by such cities or clients regarding the proposer;
5. Demonstrated safety record for the proposer's tow vehicles and employees; or
6. Degree to which the proposer ascertained and addressed this City's needs and
priorities.
SUBMISSION GUIDELINES:
Respondents to this RFP should, at a minimum, provide the information requested below.
Interested tow operators are encouraged to provide additional information not specifically identified
below that would help to demonstrate their firm's qualifications to provide tow services for the City.
A. Facilities, Equipment and Personnel
A.1. Facilities - Give the address of your firm's tow yard in Palm Springs. Include the capacity
(size) of your storage area; describe the enclosure, i.e., paved, locks, length and height of fences,
hours of operation, etc. Indicate your facility's compliance with or deviation from applicable City
zoning codes. If you operate from other location(s), state the location(s). Do you have secondary
vehicle storage facilities? If so, give the location and capacity.
A.2. Equipment—Identify in detail each vehicle and all related equipment that your firm would utilize
in the City's rotational tow program.
A.3. Personnel— Identify all personnel that will provide services under the City's program. Include
all drivers, supervisory and office personnel. Provide a Form 234F for each driver that will perform
service in the program.
AA Identify your recruitment/hiring/training/customer service practices.
B. Financial/Organizational Strength
B.1 Provide a brief history of your firm in the towing industry.
B.2 Provide in detail a description of the industry experience of your key management personnel.
861675.1 4
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B.3 Discuss your organizational structure and your management style. Do you have an ongoing
program to identify substance abuse, in accordance with Department of Transportation (DOT)
Employee Testing Act of 1991?
B.4 Provide evidence of the financial stability of your firm.
B.5 Identify your capability of securing financing for facilities, equipment, personnel, or other
resources
B.6 Provide evidence of your firm's credit worthiness.
B.7 Identify your vehicle replacement policy, the age of your current equipment and your plans for
acquisition of new/replacement equipment.
B.8 Adequacy of Business Records: Identify how your firm will:
• track the status of all vehicles towed for the City through the rotational program;
• report the status of all such towed vehicles to the City, when requested to do so;
• keep track of gross receipts received through participation in the City's tow program;
• keep track of information related to lien sales.
Provide samples of all such documentation with your Statement of Qualifications.
B.9 Provide certificates of insurance evidencing the insurance coverages carried by your firm.
B.10 Identify the procedures, the staff and other resources and the training your firm has with
performing vehicle abatement services.
C. Successful Completion of Similar Service Arrangements
C.1 Identify the years of experience that you have as an official police tow services provider or a
municipal service provider.
C.2 List any contracts your firm currently has, or has had in the recent past(last 5 years), similar to
the City's requirements. Give the name and curren phone number of a contact person for each
reference.
C.3 State any complaints your firm has received within the past two years, or the absence thereof.
Include equipment violations, inspection citations, etc.
CA Indicate whether or not you have ever been suspended or terminated from a towing program
operated by another government agency for any reason.
C.5 Identify your prior experience performing abandoned vehicle abatement services for public
agencies.
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D. Safety Record
DA Describe your firm's safety policies and all safety training provided to your employees.
DA State any safety violations or incidents occurring within the past three years and how they were
resolved. Also,state any citations on vehicles owned/operated by your firm. Indicate whether or not
you have ever been suspended from towing by another government agency for safety violation(s). If
so, supply the date and describe the violation and/or incident(s).
DEADLINE FOR SUBMISSION OF PROPOSALS/STATEMENT OF QUALIFICATIONS: All
proposals must be received in the City of Palm Springs, Division of Procurement and Contracting
office before 3:00 P.M., LOCAL TIME, XXXDAY, XXXXX XX, 2012. Proof of receipt before the
deadline is a City of Palm Springs, Division of Procurement and Contracting time/date stamp. It is
the responsibility of the Proposer to see that any proposal sent through the mail, or by any other
method, shall have sufficient time to be received bythe Procurement Office prior to the proposal due
date and time. Late proposals will be returned to the Proposer unopened. Proposals shall be
clearly marked and identified and must be submitted in a sealed package to:
City of Palm Springs
Division of Procurement and Contracting
3200 E. Tahquitz Canyon Way
Palm Springs, CA 92262
Attn: Craig L. Gladders, C.P.M., Procurement& Contracting Manager
PLEASE NOTE THAT PALM SPRINGS CITY HALL IS CLOSED EVERY FRIDAY DUE TO THE
CURRENT FURLOUGH PROGRAM, AND THEREFORE IS NOT ABLE TO ACCEPT, TIME OR
DATE STAMP ANY PROPOSALS ON FRIDAYS (OR WEEKENDS AND HOLIDAYS). PLEASE
TAKE THIS INTO CONSIDERATION WHEN DELIVERING A PROPOSAL BY THE DUE DATE
AND TIME AS DEFINED IN THIS DOCUMENT.
QUESTIONS?: Proposers, their representatives, agents or anyone else acting on their behalf are
specifically directed NOT to contact any city employee, commission member, committee member,
council member, or other agency employee or associate for any purpose related to this RFP other
than as directed below. Contact with anyone other than as directed below WILL because for
rejection of a proposal.
ANY questions,technical or otherwise, pertaining to this request for Request for Proposals
must be submitted IN WRITING and directed ONLY to:
Craig L. Gladders, C.P.M.
Procurement& Contracting Manager
3200 East Tahquitz Canyon Way
Palm Springs, CA 92262
via FAX (760) 323-8238
or via EMAIL: Craiq.GladdersCa2palmspringsca.gov
Interpretations or clarifications considered necessary in response to such questions will be resolved
by the issuance of formal Addenda to the RFP.The deadline for all questions is 3:00 P.M., Local
Time, XXXXDav, XXXX XX, 2012. Questions received after this date and time may not be
961675.1 6
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answered. Only questions that have been resolved by formal written Addenda via the Division of
Procurement and Contracting will be binding. Oral and other interpretations or clarifications will be
without legal or contractual effect.
ADDITIONAL INFORMATION:
RIGHT TO ACCEPT OR REJECT PROPOSALS: The City of Palm Springs reserves the right to
waive any informality or technical defect in a proposal and to accept or reject, in whole or in part,any
or all proposals and to cancel all or part of this RFP and seek new proposals, as best serves the
interests of the City. The City furthermore reserves the right to contract separately with others
certain tasks if deemed in the best interest of the City.
RESPONSIBILITY OF PROPOSER: All proposers shall be responsible. If it is found that a
proposer is irresponsible(e.g., has not paid taxes, is not a legal entity,submitted an RFP without an
authorized signature, falsified any information in the proposal package, etc.), the proposal shall be
rejected.
PUBLIC RECORD: All documents submitted in response to this solicitation will become the
property of the City of Palm Springs and are subject to the California Code Section 6250 at seq.,
commonly known as the Public Records Act. Information contained in the documents, or any other
materials associated with the solicitation, may be made public after the review process has been
completed, negotiations have concluded and a recommendation for award has been officially
agendized for City Council consideration, and/or following award of contract to a specific firm, if any,
by the City Council.
BUSINESS LICENSE: The successful firm will be required to be licensed in accordance with
the City of Palm Springs Business License Ordinance, Municipal Code Chapter 3.40 through
3.96, entitled "Business Tax".
INVESTIGATIONS: The City reserves the right to make such investigations as it deems necessary
to determine the ability of the proposerto perform the Work and the proposer shall furnish to the City
all such information and data for this purpose as the City may request. The City reserves the right to
reject any proposal if the evidence submitted by or investigation of such proposer fails to satisfy the
City that such proposer is properly qualified to carry out the obligations of the Contract and to
complete the Work contemplated therein.
SIGNED PROPOSAL AND EXCEPTIONS: Submission of a signed proposal will be interpreted to
mean that proposer has hereby agreed to all the terms and conditions set forth in all of the sheets
which makeup this Request for Request for proposals. Exceptions to any of the language in either
the RFP documents, contract services agreement or attached insurance requirements, must be
included in the proposal and clearly defined. Exceptions to the City's RFP document or standard
insurance requirements, terms or conditions, or contract services agreement may be considered in
the evaluation process.
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ROTATIONAL TOWING PROGRAM DESCRIPTION
General: This program is for providing Palm Springs Police Department(PSPD)—generated tows
on a rotational basis for firms that have been qualified to provide such services for the City. Each
participating Operator must agree to abide by the terms and conditions of an agreement in the form
provided by the City and further agree to pay the City a vehicle towing administrative cost recovery
fee to reimburse the City for actual and reasonable costs incurred in connection with the towing
program. (State of California Vehicle Code, Div 5, Chap 9, Sect 12110).
Services: The services to be provided include as-needed non-consensual towing and vehicle
storage services. All services shall be provided in accordance with any and all applicable federal,
state and local ordinances, rules and regulations. Services include but are not limited to: towing and
storing vehicles involved in accidents or disabled for other causes (when alternate towing is either
not appropriate or is not requested by the owner or operator of the vehicle); and towing and storing
of vehicles which for other reasons are within thejurisdiction of the Palm Springs Police Department,
including impounded/forfeited vehicles under the provisions of California Vehicle Code 14602.6 and
14607.6. The Operator shall be able to properly conduct a lien sale as outlined in Division 11,
Chapter 10, Article 2, beginning with Section 22851 of the California Vehicle Code.
Special Services: Operators participating in the rotational tow program will be required to provide
the following special services to the City:
• Towing services necessary to support the City's Thursday night Villagefest. On a weekly
rotation, Operators participating in the program shall remove cars from areas within the
Villagefest boundaries, coordinating with Villagefest staff and the Police Department.
• As-needed towing and related services for City vehicles free of charge(Limited to 10 tows
per operator/per contract year—All tows limited to Coachella Valley only).
• As-needed abatement of vehicles from private property at the direction of the City's Code
Enforcement Officers in accordance with the "Attachment A" included in the Contract
Services Agreement entitled "Abandoned Vehicle Abatement Program".
Standards for Tow Truck Equipment:
A. Official police tow services shall provide towing equipment capable of providing for the
following services:
1. Recovery trucks with an adjustable boom with at least eight ton lifting
capacity.
2. Wheel lift towing.
3. Roll back/flatbed towing.
4. Towing in parking garages.
5. Towing from off-road areas.
6. Towing of large and oversized vehicles.
7. Towing of motorcycles without causing additional damage.
B. All tow trucks shall be equipped as provided in the California Vehicle Code.
C. Official police tow services shall, at all times, have at least three fully equipped and
operational tow trucks in service. All of the tow trucks in service must have a minimum
capacity of 14,000 GVW. At least one of the tow trucks in service must be a flatbed tow
861675.1 8
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truck. At least one of the three tow trucks in service must have a eight ton lifting capacity.
D. Every official police tow service shall be equipped for and have personnel proficient in
unlocking locked vehicles where practicable when requested to do so by Police Department
employees.
Standard Rules of Operation
A.All requests for non-consensual vehicle towing service on city or public property, including
public rights-of-way, and the removal of traffic hazards shall be made through the Police
Department.
B. Official police tow service provider's business office shall be located within the provider's
storage yard and attended at all times for servicing the public and the City from 8:00 a.m.to
5:00 p.m., Monday through Friday, except for the holidays of January 1, known as New
Years Day; third Monday in January, known as Dr. Martin Luther King Jr.'s Birthday; third
Monday in February, known as Washington's Birthday/President's Day; last Monday in May,
known as Memorial Day; July 4, known as Independence Day; first Monday in September,
known as Labor Day;the second Monday in October, known as Columbus Day; November
11, known as Veteran's Day; fourth Thursday in November, known as Thanksgiving Day;
and December 25, known as Christmas Day. If January 1, July 4, November 11 or
December 25 fall upon a Sunday, the Monday following is a holiday and if they fall upon
Saturday, the preceding Friday is a holiday. Official police tow service providers may make
an additional charge for after normal business hours release of vehicles consistent with the
guidelines or provisions of the Council resolution establishing fees and charges for tow
services.
C. General Rules of Operation.
1. Official police tow service provider must be available to promptly respond twenty-four
hours a day, seven days a week for all requests by the City for towing services.
2. Official police tow service provider shall release vehicles stored or impounded by the
Police Department, pursuant to authorization provided by appropriate employees of
the Police Department. Such authorization shall be in writing on a form provided by
the Police Department or may be given verbally by employees authorized by the
Department to provide verbal releases.
3. All vehicles stored or impounded as a result of a tow ordered by the Police
Department shall be made available during business hours to the owner of the
vehicle or his representative, or any authorized insurance agent, insurance adjuster,
or any body shop or car dealer,for the purpose of estimating or appraising damages,
except vehicles with a "police hold."
D. Removing Hazards. After being dispatched by the Police Department to the scene, the
official police tow service provider shall cooperate with the police officers in removing
hazards and illegally parked vehicles as requested. It is the duty of the police officers to
determine when such vehicle should be impounded or moved, and the tow truck attendant
shall abide by their decisions.
E. The owners of an official police tow service provider participating in towing assignments
by the Police Department shall be responsible for the acts of their employeeswhile on duty.
Each official police tow service provider shall be responsible for damage to vehicles while in
its possession caused by the active or passive negligence of the official police tow service
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provider.
F. Access to Provider's Facilities.
1. All official police tow service providers'records, equipment, and storage facilities will
be subject to periodic checks by Police Department or other City investigators during
normal business hours.
2. Throughout the term of this agreement,every official police tow service provider shall
maintain all offices, storage facilities and equipment in a neat, clean and organized
manner.
3. Every official police tow service provider shall provide access to employees of the
City at any time during normal business hours,for the purpose of inspection or audit
to determine that the objectives and conditions of this agreement are being fulfilled.
G. Each official police towing service provider shall record its time out and its time in or the
end of service on every tow truck assignment. Such records shall be available and open to
City examination.
H. All official police towing service providers shall submit a monthly report to the Chief of
Police and Finance Director, which shall include the following:
1. Total police impounds;
2. Number of times dispatched by Palm Springs Police Department;
3. Number of dispatch calls resulting in impounds;
4. Number of vehicles sold on lien sale under authority of Civil Code Section 3072, as
may be amended from time to time;
5. Number of vehicles sold under authority of Civil Code Section 3073, as may be
amended from time to time;
6. Certification of (a) the availability of the names and addresses of buyers and
description of vehicles when sold and (b) that such names, addresses, and
descriptions are available for inspection by the Chief of Police and the Finance
Director.
7. Number of calls answered in which time beyond one hour was required to handle.
I.All official police towing service providers shall comply with the following communications
requirements:
1. Official police tow service provider shall maintain a twenty-four (24) hour per day
telephone service to receive calls from the public.
2. Official police tow service provider shall require the answering service to retain data
and records relating to the City's requests for towing services on premises for the
term of the contract.
3. Official police tow service provider shall require the answering service to promptly
accept and relay requests for towing services made by the City. Failure or refusal to
promptly relay the City's requests for towing services shall constitute failure to
comply with the requirements,terms and conditions of this agreement and may result
in suspension or termination of the agreement.
4. Official police tow service provider shall install and maintain at all times during the
length of this agreement, communications between their tow vehicle(s) and the
official answering service. This communication may be either by two-way radio or
cellular telephone.
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5. Official police tow service provider shall maintain a twenty-four hour per day
communication contact with their tow vehicle(s).
J. Official police tow service shall have a secure and environmentally safe vehicle storage
facility with a minimum of fifteen thousand usable square feet.
1. The vehicle storage facility must be located within the corporate city limits of the City
of Palm Springs.
2. The vehicle storage facility must be completely enclosed by a six foot high wall or
fence with no holes, gaps or other unsecured openings, and a gate. The wall or
fence shall have two or more strands of barbed wire installed in such a manner as to
discourage access over the top of the wall or fence, or the wall shall be a minimum
of eight feet in height without barbed wire.All gates into the storage yard shall meet
the same standards required of the wall or fence. Any damage to walls, fences or
gates which allows unauthorized access must be repaired within twenty-four hours.
3. The vehicle storage facility shall have adequate lighting, and comply with all
applicable building codes, zoning regulations, environmental laws and regulations,
and any and all the applicable laws, rules and regulations established by federal,
state, county and/or city governments.
4. No official police tow service provider shall perform any work in the vehicle storage
facility upon any vehicle stored or impounded by the Police Department without first
obtaining authorization from the Police Department and the Registered Owner of the
vehicle.
5. Official police tow service provider shall not dispose of any impounded vehicle,
through any process whatsoever,without first obtaining authorization from the Police
Department. Nothing herein shall be deemed to prevent or prohibit the official police
tow service provider from commencing the lien sale process on any such impounded
vehicle.
K. Official police tow service providers shall abide by all federal, state, and local laws
pertaining to the disposal of unclaimed vehicles and shall not use any vehicle stored or
impounded as a result of tow ordered by the Police Department for any purpose except as
expressly authorized under the agreement.
L. All vehicles stored or impounded as a result of a tow ordered by the Police Department
shall be towed directly to an official storage lot unless the Police Department or other person
legally in charge of the vehicle requests that it be taken to some other location. Vehicle
release fees shall be established by resolution of the City Council.
Additional Storage Operation terms, conditions and requirements:
Operator shall be responsible for all vehicles stored by the Operator, together with all accessories
and equipment on each vehicle and all personal property in each vehicle. It shall be Operator's
responsibility to protect the stored equipment and property against loss or damage by fire, theft,
weather or other causes. In the event of loss or damage to a stored vehicle, its accessories or
equipment, or personal property contained in the vehicle, the Operator shall be responsible to the
owner for all losses or damages. Personal property in vehicles stored by Operator shall not be
disposed of to defray any charges for the towing or storing of a vehicle; and, if not called for by the
owner within thirty (30) days after date of notice by PSPD of impound or storage, all such property
shall be disposed of in accordance with all State, County and Municipal laws, statutes, ordinances
and regulations, including without limitation, Vehicle Code Section 10652 (reporting storage of
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vehicles over thirty days).
Operator shall take all reasonable precautions required by the PSPD to avoid damage to any
evidence, such as fingerprints or stains. Operator shall take whatever actions and precautions
necessary to protect the engines, trunks and interior areas of all stored or impounded vehicles
against the elements by rolling up windows, closing doors, trunk lids and hoods, and, if necessary,
covering the vehicle or parts thereof exposed to the weather with plastic, canvas or other waterproof
covering. Operator shall park all stored or impounded vehicles in such a manner as to prevent any
damage while other vehicles are being moved or parked in the vicinity of said vehicles.
Response to Calls:
A. Each official police tow service provider shall be placed on a"rotation list"in an initial order to be
determined by the Police Chief. The rotation list shall be used whenever a driver or owner of a
disabled vehicle is unable to specify a particular garage or tow service, or whenever a Police
Department employee stores or impounds a vehicle and the driver or owner is not present or is not
consulted.
B. Official police tow service providers shall be called, in turn, in response to a Police Department
request. Whenever any official police tow service provider cannot, for any reason, respond any
equipment needed to accomplish the requested service within the response time specified herein,
the official police tow service provider shall be passed over and the next company on the rotation list
will be called. The official police tow service provider shall become eligible to provide service again
only in its next turn in rotation. Whenever a Police Department employee determines that an
emergency exists because an official police tow service provider is unable, for any reason, to
provide adequate tow service, the Police Department employee shall have the right to have such
services performed by any other means available. In the event a Police Department employee
cancels a rotation tow due to no fault on the part of a provider, such provider shall be placed on the
top of the rotation list for the next requested tow.
C. When an Operator will be temporarily unavailable to provide services due to a
preplanned/scheduled activity(i.e.: vacations, maintenance, medical leave) he/she shall notify the
PSPD at least 24 hours prior to the date that services will be unavailable, noting the times and dates
of the unavailability.
D. Operator, or his/her employee(s) responding to a PSPD call, shall perform the towing or service
required for which he/she was called. This requirement may be waived by the PSPD officer in
charge, if the requested equipment is inadequate for the service to be performed; provided,
however, if an Operator supplies the wrong equipment, such Operator shall be placed upon the
bottom of the PSPD Rotation list.
E. Operator shall not respond to a PSPD call assigned to another Operator unless requested to do
so by the PSPD. If an Operator assigned the initial PSPD call requires the assistance of an
additional Operator at the scene, the Operator assigned the initial call may, subject to the prior
approval of the PSPD officer in charge, request the Operator next on the PSPD Rotation list to
assist him/her.
Response time:
A. When it becomes evident that there will be a delay in responding to a request for towing
service, the official police tow services provider shall advise the Police Department of this
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delay and the reason for the delay.
B. Each official police tow services provider agrees that, for any thirty day period, the
average response time pursuant to requests for tow service by the Police Department, shall
not exceed fifteen minutes. Each official police tow service provider also agrees that the
maximum response time for any single request for tow service by the Police Department
shall not exceed twenty minutes. Response time is defined as the elapsed time between the
relaying of the tow service request to the tow service provider and arrival of the tow vehicle
on the scene.
Driver Qualifications and Public Demeanor:
The Operator shall ensure that tow truck drivers responding to calls initiated by the PSPD are
qualified and competent employees of his/her company. The Operator shall ensure that the tow
truck drivers are at least 18 years old and are properly licensed and have all necessary certificates
required by the State of California to operate a tow truck. All tow truck owners shall be trained and
proficient in the use of the tow truck and related equipment, including, but not limited to, the
procedures necessary for the safe towing and recovery of the various types of vehicles serviced
through PSPD rotation. The Operator shall ensure that each tow truck driver and employee
providing dispatch services for Operator participate in one(1) customer service training offered by,
but not limited to, a local community college or tow industry association at least once every other
year.
The Operator shall provide to the PSPD a Form 234F for each tow truck driver to be utilized in the
PSPD tow program.
While involved in PSPD rotation tow operations or related business, the Operator and/or his/her
employees shall refrain from any act(s) of misconduct, to include, but not limited to, any of the
following:
1) Rude or discourteous behavior.
2) Lack of service, selective service, or refusal to provide service which the Operator,
is/should be capable of performing.
3) Any act of sexual harassment or sexual impropriety.
4) Unsafe driving practices.
5) Exhibiting any objective symptoms of alcohol and/or drug use.
6) Appearing at the scene of a PSPD rotation tow call with the odor of an alcoholic
beverage emitting from his/her breath. The Operator/tow truck driver shall submit to
a preliminary alcohol screening test upon demand of the PSPD.
At the sole discretion of the Police Chief or his designee,non-compliance with
this section may constitute grounds for disciplinary action.
Rates for Service:
The City Council establishes the tow fee schedule by resolution. The current fees,which are subject
to change, are $150 per tow and $50 per day storage.
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Insurance:
The Operator shall maintain the following minimum levels of insurance from an insurance carrier
admitted in California or admitted in the state in which the Operator's business is located and is
authorized to do business in California in a form and content satisfactory to the City:
1) Commercial Business Automobile Liability as required by Vehicle Code
Section 16500.5. Bodily injury and property damage with a combined single
limit of not less than $750,000 for Class A tow trucks. The combined limits
for Classes B, C, and D shall not be less than $1,000,000. These minimum
standards are to include non-owned and hired auto coverage.
2) Uninsured Motorist - Legal minimum, combined single limit.
3) On-Hook Coverage/Garage Keepers Legal Liability Insuring the vehicle in
tow which limits based on the size of the tow truck:
a) Class A tow truck $50,000
b) Class B tow truck $75,000
c) Class C tow truck $150,000
d) Class D tow truck $150,000
4) Garage Liability Insurance, including premises and operations coverage for
bodily injury and property damage with a combined single limit of not less
than $500,000.
5) Workers' Compensation Insurance in such amount as will fully comply with
the laws of the State of California and which shall indemnify, insure and
provide legal defense for both the Operator and the City against any loss,
claim or damage arising from any injuries or occupational diseases occurring
to any worker employed by or any persons retained by the Operator in the
course of carrying out the work or services contemplated in this Agreement.
6) Garage Keepers Liability-Shall be the same minimum as on-hook coverage
for vehicles in the care, custody, and control of the operator in the storage
yard.
No work or services under this Agreement shall commence until the Operator has provided the City
with Certificates of Insurance or appropriate insurance binders evidencing, the above insurance
coverages and said Certificates of Insurance or binders are approved by the City. All of the above
policies of insurance shall be primary insurance and shall name the City, its officers,employees and
agents as additional insured in accordance with a standard ISO additional ,insured endorsement
form. The insurer shall waive all rights of subrogation and contribution it may have against the City,
its representatives, officers,employees and agents and their respective insurers. All of said policies
of insurance shall provide that said insurance may not be amended or cancelled without providing
thirty(30) days prior written notice by registered mail to the city. In the event any of said policies of
insurance are cancelled, the Operator shall, prior to the cancellation date, submit new evidence of
insurance to the City.
Those tow truck operators removing a vehicle from a hazardous materials incident to the nearest
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reasonable and safe stopping location will be considered to be transporting property subject to
normal minimum insurance requirements of Section 34631.5 of the Vehicle Code.
Business Records:
The Operator shall maintain records, at his/her place of business, relating to tow services furnished
underthis Agreement, including a description of vehicles, nature of service,tow truck driver's name,
start time, end time, location of call, and itemized costs of towing and storage.
The Operator shall also maintain business records relating to personnel, insurance, personnel
taxes, payroll, applicable operating authorities, local operating authorities, lien sale actions, FCC
licensing, and non-PSPD tows.
The PSPD, or other City staff as may be designated by the Police Chief, may inspect all Operator
records without notice during normal business hours.
Operators shall permit the PSPD to make copies of business records at their place of business, orto
remove business records for the purpose of reproduction. The PSPD shall provide a receipt for any
(original) records removed from the place of business.
Records shall be maintained and available for inspection for a period of two years beyond the
expiration date of the original Agreement and any extension(s) thereof.
Administrative Cost Recovery for Vehicle Towing.
The City establishes a vehicle towing administrative cost recovery fee for the City's
administering the official police tow services providers' agreement and operating a vehicle
towing program ('VTACR fee") in an amount as adopted by the Council by resolution. The
current VTACR fee,which is subject to change, is one hundred thousand dollars($100,000),
and will be divided equally between the number of official police tow service providers
selected. For example, if four police tow service providers are selected, the fee for each
provider will be $25,000.
VTACR Fee - Establishment and Payment.
A.An official police tow services provider shall, prior to or at the time the agreement with the
City is entered into, and on the annual anniversary of the date the agreement was entered
into, pay the VTACR to the City. In lieu of an annual payment as required under this
Section, the annual fee may be divided into twelve installments with the first payment being
due and payable prior to or at the time the agreement is entered into and with each
successive installment being due and payable on the first day of each successive month
thereafter.
B. By resolution, the City Council shall establish or modify the amount of the VTACR Fee,
basing it on the actual and reasonable costs to the City, including administration and
overhead, for administering the official police tow services providers' agreement and
operating the vehicle towing program.
C. To reflect cost-of-living changes and to ensure that changing economic conditions do not
impair the real value of the fees and charges under this Chapter, on July 1 of each year the
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Chief of Police shall:
1. Review the VTACR Fee; and
2. Adjust the VTACR Fee upward or downward by the same percentage
increase or decrease, occurring during the previous twelve (12) months, in
the consumer price index for all urban consumers ("CPI-U") for the San
Bernardino-Palm Springs Metropolitan Area (published by the Bureau of
Labor Statistics, U.S. Department of Labor), or applying a similar index if the
CPI-U is not published or available, to the nearest one dollar ($1.00).
C. In addition to adjusting the fees and the charges for cost-of-living changes under Section
11.82.150(B), the Chief of Police shall recommend, with the City Manager's approval, that
the City Council revise the fees and the charges when a change in the cost of either
administering the official police tow services providers' agreement or operating the vehicle
towing program makes the revision appropriate.
D. The Chief of Police may prepare, adopt, amend and enforce rules, regulations or
procedures for calculating, collecting, paying and administering the fees and charges under
this Chapter.
E.A copy of the resolution establishing the current fees and charges underthis Chapter will remain
on file and will be available for inspection in the police department.
Minimum Performance Standards:
• Timely payment to City of VTACR Fee;
• Timely submission of all required monthly reports;
• No more than 3 "passes" on tow assignments within a single calendar month;
• Ability to maintain an average response time of 15 minutes or less;
• Successful re-inspection of equipment and facilities;
• Random audit of 30 tow invoices with an error rate of less than 10%;
• Complaint ratio of not more than 1% of all tow requests.
Term:
The term of official police tow truck service agreements shall be three(3) years with two(2) one(1)
year renewal options at the sole discretion of the City.
Form of Agreement:
Each official police tow services provider shall enter into a written agreement with the City, which
agreement shall contain eligibility requirements, operating regulations, fee schedules, and service
requirements as adopted by the City Council. The agreement, in a form that the City Attorney
approves, must include at least the following provisions:
1. Minimum requirements and performance standards for equipment, facilities,
personnel (including background checks where appropriate), and services;
2. Procedures for handling and protecting vehicles in the official police tow services
provider's care, custody, or control;
3. Conditions for releasing vehicles;
4. Maximum allowable rates and charges;
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5. An indemnification provision satisfactory to the City Attorney;
6. Minimum insurance coverages and amounts, satisfactory to the City's Risk Manager
or the City Attorney;
7. The term of the agreement and grounds for its suspension, termination, or cancellation.
8. Terms and provisions for payment of the vehicle towing administrative cost recovery fee as
required in Chapter 11.82 of the Municipal Code.
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