2015-2016 - Fleet Vehicle Maintenance and Repair Services
The City of Camdenton is issuing a Request for Bids for routine vehicle maintenance and repair
services for all City vehicles. The vendor or vendors offering the best value to the City shall be
selected based upon the selection criteria described in the bid specifications. Upon award, it is
the City’s intention to enter into a one (1) year agreement for routine maintenance and repair
services, with the option to renew for two (2) subsequent 1 year periods based on mutual
consent of both parties.
SCOPE OF WORK
The successful bidder(s) shall perform routine vehicle maintenance and repair services on City
vehicles including sedans, light duty trucks, sports utility vehicles, vans, and heavy-duty trucks on
an as-needed basis. There are approximately 40 City vehicles that may be serviced by this
contract. The City will provide a list of the vehicles and their age to the contractor. The City
may add vehicles or delete vehicles from its list during the term of this agreement at the
discretion of the City of Camdenton. Any vehicles added to the contract shall be offered the same
bid prices as in the original bid.
The contractor(s) shall provide bid prices for the following routine maintenance services on the
vehicles listed:
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Oil change, filter replacement with fluid check.
Chassis lube service with fluid check.
Transmission fluid and filter change service.
Bulb or fuse replacement.
Wiper blade replacement
Coolant flushes and refills.
Annual DOT inspection (as required)
Towing.
Vehicle mechanical repairs.
The contractor(s) will provide a written checklist at each oil change of the work performed. The
list will consist of all fluid checks, brake check, tire check, belts and hoses, filters, wiper
blades, and battery check. Contractor(s) must complete the checklist and detail all services
performed and all costs associated with the service to include parts. The contractor(s) must also
note any conditions observed that will require additional work and shall submit an estimate for
repairs based on the rates for parts, labor, and any diagnostics offered in this bid.
Contractor shall provide a “reminder” sticker for the inside of the vehicle windshield to remind
the user of their next maintenance check.
Emergency Vehicles Priority
If parts are available at the contractor’s facility, the contractor(s) must provide the
emergency vehicles and other law enforcement related vehicles with a forty five (45) minute
quick service on a “wait” basis for the following jobs:
 Oil change, oil filter replacement and chassis lube service with fluid check
 Transmission fluid and filter change service
 Wiper blade replacement
 Bulb or fuse replacement
The 45-minute quick service shall be at the same bid prices as listed under “Routine
Maintenance Services”
Non-Routine Repairs
The contractor(s) shall provide the City with a fixed price mechanic’s hourly labor rate and the
proposed discount rate on repair parts for service not classified as routine maintenance. The
discount rate on repair parts shall be from the manufacturer’s printed parts price list and shall
remain fixed until the manufacturer provides an updated printed parts price list.
Any repair not considered routine maintenance as listed above and estimated over five hundred
dollars ($500) will require a written estimate and pre-approval. Written estimates should be
emailed or faxed to the appropriate City department directly.
All repair estimates must clearly identify the vehicle to be repaired to include the vehicle
identification number (VIN) or license plate number, or unit number, work to be performed, and
the date the estimate was submitted.
In the event any repair requires that a vehicle be kept overnight at the contractor’s repair
facility, the contractor must secure the vehicle and place the vehicle in a secure area.
The contractor(s) shall arrange, if needed, towing services for City vehicles that may become
disabled prior to reaching the contractor(s)’ repair facility. All City vehicles must be towed to the
contractor(s) shop the same day the contractor(s) is notified and must be at the contractor(s)’
shop by the close of business hours. The contractor(s) shall provide the City with a fixed price
bid on towing the disabled vehicle from within the City limits to the contractor(s)’ facility.
The contractor(s) shall provide the required services and will not subcontract or assign the
services without the prior written approval of the City of Camdenton.
The contractor(s) shall not hire any City employee for any of the required services without the
prior written approval of the City of Camdenton.
The parties agree that the contractor(s) are neither employees nor agents of the City of Camdenton
for any purpose.
Warranty
If a standard parts or labor warranty exists, the contractor(s) will supply a minimum warranty
of 4,000 miles or 90 calendar days on all labor and parts services.
Quality Assurance
Contractor must have been in the business of vehicle maintenance and repair services for the
period of three years.
Contractor(s) shall identify its employee who will have the authority to resolve any disputed
service issues with the City.
All contractor(s) supplied services and parts will be compliant with the terms of the vehicle’s
manufacturer’s standards.
Contractor(s) will utilize quality brand replacement parts and quality brand oil (viscosity or weight)
that are approved by the vehicle manufacturer. If vehicle requires a synthetic oil, dexos oil, or any
other specific oil to meet a manufacturer’s warranty requirement the bid price may be adjusted
accordingly. Rebuilt replacement parts will not be accepted without the prior written approval of
the department director.
Contractor(s) shall provide all parts at a discounted rate. Contractor quotations that include
parts prices higher than the agreed upon discounted price shall be rejected.
If the contractor(s) offers the public any special pricing that is lower than the City’s bid price, the
contractor(s) must provide the lower price.
All invoices must clearly indicate the specific vehicle, department, VIN number or license
plate number, make, model and year of vehicle on which the contractor(s) performed
service or maintenance. All invoices must have a City representative signature and name
printed on the invoice verifying that all work has been performed and the vehicle is running
properly, in order to be paid.
The City reserves the right to award a contract to more than one company
Vendor Qualification Sheet - Fleet Vehicle Maintenance and Repair Services
Company Name __________________________________________________________
Address ____________________________________________________________________
Primary Contact __________________________________________________________
Phone Number ______________________________________________________________
E-mail _____________________________________________________________________
Name of designated person to handle any disputed service issues ___________________
1.
Number of years company has been in the business of vehicle maintenance and repairs
services _______
2.
Number of repair employees at the above location ______
3.
Number of Service Bays ______
4.
Hours of Operation: ______________________
5.
Is the bidder able to secure vehicles overnight? ________________
BID PRICE SHEET
2015-2016 FLEET VEHICLE MAINTENANCE and REPAIR SERVICES
Enter prices on the four Bid Price tables: A) Automobiles, B) Light Trucks and Sports
Utility Vehicles, C) Heavy Duty Trucks, D) Fire Department Vehicles and E) Services
applicable to all vehicles listed and Non-Routine Repair Services.
A) Automobiles
Routine maintenance services on the vehicles listed:
 1999 Chevrolet Malibu
 2006 Chevrolet Impala (2)
 2009 Crown Victoria (2)
 2007 Crown Victoria
 2003 Crown Victoria
 2008 Chevrolet Impala
 2002 Crown Victoria
 2011 Crown Victoria (4)
Item
1
Description
Oil change, filter replacement with fluid check.
2
Chassis lube service with fluid check.
3
Transmission fluid and filter change service.
4
Bulb and fuse replacement.
5
Wiper blade replacement
6
Coolant flushes and refills.
Bid Price
B) Light Trucks & Sports Utility Vehicles
Routine maintenance services on the vehicles listed:
 2015 Ford Explorer (2)
 2006 Chevrolet Colorado
 1996 Jeep Grand Cherokee
 2008 Ford Escape
 2013 Ford Explorer
Item
1
Description
Oil change, filter replacement with fluid check.
2
Chassis lube service with fluid check.
3
Transmission fluid and filter change service.
4
Bulb replacement.
5
Wiper blade replacement
6
Coolant flushes and refills.
Bid Price
C) Heavy Duty Trucks
Routine maintenance services on the vehicles listed:
 2006 Chevrolet Dump Truck
 1988 Grader 670B
 1991 GMC Sludge Truck
 1988 International Bucket
 2015 Ford F-350
 2000 Dodge Pickup
 2005 Chevrolet Dump Truck
 2006 Chevrolet Pickup (2)
 2005 Dodge Ram
 2009 Ford Pickup (2)
 2002 Ford Pickup
 1994 Chevrolet 1 Ton
 2012 Ford F-350
 2013 Ford F-250
 2014 Ford F-150
Item
1
Description
Oil change, filter replacement with fluid check.
2
Chassis lube service with fluid check.
3
Transmission fluid and filter change service.
4
Bulb replacement.
5
Wiper blade replacement
6
Coolant flushes and refills.
Bid Price
D) Fire Department Apparatus (no servicing of fire pumps)
Routine maintenance services on the vehicles listed:
 2008 Spartan Engine/Rescue (Engine: Cummings ISL/Transmission: Allison EVS 3000)
 1996 4x4 International Engine/Rescue (Engine: Navistar 4800 DT-466-E/Transmission:
Allison MT 643)
 1991 Ford C8000 Rescue (Engine: Catepillar 3208/Transmission: Allison MT643)
 1994 Sutphen Aerial (Engine: Detroit 6V92T/Transimmsion: Allison HT740)
Item
1
Description
Oil change, filter replacement with fluid check.
2
Chassis lube service with fluid check.
3
Transmission fluid and filter change service.
4
Bulb replacement – as needed
5
Wiper blade replacement – as needed
6
Coolant flushes and refills – as needed
7
Coolant filter replacement
8
Annual DOT Inspection
9
Differential check and service as needed
10
Gear Box check and service as needed
11
Air Dryer service yearly
Bid Price
E) All Vehicles and Non-Routine Repair Services
Item
Description
1
Towing
2
Non-Routine Mechanical repairs (Provide hourly
rate)
Provide discount rate on repair parts for nonroutine repairs.
Discounted from vendor printed parts price list.
3
Bid Price
$
/hr.
%