MIDDLESEX-LONDON PARAMEDIC SERVICE · 2019-10-17 · Middlesex London Paramedic Service Proposal...

Middlesex London Paramedic Service

Proposal Number 2019-10-MRC

MIDDLESEX-LONDON PARAMEDIC SERVICE

REQUEST FOR PROPOSAL

FOR LAND AMBULANCE FLEET

MAINTENANCE/REPAIRS & INSPECTIONS

REQUEST FOR PROPOSAL # 2019-10-MRC

ISSUE DATE: October 16, 2019

CLOSING LOCATION:

MLPS HEADQUARTERS

1035 Adelaide Street London, Ontario N6E 1R4

CLOSING DATE AND TIME:

Friday November 22, 2019 @ 12:00pm



BID IRREGULARITIES

RESPONSES FOR ADMINISTERING IRREGULARITIES CONTAINED IN BIDS

IRREGULARITY RESPONSE

1. Late Bids Automatic rejection; not read publicly

and returned unopened to the bidder.

2. Unsealed Envelopes Automatic rejection

3. Insufficient Financial Security (e.g. No bid

deposit or insufficient bid deposit) (if

requested)

Automatic rejection

4. Failure to insert the name of the bonding

company in the space provided for in the

Form of Proposal (if requested)

Automatic rejection

5. Failure to provide a letter of agreement to

bond where required (if requested)

Automatic rejection

6. Incomplete, illegible or obscure Bids or

Bids which contain additions not called

for, erasures, overwriting (not initialled),

errors or irregularities of any kind.

48 Hours to rectify situation

7. Documents, in which all necessary

Addenda have not been acknowledged.

Automatic rejection

8. Failure to attend mandatory site visit (if

requested).

Automatic rejection

9. Bids received on documents other than

those provided by Middlesex-London

Paramedic Service

Automatic rejection

10. Failure to insert the Bidder’s business

name in the spaces provided in the Form

of Proposal.

Automatic rejection

11. Failure to include signature of the person

authorized to bind the Bidder in the space

provided in the Form of Tender.

48 Hours to rectify situation

12. Qualified bids (bids qualified or restricted

by an attached statement).

Automatic rejection

13. Bids containing minor obvious clerical

errors.

48 hours to correct and initial errors.

14. Bids completed and/or signed in erasable

medium.

Automatic rejection



(ALL BEING PART OF THIS R.F.P.)

Part Page

I Information to Proponents & General Conditions 4

II Specifications, Core Requirements & Confirmation 14

III Form of Proposal 17

Appendices

Appendix “A” Certificate of Insurance

Appendix “B” Vehicle Inventory

Appendix “C” Addresses of Ambulance Stations

Appendix “D” Sample Agreement

Appendix “E” Current Inspection Requirements

Middlesex London Paramedic Service Land Ambulance Fleet Maintenance/Repairs & Inspections

Specifications, Core Requirements & Confirmation Part II Request Number 2019-10-MRC

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1. General Description of Work

This Request for Proposal by Middlesex-London Paramedic Service, herein after called “MLPS”,

provides for all labour and materials and equipment necessary for the Maintenance/Repairs and

Inspections of Land Ambulances and associated vehicles, as detailed herein. The estimated full

replacement cycle for the Land Ambulances themselves is 54 months.

2. Date and Time for Receiving Proposals

All submissions must be sealed and be received by MLPS’s administration department, located at 1035

Adelaide Street, London Ontario no later than Friday November 22, 2019 @ 12:00pm.

Submissions received after this deadline will not be accepted and will be returned unopened to the

Proponent. Please note that Proponents are solely responsible to ensure that their submissions are

received by the logistics department on or before the deadline. MLPS will not accept any submission

after this deadline notwithstanding the reason for its late receipt.

Please also note that, in the event of any question regarding the timely receipt of any submission, the

time on the clock designated by MLPS will absolutely prevail over any other time piece regardless of

any discrepancies between the times on MLPS’ designated clock and actual time.

Bids will be opened for REGISTRATION OF BIDS RECEIVED only, at a public meeting at 1035

Adelaide Street, London, Ontario N6E 1R4 on Friday, November 29, 2019 @ 9:00am.

3. Form of Proposal

PROPOSALS SHALL BE SUBMITTED IN TWO ENVELOPES ADDRESSED TO MR. COLIN

HEISE, MLPS, AT THE ADDRESS NOTED ABOVE, WHICH CLEARLY IDENTIFIES THE

DOCUMENT(s) ENCLOSED AS A PROPOSAL, GIVES NOTE OF THE PROPOSAL NUMBER

AND THE NAME AND ADDRESS OF THE BIDDER.

FOR YOUR CONVENIENCE A MLPS REPLY ENVELOPE IS ENCLOSED WHICH IS READILY

RECOGNIZED BY MLEMSA EMPLOYEES. WE WILL NOT BE RESPONSIBLE FOR ANY

PROPOSAL(s) WHICH ARE LOST OR MISPLACED AS A RESULT OF FAILURE TO USE THIS

ENVELOPE.

The Proposal must not be restricted by a statement added to the Proposal Form or by a covering letter, or by

alterations to the Proposal Form, as supplied by MLPS, unless otherwise provided herein. Adjustments by

fax or letter to a Proposal already submitted will not be considered.



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3. Form of Proposal (Continued)

The Proposal form must be signed in the space provided on the Form, with the signature of the Proponent

or responsible official of the firm bidding. If a joint Proposal is submitted, it must be signed and addressed

on behalf of each of the Proponents. Catalogues, brochures and bulky documents will be submitted under

separate cover and must be clearly identified as being supplementary documents for this Request for

Proposal.

4. Documentation

Proponents shall submit SIX (6) SETS of the complete Proposal documents. One set must contain original

signatures and be identified as “MASTER”. Additional sets may be photocopied and identified as

“DUPLICATE”. Any supplementary pricing must be attached to the Offer of Proposal and will be

considered to be an integral part of the Proposals.

All unit prices must be clearly indicated and all extension and lump sum prices written in figures. The

Proposal must not be restricted by a statement added to the Proposal form or by a covering letter, or by

alterations to the Offer of Proposal Form, as supplied by MLPS, unless otherwise provided herein.

Adjustments by fax or letter to a Proposal already submitted will not be considered.

The Offer of Proposal must be signed and witnessed by responsible officers of the company and the company

must be clearly identified. The Proposal must not be restricted by adding any statements, or by a covering

letter, or by alteration to the printed words of the Proposal as supplied unless otherwise provided herein.

As this is a Request for Proposal, it is the Proponents’ responsibility to include an itemized summary

of all items requested and contained within this Request for Proposal.

These submissions will be considered along with price in determining the successful proponent. It is

therefore crucial that complete documentation be supplied.

Any Proponent must be prepared, if requested by the Evaluation Team, to make a brief presentation.

This presentation would be 15 to 20 minutes in length and would contain highlights of their Proposal.

This presentation, if requested, will form part of the final award evaluation. MLPS will not be liable for

any costs incurred by the proponent for such presentation.

5. Confidentiality

The Proposal must not be restricted by any statement, covering letter or alteration by the Proponent in

respect of confidential or proprietary information. MLPS will treat all Proposals as confidential. MLPS

will comply with the Municipal Freedom of Information and Protection of Privacy Act, and its retention

by-law pursuant to the Municipal Act, in respect of all proposals. All Public Reports approved by the

Council of the County will become public information. Such Public Reports will not include Proposal

documents. MLPS will not return, and will destroy all copies of any unsuccessful Proposal.



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6. Workplace Safety and Insurance Board Clearance

The Successful Proponent(s) must furnish its/their Workplace Safety and Insurance Board (W.S.I.B.)

account number. A W.S.I.B. Certificate of Clearance (not more than 30 days old) must be included with the

Proposal.

7. Liability Insurance Policy

Within fifteen (15) days of being notified of the award the Successful Proponent must furnish MLPS

with a CERTIFICATE OF INSURANCE, on the MLPS’ standard Certificate of Insurance form (sample

attached – Appendix ‘A’), for a Liability Insurance Policy, covering Public Liability and Property

Damage in a minimum amount of $2,000,000.00 inclusive. MLEMSA and MLPS shall both be noted as

named insureds. Such policy shall contain:

a. A "Cross Liability" clause or endorsement; and

b. an endorsement certifying that MLPS is included as an additional insured; and

c. an endorsement to the effect that the policy or policies will not be altered, cancelled or allowed to lapse

without at least thirty (30) days advance written notice to MLPS.

The Liability Insurance Policy and/or endorsements shall be satisfactory to MLPS. MLPS reserves the right

to request a certified copy of the full commercial general liability policy.

8 Withdrawal of Proposals

A Proposal may be withdrawn unopened after it has been deposited, if such request is received in

writing by the Logistics Coordinator prior to the time specified for the opening of Proposals.

9. Clarification

It will be the Proponent's responsibility to clarify any details in question before submitting a Proposal. All

official correspondence should be directed to and will be issued by Mr. Colin Heise, MLPS. Any questions

must be received in writing no later than Wednesday November 20, 2019 at 8:00am. MLPS bears no

responsibility for any oral communication, instruction or suggestions.

10 Alternate Proposals

It is recognized that some companies may wish to submit more than one response to this Request for

Proposal. In such cases a separate Form of Proposal must be submitted for each alternate offered. The

alternate Proposals MUST be clearly identified as alternates and will be submitted under the conditions of

this Request for Proposal.



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11. Error and Correction

MLPS reserves the right in its total discretion to make all necessary corrections to any Proposal which

contains mathematical errors and may refer to the unit price in making such corrections.

12. Taxes

All prices and fees offered by Proponent in response to this Request for Proposal shall be subject to

Harmonized Sales Tax.

13. Evaluation Team

The Evaluation Team shall consist of a member(s) from:

1. MLPS’ Management Team

2. The Corporation of the County of Middlesex

3. MLPS’ Purchasing and Inventory Specialist

4. Lerners LLP Representative (will act as an advisor)

Evaluation of submissions is expected to take approximately four (4) weeks from the closing date for the

Request for Proposal.

14. Modified Proposals

In the event that a prepared Proposal does not precisely and entirely meet our requirements, MLPS

reserves the right to enter into negotiations with selected proponent(s) to arrive at a mutually satisfactory

arrangement with respect to any modifications to a Proposal.

15. Term of Agreement

The Successful Proponent shall have all necessary labour and equipment and be prepared to commence

full operations on or about Wednesday January 1, 2020 @ 7:00am, and continue to provide all services

during the full term of the agreement.

It is expected that the Successful Proponent will be awarded with a contract for a term of two (2) years

(the “Term”). At the end of the Term, the Successful Proponent and MLPS may enter into negotiations

to enter into a further contract for a term of two (2) years provided the terms are satisfactory to both

parties, subject to compliance with the County of Middlesex’s Purchasing Policy. At the end of the two

(2) year term, the Successful Proponent and MLPS may enter into negotiations to enter into a further

contract for a term of two (2) years provided the terms are satisfactory to both parties, subject to

compliance with the County of Middlesex’s Purchasing Policy. The total length of this Agreement,

including the additional contract terms shall not exceed 6 years.

16. Pricing

Hourly shop rates and inspection rates proposed are to be in Canadian funds and to include all necessary

labour and equipment required for the execution of the work.



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17. Termination of Agreement

All work is to be completed to the satisfaction of the Chief of Paramedic Services or Designate.

In the event that the Proponent, in the opinion of MLPS, fails to perform the services in accordance with

the Information to Proponents and General Conditions, Specifications and Core Requirements and

Agreement, as stated herein, MLPS reserves the right to terminate the agreement on providing a

minimum of thirty (30) days written notice, and contract for the services with an alternate Proponent, or

call for new Proposals.

18. Proposal Expiry Date

Proponents hereby acknowledge that offers contained within their Proposal shall remain open for

acceptance by MLPS for a period of not less than ninety (90) days from the closing date established for

Proposals.

19. Incurred Costs

MLPS shall not be responsible for any liabilities, costs, expenses, loss or damage incurred, sustained or

suffered by any Proponents prior or subsequent to or by reason of the acceptance or non-acceptance by

MLPS of any Proposal by reason of any delay in the acceptance of a Proposal.

20. Acceptance or Rejection of Proposals

MLPS reserves the right to reject any or all Proposals, including without limitation, the lowest cost

Proposal, and to award the Proposal to whomever MLPS in its sole and absolute discretion deems

appropriate notwithstanding any usual business practices to the contrary nor anything contained in this

Request For Proposal. Without limiting the generality of the foregoing, MLPS reserves the right, in its

sole and absolute discretion, to accept or reject any Proposal which in the view of MLSP is incomplete,

obscure, or irregular, which has erasures or corrections in the documents, which contains exceptions and

variations, which omits any one or more prices, which contains prices MLPS considers unbalanced, or

does not otherwise meet the requirements of this Request For Proposal. In this regard, MLPS

specifically directs all Proponents to the section on BID IRREGULARITIES at the beginning of this

Request For Proposal. Criteria which may be used by MLPS in evaluating Proposals and awarding the

Agreement are in MLPS’s sole and absolute discretion, and, without limiting the generality of the

foregoing, may include the evaluation criteria set out in Section 31 including without limitation any one

or more of: price; total cost to MLPS; value added components of the Proponent’s Proposal; reputation;

claims history of the Proponent; qualifications and experience of the Proponent and its personnel;

quality of services and personnel proposed by the Proponent; ability of the Proponent to ensure

continuous availability of qualified and experienced personnel; the Proposal’s Compliance with

Specifications and Core Requirements; the quality of the facilities; the proposed location, labour and

equipment; the Proponent’s plan for pickup and delivery of all vehicles to be serviced/repaired/inspected

to and from all ambulance stations located in the County of Middlesex; key personnel of the Proponent;

References and Financial Viability/Stability; and the proposed supervisory staff of the Proponent.

Should MLPS not receive any Proposal satisfactory to MLPS in its sole and absolute discretion, MLPS

reserves the right not to award the Agreement and to retender the subject matter of this Request For



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Proposal, or negotiate an agreement for the whole or any part of the Request For Proposal with any one

or more persons whatsoever, including one or more of the Proponents.

21. Announcement

No award is made until a report is prepared for and approved by the Council of The Corporation of the

County of Middlesex.

22. Agreement

The Successful Proponent will be required to enter into a formal Agreement with MLPS. The complete

Request for Proposal document and the Proponent's Proposal will form part of the Agreement. MLPS

will prepare the Agreement document for execution by both parties. MLPS will not accept an

Agreement document prepared by the Proponent or a third party. A sample Agreement is attached as

Appendix “D”.

23. Indemnification

The Successful Proponent shall indemnify and save harmless, The County of Middlesex, MLPS, its

elected officials, officers, employees and agents from and against any and all claims of any nature,

actions, causes of action, losses, expenses, fines, costs (including legal costs), interest or damages of

every nature and kind whatsoever arising out of the negligence, errors, omissions, fraud or wilful

misconduct of the Successful Proponent, its officers, employees, agents and subcontractors, or any of

them, attributable to or in connection with the delivery or performance of the goods and services

contemplated in this Request for Proposal or any failure to comply with the Agreement, except to the

extent that same is attributable to or caused by the negligence of MLPS, its officers, employees and

agents, or any of them. This indemnity shall be in addition to and not in lieu of any insurance to be

provided by the Successful Proponent in accordance with this Request for Proposal.

24. Execution of Agreement

The Successful Proponent shall be notified in writing of the acceptance of its Proposal and shall be bound to

execute the Agreement with MLPS within fourteen (14) days of contract award. Date of contract award

shall be taken as the date on which the Successful Proponent is notified of the acceptance of this Proposal.

The Successful Proponent must submit the following to MLPS within Fourteen (14) days of the contract

award:

(a) A fully executed Agreement in triplicate;

(b) A Certificate of Insurance in MLPS’ format (see Appendix ‘A’) which complies with the

insurance requirements set out on page 6, paragraph 7.

(c) A certificate of Clearance from the Workplace Safety & Insurance Board (WSIB) certifying that

the Proponent is in good standing with the Board, and confirming that their account is active and

up to date.



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25. Failure to Execute Agreement

Failure to execute the contract and to file all documentation, as required herein, within the specified time

period shall be just cause for the cancellation of the contract award.

MLPS shall then have the right to award the contract to any other Proponent or re-issue the Request for

Proposal.

26. Work Safety & MLPS Policies

All work performed under this contract must be carried out in accordance with the terms and conditions of the

EMPLOYMENT STANDARDS ACT AND THE OCCUPATIONAL HEALTH AND SAFETY ACT, LATEST

REVISION.

By executing the contract, the Successful Proponent unequivocally acknowledges that he is the constructor

within the meaning of the Occupational Health and Safety Act, latest revision.

27. Sub Contract

The Successful Proponent will not, without the written consent of MLPS, make any assignment or any

sub contract for execution of any work hereby quoted.

28. Assignment of Contract

Notwithstanding any other provision hereof, MLPS reserves the right to assign this contract or the benefit

thereof, in whole or in part, in the event of any restructuring, privatization, or other significant change in

MLPS’ operation.

29. Municipal Freedom of Information and Protection of Privacy Act

Any documentation submitted to MLPS with respect to this Request for Proposal would be subject to the

Municipal Freedom of Information and Protection of Privacy Act.

30. Purchasing Policy

Submissions will be solicited, received, evaluated, accepted and processed in accordance with the

County’s Purchasing Policy as amended from time to time. In submitting a Proposal in response to this

solicitation, the Proponent agrees and acknowledges that it has read and will be bound by the terms and

conditions of the County’s Purchasing By-law.

The Purchasing Policy can be requested by contacting the County of Middlesex at 519-434-7321.



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31. Evaluation Criteria

a. Objective

The objective of the evaluation process is to identify the submission, which most effectively meets the

requirements of the Request for Proposal.

b. Evaluation Process

There will be four (4) steps in the evaluation process.

Step 1 Review of Proponents submission for compliance with Specifications, Core Requirements and

Confirmation.

Step 2 Review of Proponents submission contents.

Step 3 Scoring and short listing of Proponents submissions.

Step 4 Evaluation of an oral presentation (if required) made by short-listed Proponents. In addition,

short listed Proponents may be asked to attend further interviews, provide a tour of their

facilities, demonstrate equipment processes, programs, and procedures and provide additional

technical materials, pricing, and general information prior to final selection. The Proponents

Key Personnel should be in attendance.

c. Evaluation Criteria

The responses to this Request for Proposal will be evaluated using the following general criteria. These

criteria are not set out in order of importance. The general criteria may be further refined prior to the

receipt of the Request for Proposal submissions.

d. Compliance with the Specifications & Core Requirements

As outlined in the Request for Proposal

e. Proponent Capability

Demonstrated ability to provide Maintenance/Repair Services within the County of Middlesex and/or

the City of London; an assessment of the extent to which the approach meets the objectives set out in the

Request for Proposal.

The capability of the Proponent to undertake the necessary commitments will be assessed and verified.

This may include an inspection of the Proponents facilities and/or interviews with Key Personnel or

references to substantiate the claims made in the Proposal and will include the following:

- Quality of Facility

- Key Personnel

- Quality of Facility



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- Previous experience

- Overall Security

f. Cost

MLPS reserves the right to consider such factors as discounts and value added in the assessment of the

calculation of the total evaluated cost.

g. References and Financial Viability/Stability

Will be evaluated on the basis of the:

· Experience and capability of management team.

· Financial strength and demonstrated capability to deliver the service.

h. Value Added

The intent of the value added requirement is to reward Proponents who offer innovative and quantifiable

alternative solutions to MLPS. The value-added feature(s) should be of benefit to MLPS and the

Proponent should provide a detailed explanation of how the Proponent considers the proposed concept

to be a benefit. (One example of Value Added would be for a proponent to offer after hours pick-

up/delivery and repairs including on Sundays and/or holidays.)

i. Scoring - The following categories and scores will be used:

Category Points

Compliance with Specifications & Core Requirements 20

Proponent Capability Including:

Quality of Facilities 15

Key Personnel 15

Previous Experience 15

Overall Security 15

References & Financial Viability/Stability 25

Cost 30

Value Added 15

Total 150

MLPS shall have sole and absolute discretion in applying the evaluation criteria set out in this Section

31.

32. Interpretation of Estimates

The ambulance service logs an approximate annual combined mileage of 1,250,000 kilometers. Based

on the 9000 km Service intervals and 6-month mandatory safety inspections we estimate this contract

will require approximately: 180 "A" Inspections annually

92 "B" Inspections annually

40 "C" Once Every 144,000 kilometers



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These estimates shall be used as a basis for calculation upon which the award of contract will be made.

The estimates are not guaranteed and are furnished without any liability to MLPS whether increased or

decreased.

33. Priority Service

The Successful Proponent acknowledges that the involved vehicles are specialized emergency response

vehicles which cannot be easily replaced, and which we rely on to perform our services. The contractor

commits to providing priority service for ambulance vehicles in the scheduling of service. Priority

service (for breakdowns and inspections) includes the following terms:

a. The Proponent commits to having their mechanic(s) start work for any required repair or maintenance

within one (1) hour of the vehicle arriving at their location and that such work will be completed as

expeditiously as possible.

b. The Proponent will contact MLPS immediately if work cannot be continued due to parts availability or

if work in addition to that initially requested is required.

c. The Proponent acknowledges that any maintenance or repairs in addition to those initially requested on

the release order require specific advance authorization from MLPS’s supervisory staff prior to

proceeding with the repairs.

d. The Proponent acknowledges that prices must include pickup and delivery of all vehicles to be

serviced/repaired/inspected to and from all ambulance stations located in the County of Middlesex (see

Specifications, Core Requirements & Confirmation, Item 2). All staff of the Proponent utilized for

pickup and delivery of vehicles must possess a current and valid Ontario G Class Driver’s License.

34. Outstanding Litigation

All Proponents acknowledge that any Proposal from a Proponent that has an outstanding or unresolved

pending or potential legal dispute with either MLPS or The Corporation of the County of Middlesex

shall be disqualified and such Proponent shall, under no circumstances, be selected as the successful

Proponent.



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II. SPECIFICATIONS, CORE REQUIREMENTS & CONFIRMATION

# DESCRIPTION SPECIFY/CONFIRM

1. THE PROPONENT'S SERVICE FACILITY MUST BE LOCATED WITHIN THE

GEOGRAPHIC BOUNDARIES OF THE COUNTY OF MIDDLESEX AND/OR CITY OF

LONDON. PROPONENTS MUST PROVIDE A DETAILED DESCRIPTION OF THEIR

SERVICE FACILITY ON PAGE 17.

YES: NO:

2. HOURLY RATE PRICES MUST INCLUDE PICK UP AND DELIVERY OF ALL VEHICLES

TO BE SERVICED/REPAIRED/INSPECTED TO AND FROM ALL AMBULANCE

STATIONS LOCATED IN THE CITY OF LONDON AND COUNTY OF MIDDLESEX. (ALL

STAFF UTILIZED FOR PICK-UP AND DELIVERY OF VEHICLES MUST POSSESS A

CURRENT AND VALID ONTARIO DRIVERS LICENCE AND MUST BE EQUIPPED WITH

A FUNCTIONING CELLULAR TELEPHONE WITH WHICH TO CALL 9-1-1 FOR

ASSISTANCE, IF REQUESTED TO DO SO BY A CITIZEN, WHILE CARRYING OUT

PICK-UP AND DELIVERY DUTIES.) "OUT OF SERVICE" SIGNS MUST BE UTILIZED ON

THE VEHICLES DURING PICK-UP AND DELIVERY DUTIES.

YES: NO:

3. PROVIDE PRICES FOR TOWING OF ANY VEHICLES (IF REQUESTED) TO THE

SERVICE FACILITY WHEN NECESSARY.

NOTE: A ROLL OFF BED TOW VEHICLE IS REQUIRED. AMBULANCES CANNOT BE

LIFTED FOR TOWING. A ROLL OFF BED TOW VEHICLE MUST BE CAPABLE OF

HAULING DUAL WHEEL AMBULANCES.

YES: NO:

4. THIS AGREEMENT WILL NOT COVER THE FOLLOWING:

1. TIRES 2. REPLACEMENT GLASS

THESE ITEMS MAY BE A SEPARATELY NEGOTIATED AGREEMENT AS A VALUE

ADDED.

5. CURRENTLY, ALL LAND AMBULANCE CAB AND CHASSIS OWNED BY THE COUNTY

ARE MANUFACTURED BY GENERAL MOTORS COMPANY. (NUMEROUS MLPS

SUPPORT VEHICLES ARE FORD MOTOR COMPANY VEHICLES)

THE PROPONENT MUST THEREFORE MAKE ARRANGEMENTS WITH AN

AUTHORIZED APPROPRIATE GENERAL MOTORS DEALER OR OTHER DEALER AS

APPROPRIATE FOR WARRANTY WORK. THE NAME AND LOCATION OF THE

AUTHORIZED DEALER(S) MUST BE STATED IN THE LIST OF ANY PROPOSED SUB

CONTRACTORS ON PAGE 18. A LETTER OF CONFIRMATION FROM THE

APPROPRIATE DEALERS THAT SUCH ARRANGEMENTS HAVE BEEN MADE BY THE

PROPONENT MUST BE INCLUDED WITH YOUR SUBMISSION. ALL WORK SUB

CONTRACTED BY THE SUCCESSFUL PROPONENT MUST BE WARRANTIED BY THE

SUCCESSFUL PROPONENT, NOT THE SUB CONTRACTOR AND MUST NOT BE LESS

THAN ORIGINAL EQUIPMENT MANUFACTURER'S WARRANTY. ANY SUB

CONTRACTED WORK SHALL BE INVOICED AT THE SUB CONTRACTOR'S ACTUAL

COST AND WITHOUT MARK-UP

6. ALL VEHICLES ARE TO BE SUFFICIENTLY "TEST DRIVEN" FOLLOWING ANY

SERVICE/ REPAIR/INSPECTION WORK. DURING THE TEST DRIVING, STAFF MUST

MEET ALL REQUIREMENTS PREVIOUSLY DESCRIBED IN # 2, ABOVE.

YES: NO:

COMPANY: SIGNATURE:



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II. SPECIFICATIONS, CORE REQUIREMENTS & CONFIRMATION (PAGE 2)

# DESCRIPTION SPECIFY/CONFIRM

7. ALL PARTS USED IN THE SERVICE/REPAIR OF THE VEHICLES MUST BE ORIGINAL

EQUIPMENT MANUFACTURER (O.E.M.) PARTS (IF AVAILABLE) OR APPROVED

EQUIVALENT SO THAT ANY EXISTING WARRANTIES ARE NOT VOIDED. NON

O.E.M. PARTS MAY BE SUBSTITUTED (IF NECESSARY) IF PRE-APPROVED BY MLPS.

YES: NO:

8. ALL VEHICLE AND AUXILLARY BATTERIES ARE TO BE CHARGED DURING ANY

SERVICE/REPAIR/INSPECTION WORK BY CONNECTING THE ‘SHORE LINE.’ YES: NO:

9. THE SUCCESSFUL PROPONENT MUST PROVIDE APPROPRIATE STAFF TO

PARTICIPATE IN ANY AMBULANCE CONVERSION SEMINARS/COURSES WHICH

ARE OFFERED BY THE MINISTRY OF HEALTH OR AS DIRECTED BY MLPS.

YES: NO:

10. THE SUCCESSFUL PROPONENT MUST KEEP IN INVENTORY, A STOCK OF CRITICAL

SPARE PARTS TO ENSURE A MINIMUM OF VEHICLE DOWN TIME. A LIST OF

THESE PARTS WILL BE SUPPLIED TO THE SUCCESSFUL PROPONENT BY MLPS.

SOME OF THESE PARTS CAN BE ORDERED DIRECTLY THROUGH THE

CONVERSION VENDOR.

YES: NO:

11. ALL VEHICLES MUST BE STORED INSIDE A PROPERLY HEATED FACILITY TO

PREVENT FREEZING OF MEDICAL SUPPLIES CARRIED ON BOARD.

YES: NO:

12. PREVENTATIVE MAINTENANCE WILL BE SCHEDULED BY MLPS STAFF.

13. PROPONENT’S SHALL UPON REQUEST BY MLPS; PRODUCE COPIES OF EACH

AUTOMOTIVE TECHNICIAN’S LICENSE AS WELL AS PROOF OF ONGOING

CERTIFICATION. THE COSTS FOR THIS REQUEST(S) SHALL BE SOLELY THE

PROPONENT’S.

YES: NO:

14. PROPONENTS SHALL UPON REQUEST BY MLPS SUBMIT AN INVENTORY IN

WRITING DESCRIBING THE MODEL, TYPE, AND QUANTITY OF TWO OR FOUR

POINT HOISTS CAPABLE OF LIFTING A GROSS WEIGHT OF 4,499 KILOGRAMS. THE

COSTS FOR THIS REQUEST(S) SHALL BE SOLELY THE PROPONENT’S.

YES: NO:

15. PROPONENTS SHALL UPON REQUEST BY MLPS SUBMIT PROOF OF ANNUAL

HOIST(S) INSPECTION AND CERTIFICATION. THE COSTS FOR THIS REQUEST(S)

SHALL BE SOLELY THE PROPONENT’S.

YES: NO:

16. PROPONENTS SHALL PROVIDE AT THEIR SERVICE LOCATION A FRONT END

ALIGNMENT RACK/HOIST COMBINATION AND EMPLOY QUALIFIED

TECHNICIAN’S CAPABLE OF PROVIDING ALIGNMENT SERVICE AND

ADJUSTMENTS TO THE DUAL REAR WHEEL AMBULANCE CHASSIS OPERATIONED

BY MLEMSA LICENSED FOR A GROSS VEHICLE WEIGHT OF 4,499 KILOGRAMS.

SUBLET ARRANGEMENTS FOR THIS SERVICE ARE NOT ACCEPTABLE DUE TO THE

FREQUENCY OF THIS PROCEDURE REQUIRED FOR MLPS CHASSIS.

YES: NO:

17. PROPONENTS SHALL PROVIDE UPON REQUEST BY MLPS; ALL RELEVANT

DOCUMENTATION PERTAINING TO THE DISPOSAL OF FLUIDS AND SUBSTANCES

FROM MLPS VEHICLES TO ENSURE THAT SUCH DISPOSAL IS IN ACCORDANCE

WITH APPLICABLE ENVIRONMENTAL LEGISLATION. THE COSTS FOR THIS

REQUEST(S) SHALL BE SOLELY THE PROPONENT’S.

YES: NO:

19. PROPONENTS SHALL SUBMIT UPON REQUEST BY MLPS; APPROPRIATE



16

DOCUMENTATION AS PROOF THAT A CURRENT AGREEMENT IS IN PLACE WITH

AN APPROVED AND LICENSED VENDOR TO CONTAIN, TRANSPORT AND DISPOSE

OF ALL FLUIDS, SUBSTANCES, AND COMPOUNDS REMOVED FROM OR

DISCARDED FROM MLPS’ VEHICLES. THE COSTS FOR THIS REQUEST(S) SHALL BE

SOLELY THE PROPONENT’S.

YES: NO:

20. THE PROPONENT AGREES TO COMPLETE THE PROPER DOCUMENTATION

RELATED TO EACH REPAIR OR SERVICE EVENT ON AN MLPS VEHICLE WITHIN

TWENTY FOUR HOURS INCLUDING; THE ORIGINAL INVOICE, THE WHITE COPY OF

THE AMBULANCE PREVENTATIVE MAINTENANCE FORM (PINK COPY TO BE

PLACED ON THE DASH OF THE VEHICLE FOR THE DEPUTY SUPERINTENDENT),

MINISTRY OF TRANSPORTATION SAFETY CHECK FORM, ANNUAL COMMERCIAL

VEHICLE SAFETY INSPECTION AND THE MLPS SERVICE REQUEST FORM.

YES: NO:

21. THE PROPONENT SHALL HAND DELIVER OR COURIER THE COMPLETED

AMBULANCE REPAIR AND MAINTENANCE DOCUMENTATION IN A SEALED AND

PROPERLY LABELED ENVELOP TO MLPS HEADQUARTERS AT: 1035 ADELAIDE

STREET SOUTH LONDON ONTARIO N6E 1R4 ATTN: LOGISTICS TWICE PER WEEK

AS A MINIMUM.

YES: NO:

22. THE PROPONENT SHALL ENSURE THAT ALL EMPLOYEES THAT ARE SERVICING,

REPAIRING OR INSPECTING VEHICLES SHALL OBTAIN ALL NECESSARY

TRAINING, LICENSING AND TECHNICAL DESIGNATIONS RECOMMENDED BY ANY

MANUFACTURER OF MLPS’ VEHICLES FOR SUCH WORK. SUCH TRAINING,

LICENSING AND TECHNICAL REQUIREMENTS SHALL BE OBTAINED BY THE

PROPONENT AT THE PROPONENT’S EXPENSE.

YES: NO:

COMPANY: SIGNATURE:


Form of Proposal Part III Request Number 2019-10-MRC

17

I/We, the undersigned, having carefully examined the Information to Proponents & General Conditions,

Specifications, Core Requirements & Confirmation and the Form of Proposal, do hereby offer and agree to

enter into an agreement with MLPS to provide all labour and materials and equipment necessary for the

Maintenance/Repairs and Inspections of Land Ambulances in accordance with the terms and conditions

specified in this Request for Proposal document, at the prices stated in our submission:

STATE NORMAL HOURLY SHOP RATE: $ /HOUR

STATE PREMIUM HOURLY SHOP RATE (IF APPLICABLE) $ /HOUR

STATE TOTAL COST HOURLY SHOP RATE: $ /HOUR

STATE TOTAL PREMIUM HOURLY SHOP RATE (IF APPLICABLE) $ /HOUR

STATE COST FOR (LABOUR ONLY): TIME TO PERFORM

"A" INSPECTION (ESTIMATED 180/YEAR) $ + MATERIALS /HRS.

"B" INSPECTION (ESTIMATED 92/YEAR) $ + MATERIALS /HRS.

"C" INSPECTION (ESTIMATED 40/YEAR) $ + MATERIALS /HRS.

All A/B/C INSPECTION COSTS MUST BE INCLUSIVE OF VEHICLE DELIVERY CHARGES (PICK UP AND DROP

OFF)

TOTAL COST "A" INSPECTION (ESTIMATED

180/YEAR)

$

TOTAL COST "B" INSPECTION (ESTIMATED

92/YEAR)

$

TOTAL COST "C" INSPECTION (ESTIMATED

40/YEAR)

$

STATE: COST FOR SAFETY CERTIFICATE WHILE PERFORMING

"B" INSPECTION $

"C" INSPECTION $

NEW UNIT INITIAL SAFETY $

STATE COSTS FOR EMISSION TESTING: LIGHT DUTY $

HEAVY DUTY $

STATE DISCOUNT OFF O. E. M. OR APPROVED EQUIVALENT, PARTS PRICE LIST: %

ADDENDUM/ADDENDA (If applicable must be filled in by bidder.) FAILURE TO ACKNOWLEDGE WILL

RESULT IN AUTOMATIC REJECTION OF THE SUBMISSION.

I/We, the undersigned, acknowledge that I/We have received addendum/addenda Numbers * to *

inclusive, and that all changes specified therein have been included in the prices submitted.

COMPANY: CONTACT NAME:



18

(please print)

ADDRESS: SIGNATURE:

TITLE:

POSTAL CODE: WITNESS;

TELEPHONE NUMBER: TITLE:

FAX NUMBER: DATE:

EMAIL ADDRESS: (IF APPLICABLE)

FLEET REFERENCES:

COMPANY: CONTACT NAME: PHONE NUMBER:

SERVICE FACILITY DESCRIPTION:

FACILITY LOCATION:

(Street/City/Postal Code)

DESCRIBE YOUR FACILITY IN DETAIL:



19

COMPANY: SIGNATURE:

LIST OF SUB-CONTRACTORS

THE PROPONENT SHALL LIST THE SUB-CONTRACTORS HE/SHE PROPOSES TO USE FOR THE WORK.

(I.E. TOWING SERVICES (IF REQUESTED), CHEVROLET, FORD WARRANTY WORK, ETC.)

NAME OF SUB-CONTRACTOR AND ADDRESS SCOPE OF WORK

PREVIOUS EXPERIENCE WITH LAND AMBULANCE CONVERSIONS:

DESCRIBE YOUR STAFF QUALIFICATIONS (I.E. AUTOMOTIVE TECHNICIAN (UNDER 9000 Kg.) 310S,

TRUCK & COACH TECHNICIAN (OVER 4500 kg.) 310T, ETC.

STATE NORMAL WORKING HOURS:



20

DETAIL TOWING COSTS (IF REQUESTED):

COMPANY: SIGNATURE:

Appendix "A"

Certificate of Insurance (example)

Appendix "B"

Vehicle Inventory

MLPS Fleet List

Vehicle Number Chassis Year

13-1170 FM-9047 2013

14-1171 FM-9430 2014

18-1172 FM-11590 2018

17-1173 FM-10944 2017

19-1174 FM-12085 2019

18-1175 FM-11585 2018

17-1176 FM-10945 2017

16-1177 FM-10516 2016

17-1178 RM-11975 2019

15-1179 FM-7434 2015

19-1180 FM-12086 2019

16-1181 FM-10341 2016

15-1182 FM-9766 2015

15-1183 C-1101 2015

15-1184 C-1102 2015

19-1185 FM-12087 2019

18-1186 FM-11949 2018

16-1187 FM-10339 2016

14-1188 FM-9431 2014

19-1189 FM-12118 2019

19-1190 FM-12119 2019

15-1191 FM-9765 2015

19-1010 FM-11969 2019

17-1011 FM-10914 2017

17-1012 FM-10915 2017

18-1013 RM-11974 2019

18-1014 FM-11584 2018

14-1044 FM-9628 2014

Crestline

Crestline

Crestline

Model

Crestline

Crestline

Crestline

Crestline

Crestline

Crestline

Crestline

Crestline

Demers

Crestline

Crestline

Crestline

Crestline

Demers

Crestline

Crestline

Crestline

Crestline

Crestline

Crestline

Crestline

Crestline

Crestline

Crestline

Crestline

Vehicle Number Chassis Year

16-1045 FM-10340 2016

19-1046 FM-12084 2019

14-1047 FM-9427 2014

18-1048 FM-11587 2018

16-1049 FM-10514 2016

15-1071 FM-9767 2015

17-1072 FM-10883 2017

17-1073 FM-10891 2017

16-1074 FM-10515 2016

18-1075 FM-11588 2018

15-1076 C-1100 2015

15-1077 C-1099 2015

15-1344 D&R 2015

19-1345 MSJ 2019

18-1351 MSJ 2018

16-1352 Kerr 2016

18-1353 Dodge PU 2018

17-1354 Dodge/RPR 2017

13-1355 FORD E250 2013

18-1356 MSJ 2018

13-1347 D&R 2013

14-1400 C-9570 2014

19-1401 C-11971 2019

Admin LPS 2012

Admin LPS 2012

CP-1 Kerr 2016

08-PR5 FM6933 2008

15-1345 D&R 2015

Ford Escape

Ford Escape

Crestline

Ford Van

Chevrelet Tahoe

Model

Dodge PU

Dodge Van

Crestline

Crestline

Crestline

Crestline

Crestline

Crestline

Demers

Crestline

Crestline

Crestline

Chevrolet Tahoe

Expidition

Crestline

Crestline

Crestline

Ford Explorer

Chev Tahoe

Ford Explorer

Demers

Ford Explorer

Chevrolet Tahoe

Appendix "C"

Addresses of Ambulance Stations

Note: MLPS stations may change during the contract period at the discretion of MLPS.

MLPS HEADQUARTERS 1035 Adelaide Street South

London N6E 1R4

WATERLOO STATION 340 Waterloo Street,

London N6B 2N6

HORIZON STATION 745 Horizon Drive, London N6H 4L1

TROSSACKS STATION 1601 Trossacks Avenue,

London N5X 2G3

GLENCOE STATION 147 McKellar Street, Glencoe N0L 1M0

STRATHROY STATION 351 Frances Street Strathroy N7G 2L7

PARKHILL STATION 179 Mill Street,

Parkhill N0N 2K0

LUCAN STATION 188 George Street,

Lucan N0M 2J0

DORCHESTER STATION 2168 Dorchester Road,

Dorchester N0L 1G2

BYRON STATION 3100 Colonel Talbot Rd.,

London N6P 0B3

KOMOKA STATION 22494 Komoka Road Komoka N0L 1R0

HYDE PARK STATION 2225 Hyde Park Rd.,

London N6H 5K4

TRAFALGAR STATION 2330 Trafalgar Road

London N5V 4Z7

Appendix "D"

Sample Agreement

THIS AGREEMENT made in triplicate this ______ day of _________ 2019.

- BETWEEN -

MIDDLESEX LONDON EMERGENCY MEDICAL SERVICES AUTHORITY

(OPERATING AS MIDDLESEX LONDON PARAMEDIC SERVICE)

1035 ADELAIDE STREET SOUTH

LONDON, ONTARIO

N2E 1R4

Hereinafter called the "MLEMSA"

(of the first part)

- AND –

COMPANY NAME

Address

Hereinafter called the "Consultant/Contractor”

(of the second part)

WHEREAS the County is desirous of obtaining an agreement for (enter the service provided), as set out in

the County’s Request for Proposal (the “Request for Proposal”) document # (insert number), dated (enter

proposal issue date) and the Proposal of the Consultant/Contractor (the “Proposal”) dated (enter date of

provider’s proposal) together comprising Schedule "A" forming part of this agreement (all of which are

referenced together as the “RFP Agreement”);

NOW THEREFORE THIS AGREEMENT WITNESSETH that in consideration of the premises and other

good and valuable consideration, the sufficiency whereof is acknowledged hereby by the parties, the parties

hereto agree with each other as follows:

1. The “Consultant/Contractor” shall provide the services as set out in Schedule “A”, pursuant to all the

terms and specifications set out therein.

2. The term of the RFP Agreement shall commence December 9, 2019 and shall continue for a period of

twenty-four (24) months. The terms shall be automatically renewed at the end of each term for as many as two

(2) additional two (2) year terms unless MLEMSA provides the Consultant/Contractor with notice of

termination prior to or at the end of any term or renewal term.

3. MLEMSA shall pay the Consultant/Contractor for consulting/contracting services as outlined in

Schedule "A".

4. If either party, acting reasonably, determines that the other party has failed to perform its obligations

pursuant to the RFP Agreement, then such party may terminate the RFP Agreement upon giving at least thirty

(30) days' written notice to the other party.

5. The Consultant/Contractor shall indemnify and save harmless MLEMSA, its employees, officers,

servants and agents, from and against all actions, claims, demands, damages, suits, proceedings or costs of any

nature which may be made by any person or entity arising from or in connection with the service provided

pursuant to the RFP Agreement or as a result of the failure to comply with the RFP Agreement, including

omissions, improper acts or delays, including all bodily injury, death, property damage, losses, charges, costs

and expenses which MLEMSA, its employees, servants or agents may suffer.

6. In the case of any inconsistency or conflict between the provisions of this Agreement, the Request for

Proposal and the Proposal, the provisions shall take precedence in the following order:

a. this Agreement;

b. the Request for Proposal;

c. the Proposal.

7. The RFP Agreement together with its schedule constitutes the entire understanding between the

parties. Any change, addition to, or waiver of the terms hereof must be specifically agreed upon, in

writing, and signed by both parties. Failure on the part of either party to insist upon the strict observance of

any of the terms and/or conditions herein shall not operate as a waiver of such party's right to require the

future observance of any such terms or conditions.

8. All terms, covenants and provisions of the RFP Agreement shall be cumulative. If certain terms

address the same subject matter, the parties shall comply with all the terms.

9. The RFP Agreement shall not be assigned, in whole or in part, by either party hereto without the prior

written consent of the other party. The RFP Agreement, all its covenants, promises and conditions shall enure

to the benefit of and be binding upon the parties hereto and their respective permitted successors and assigns.

10. Either party may terminate the RFP Agreement at any time, without notice, for just cause which

shall include, without limitation, dishonesty, fraud, willful deceit or failure to properly fulfill the

obligations hereunder where such failure is not remedied within ten (10) days after notice of same is given.

11. The RFP Agreement shall be construed and interpreted in accordance with the laws of the Province of

Ontario, Canada.

12. Where any notice, direction or other communication is required to be or may be given or made by one of

the parties, it shall be deemed sufficiently given or made if mailed, delivered electronically or delivered in

writing to the parties at the following addresses:

To the Authority: 1035 Adelaide Street South

London ON N6E 1R4

Attention: Chief Neal Roberts

E-mail: [email protected]

To the Consultant/Contractor:

and, any notice so delivered personally, by facsimile or any other electronic transmission, including a scanned

version in pdf format, shall be deemed to have been received on the date of delivery, and any notice so mailed

shall be deemed to have been effectively given and received on the fourth business day following and

exclusive of the postmarked date thereof. Any party hereto may change his or its address for the purpose of this

paragraph by giving notice of such change of address to the other parties hereto in the manner provided in this

section.

mailto:[email protected]

13. This Agreement may be executed in counterparts, each of which so executed shall be deemed to be an

original and such counterparts together shall constitute one and the same Agreement. This Agreement or a

counterpart thereof may be executed and delivered by telecopier, facsimile or any other electronic

transmission, including a scanned version in pdf format, and the telecopier, facsimile or any electronic

transmission of a signature to another party or parties (or to their respective solicitors) shall be of the same

force and effect as the delivery of an original signature.

WITNESSETH the respective Corporate Seals of the Parties hereto, duly attested by the hands of their

respective proper signing officers.

Signed, Sealed ) MIDDLESEX LONDON EMERGENCY MEDICAL SERVICES AUTHORITY

and Delivered )

)

) PER: (seal)

)

)

) AND

) )

) DATE:

)

) (COMPANY NAME)

)

) PER: (seal)

)

)

) AND

)

)

) DATE:

)

)

Appendix "E"

Current Inspection Requirements and Sample MLPS Ambulance

Preventative Maintenance Form

A INSPECTION – every 90 Days or 9,000 km

1.) Change engine oil & filter. Reset Oil Life System

2.) Lubricate: front end & steering.

3.) Lubricate: Brake cables, linkage, doors, handles & hinges.

4.) Check all fluid levels & top up as required.

5.) Check for fluid leaks & report if found.

6.) Check all steering components, pump, box, lines, tie rods etc.

7.) Check suspension frame, springs, shocks & body mounts

9.) Check transmission for leaks & secure mounting.

10.) Check Driveline U Joints, yokes & driveshaft. Inspect dust boots on front axles if 4 x4 and report if

repair needed.

11.) Check rear axle for leaks, oil level, & vent tube is clear.

12.) Check all hoses and clamps front and rear of chassis and conversion

13.) Check fuel system for leaks around tank, lines, fuel filter, pump and injectors if applicable

14.) Check tire condition, & tread life and record.

15.) Check & adjust air pressures.

16.) Drain water separator on diesel fuel filters if applicable.

17.) Charge the conversion battery (deep cycle) & load test.

18.) Clean battery terminals on chassis and conversion and ground to chassis as required.

19.) Inspect all belts and tensioners.

20.) Check the operation of the lights, heater/defrost, AC, Wipers/Washers & Back up Alarm.

21.) Rotate tires and inspect brakes.

22.) Road test & check brakes and Drivability (Report any problems).

23.) Lubricate Chassis as required.

24.) Inspect Air Filter and Change if required

25.) Inspect seatbelts and door operation of chassis and conversion.

26.) Check starter for operation

27.) Check automatic transmission shift lock operation and repair if necessary.

28.) Check ignition transmission shift lock function and repair if necessary.

29.) Check Parking brake operation.

30.) Check Accelerator/Brake Pedal for damage and operation.

31.) Check ecomode or antitheft as applicable and report

32.) Inspect undercarriage: no fluids leaking.

33.) Check and record antifreeze rating

34.) Change fuel filter every other A Inspection.

B INSPECTION – every 36,000km or yearly or 4th A Inspection (INCLUDES "A" INSPECTION)

1.) Front end alignment as required

2.) MOT Safety Inspection

3.) Full Brake service front and rear

4.) Replace cabin filter if applicable.

C INSPECTION – every 144,000 (INCLUDES "A" & "B" INSPECTION)

1.) Replace Change automatic transmission fluid and filter

2.) Change transfer case oil if applicable

3.) Inspect Evaporative control system

4.) Change rear differential fluid

5.) Replace spark plugs, inspect plug wires and change if necessary

6.) Replace accessory Drive Belts

7.) Drain, Fill pressure test cooling system

8.) Replace Brake fluid

MIDDLESEX-LONDON PARAMEDIC SERVICE · 2019-10-17 · Middlesex London Paramedic Service Proposal...

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Transcript of MIDDLESEX-LONDON PARAMEDIC SERVICE · 2019-10-17 · Middlesex London Paramedic Service Proposal...