1-RFB-2025-763-DSW-MP Specifications.pdf

City of Albuquerque

Request for Bids

RFB-2025-763-DSW-MP

COLLISION REPAIR SERVICES

Closing Date: June 10th, 2026 at 2:00 pm MT

V2024.07.10JLB

Introduction

1. Purpose:

The City of Albuquerque is requesting bids for comprehensive vehicle collision repair in accordance with the terms, conditions, and specifications set forth herein. The City intends to establish a Price/Service Agreement (“Contract”) for comprehensive vehicle collision repair and related services as listed in “Part 3: General Specifications” of this solicitation. The City reserves the right to award multiple agreements under this procurement if it is deemed in the best interest of the City.

2. City Contact:

The sole point of contact for this RFB is the Purchasing Division. Questions regarding this RFB should be directed to the following Purchasing representative unless otherwise specified in the solicitation. The City Contact will communicate with Bidders through its e-procurement system, Bonfire. Bidders will receive e-mail notifications from Bonfire to the e-mail that Bidder included in its Bonfire registration. Bidders are responsible for monitoring any communications sent through Bonfire and responding to any requests for information or directives within stated deadlines. Bidders who fail to abide by this instruction may be deemed nonresponsive.

• Cassaundra Gomez, Purchasing Program Specialist, Department of Finance and Administrative Services, Purchasing Division

• Phone: (505) 768-3329 or E-Mail: cgomez@cabq.gov

3. Bidder Contact: Please provide in the “Requested Information” section of Bonfire the name, title, email address and telephone number of the person in your organization who is authorized to execute the contract resulting from this RFB.

4. Contract Management:

The Contract resulting from this RFB will be managed by the Solid Waste Department, Vehicle Maintenace Division.

5. Term of Contract:

The term of the Contract shall be for four (4) years from date of award with the option to renew for two (2), one (1)-year periods. The term of the Contract shall not exceed a total Contract term of six (6) years.

Part 1: Instructions to Bidders

1. Submission of Bids:

Submit your complete Bid, including all forms, attachments, exhibits, etc. using the eProcurement System at https://cabq.bonfirehub.com/portal/?tab=openOpportunities. Please allow a minimum of two

(2) business days to submit your proposal. If you do not have a username and password, please register as this is the only method to submit electronically on the Bonfire portal. Please make sure to register on the system in order to receive notices and submit a response to a solicitation. For assistance, please contact support@gobonfire.com or 1-800-354-8010.

Failure to submit your Bid electronically through the City’s eProcurement system shall result in your Bid being deemed nonresponsive.

2. Posting of Apparent Lowest Bidder:

The apparent lowest bidder(s) will be publicly posted by the close of business on the submission deadline. The results will be made available via “Public Notice” in the Bonfire Portal. No award shall be made until all submitted bids have been properly reviewed for responsiveness.

3. Public Inspection of Bids:

A. The Purchasing Division’s procurement file and any documents relating to this RFB, including the bids submitted by Bidders, shall be open to public inspection in accordance with applicable law after the bids are unsealed.

B. A Bidder who chooses to submit material they consider a “Trade Secret” must do so in a segregated file clearly designated as containing trade secrets both in the file name and within the contents of the file itself. These segregated files are to be used by the City for reference only. A Bidder’s failure to segregate such materials constitutes a failure to reasonably, under the circumstances, maintain the materials’ secrecy and Bidder indemnifies and holds the City harmless for any and all liability resulting from the disclosure of any materials not segregated as described above.

C. If a Bidder submits with a Bid material required by law to be kept confidential, the Bidder must segregate such material in a separate file. Such a file should be clearly designated as “Legally Confidential” in both the file name and within the contents of the file. The contents of the file must include a description and citation to the legal https://cabq.bonfirehub.com/portal/?tab=openOpportunities http://www.cabq.gov/vendor/email-notification mailto:support@gobonfire.com basis for why the material must be kept confidential. Failure to segregate the material and describe the legal basis for why it is to be kept confidential may result in the information being disclosed. Designating the entire Bid confidential is not acceptable without providing the legal basis and may result in the information being disclosed.

Bidder indemnifies and holds the City harmless for any and all liability resulting from such disclosure resulting from information not segregated as described above.

D. Pricing, makes and models or catalog numbers of items offered, delivery terms, and terms of payment shall not be designated as trade secrets or required to be kept confidential by law.

E. The City will endeavor to restrict the release of material segregated and designated as “Trade Secret” or “Legally Confidential to only those individuals involved in the review and analysis of the bids, and to any other party as required by law or court order. Under the New Mexico Inspection of Public Records Act (Sections 14-2-1 et seq, NMSA 1978) (“Act”) the City may redact trade secrets and other material required to be kept confidential by law, but may not redact proprietary or confidential information. Any Proprietary or Confidential Data provided as part of a Bid is subject to public inspection under the Act. Notwithstanding any provision of this RFB, the City shall not be responsible or liable to the Bidder for any disclosure of records required by the Act or an order of a court or other tribunal with jurisdiction over the City.

4. Questions:

Any questions regarding this RFB shall be submitted electronically through the City’s eProcurement system Bonfire at least ten (10) business days prior to the deadline for receipt of bids. The City will not consider requests for an extension of time after that deadline nor will it answer any questions submitted after the deadline. The City will not respond to questions that are submitted by any other means than electronically through the City’s eProcurement system. Purchasing shall prepare answers to questions in the form of addenda and shall post all such addenda to the eProcurement System.

5. Addenda:

Changes in quantity, specifications, delivery schedules, opening dates, etc., shall be accomplished by an addendum to the RFB posted to the eProcurement system before the date and time for Bid opening. Bidders are responsible for acquiring issued addenda in time to incorporate them into their bids. It is the responsibility of each Bidder to check the system prior to submission of their Bid to ensure that they have received all addenda issued.

6. Modification and Withdrawal of Bids:

Bidders are responsible for submitting, modifying, or withdrawing bids prior the closing time specified in the eProcurement system. Late bids shall be deemed nonresponsive.

Modifications or withdrawals occurring after the closing date shall be rejected.

7. Evaluations of bids:

The City reserves the right to analyze, examine and interpret any Bid for a minimum period of ninety (90) calendar days, after the deadline for the receipt of bids. Bids may not be rescinded during this period except for good cause and with the written approval of the Chief Procurement Officer. In those situations where the analysis/evaluation exceeds the ninety (90) calendar days, Bidders may withdraw their bids from consideration.

8. Minor or Technical Irregularities and Technical Review Period

Minor or technical irregularities that are matters of form rather than substance can be waived or corrected without prejudice to other Bidders. The defect or variation is immaterial when there is no effect on price, quality, quantity, or delivery or the effect is negligible when contrasted with the total cost of the goods or services being acquired. The Chief Procurement Officer may waive such irregularities or defects or allow the Bidders to correct them if either is in the best interest of the City. Purchasing will notify any Bidders of minor or technical irregularities. Bidders will then have three

(3) business days from the time they are notified of the failure to correct the irregular (only) portion of their Bid before the evaluation process begins. Bidders will be notified via email.

9. Mistakes in Bids:

Mistakes in bids may not be corrected after the RFB closes. The only exception is when a Bidder incorrectly calculates a total price based on unit price times estimated quantity. In such a case, the unit price will be presumed to be the correct price and the total price may be recalculated. This will be determined on a case-by-case basis.

If there is only one Bidder in this circumstance, the City may determine that re-posting the Bid is in the best interest of the City.

10. Cancellation:

The Chief Procurement Officer may cancel an RFB at any time, if the Chief Procurement Officer deems such action is in the best interest of the City. Purchasing will notify all Bidders through a general notice of cancellation through the eProcurement system.

11. Protest Procedure:

A. RFB Documents: If the protest concerns the specifications for the RFB or other matters pertaining to the solicitation documents, the protest must be filed with the Chief Procurement Officer no later than 5:00 p.m., ten (10) business days prior to the deadline for the receipt of Proposals.

B. Notice of Award: If the protest concerns the Notice of Award, the protest must be filed with the Chief Procurement Officer no later than 5:00 p.m. of the fifth (5th) business day after the receipt of notice of the Notice of Award.

C. Timely Protests: Protests must be received by the Chief Procurement Officer prior to the appropriate deadline as set out herein, or they will be rejected. The Chief Procurement Officer may waive the deadline for good cause, including a delay caused by the fault of the City. Late delivery by the U.S. Postal Service or other carrier shall not be considered good cause.

D. How to File a Protest: Any Offeror who is aggrieved in connection with a competitive solicitation or notice of award of a contract may protest to the City Chief Procurement Officer. The protest shall be addressed to the Chief Procurement Officer, must be submitted in written form and must be legible. Protests may be electronically delivered via email or mailed. Facsimile, telephonic, telegraphic or any other type of electronic protests will not be accepted.

E. Required Information: The protest shall contain at a minimum the following:

(1) The name and address of the protesting party;

(2) The number of the competitive solicitation;

(3) A clear statement of the reason(s) for the protest detailing the provisions believed to have been violated;

(4) Details concerning the facts, which support the protest;

(5) Attachments of any written evidence available to substantiate the claims of the protest; and

(6) A statement specifying the ruling requested.

F. Delivery of Protests:

(1) By Mail: Protests may be mailed in an envelope marked “PROTEST” with the solicitation number. Protests which are mailed should be addressed as follows:

Chief Procurement Officer City of Albuquerque, Purchasing Division P.O. Box 1293 Albuquerque, NM 87103 PROTEST, RFB Number

(2) By Electronic Mail: Protests may be emailed to:

Kathleen Oney, Chief Procurement Officer

Koney@cabq.gov

The message should clearly indicate “PROTEST” and the RFB number in the subject line.

G. Protest Hearing: If a hearing is requested, the request must be included in the protest and received within the time limit. Only the issues outlined in the protest will be considered by the Chief Procurement Officer, or may be raised at a protest hearing. The granting of a hearing shall be at the discretion of the Chief Procurement Officer following review of the request.

H. Protest Response by Chief Procurement Officer: The Chief Procurement Officer will, after evaluation of a protest, issue a response. Only the issues outlined in the written protest will be considered by the Chief Procurement Officer.

12. Award of Contract:

A. When Award Occurs: The award of a contract occurs when a Purchase Order is issued or another written contractual commitment of acceptance by Purchasing is provided to the Bidder. A Notice of Award or Letter of Intent does not constitute award of Contract.

B. Award: If a Contract is awarded, it shall be awarded to the responsive and responsible Bidder whose Bid is lowest in total price and is the most advantageous to the City, Specifications and other factors considered. The apparent lowest Bid upon opening of the bids may not result in a Contract. The award of a Contract is subject to completion of a review of the Bid for responsiveness to the RFB and of the responsibility of the Bidder.

C. Basis of Award: The City reserves the right to award a Contract based on this solicitation in total or by group of items, on the basis of individual items, or any combination of these, which in the judgment of the Chief Procurement Officer, best serves the interests of the City, unless otherwise stated in this solicitation.

13. Procurement Preferences:

A Pay Equity Preference as provided in Section 5-5-31 R.O.A. 1994 (as amended by C/S O-17-33) and the State Preferences as provided in 13-1-21 NMSA 1978 are applicable to this solicitation.To request the application of a preference, as applicable, Bidder shall submit with its Bid a City Pay Equity Preference Form or the New Mexico State Certification for the requested preference.

14. Pay Equity:

Pay Equity Documentation. All bids shall include a Pay Equity Reporting Form that can be accessed at https://www.cabq.gov/gender-pay-equity-initiative. Bidders who believe they are exempt because they are an out-of-state contractor (meaning that you have no facilities and no employees working in New Mexico) are not required to report data, but must still submit a Pay Equity Reporting Form with the box verifying the exempt status checked. Any Bid that does not include a Pay Equity Reporting Form shall be deemed nonresponsive, as stated in the Public Purchases Ordinance, 5-5-31. A Pay Equity Reporting Form will be automatically issued within two (2) business days of completing your information at the link above. To ensure you have your form before the deadline for solicitation close, please access the link at least three (3) business days prior to the solicitation deadline. Please contact the “City Contact” identified above in Section 2 with any questions about the Pay Equity Reporting Form.

15. General Terms and Conditions:

https://www.cabq.gov/gender-pay-equity-initiative

Response to this solicitation signifies that Bidder agrees to the City’s Terms and Conditions. Bidders may preview terms and conditions applicable to the Contract resulting from this solicitation at:

https://www.cabq.gov/dfa/procurement-division/vendor-services/terms-and-conditions

Individual solicitations and/or Contracts may have supplemental terms and conditions which may add or change the listed terms and conditions.

https://www.cabq.gov/dfa/procurement-division/vendor-services/terms-and-conditions https://www.cabq.gov/dfa/procurement-division/vendor-services/terms-and-conditions

Part 2: Supplemental Terms and Conditions:

1. Brand Names:

Where a brand name or equal specification is used in a solicitation, the use of a brand name is for the purpose of describing the standard of quality, performance, and characteristics desired, and is not intended to limit or restrict competition. If a Bidder proposes an “equal” to scope of work/specifications, City of Albuquerque is the sole interpreter of the scope of work/specifications and sole judge as to whether the “equal” proposed complies with the scope of work/specifications.

Brand name(s) and/or catalog number(s) are given for purposes of identification and to denote the standard of quality desired, and do not, in any way, restrict Bidders to a specific make and manufacturer. If there is any deviation in the pack, source, quality, etc., of an item Bid from that prescribed in the specification, the appropriate line in the specifications is to be ruled out and the substitution clearly indicated. All substitutions must be functionally equivalent to the item specified.

2. Intent of Specifications:

The following specifications are intended to describe the requirements of the City. The City reserves the right to accept some minor variances in the approved goods and/or services offered by Bidders if such acceptance is determined to be in the best interest of the City.

3. Interpretation of Bid Specifications:

The Awarded Bidder shall ensure that goods and/or services offered meet or exceed the stated criteria.

The City reserves the right to add additional products directly related to these Specifications after award of Contract. Any such addition shall be accomplished via an amendment to the Contract awarded under this RFB.

4. No Cost Plus:

Pursuant to Section 5-5-9(B) of the Purchasing Ordinance, the City shall not enter into any contract which is a cost-plus-percentage of cost contract. Bids that include cost plus provisions shall be deemed nonresponsive.

Part 3: General Specifications:

1. Objective Description (Statement of Needs):

The City of Albuquerque Solid Waste Department (the “City”) is soliciting bids to establish a Price/Service Agreement for comprehensive vehicle collision repair, painting, stripping, body refurbishing. The resulting agreement is intended to provide on-demand services for miscellaneous repairs, replacements, and new installations for the City’s solid waste collection fleet, as well as for related vehicles operated by other City departments.

Services under this agreement shall apply to a full range of vehicle types, including Class 1 through Class 8 vehicles and motorcycles, as defined by applicable federal and industry standards. The awarded contractor(s) shall be responsible for providing body repair, paint, frame straightening, and related mechanical and electrical services for vehicles that have sustained collision damage or that require refurbishment or modification in order to maintain operational readiness and compliance with City requirements.

2. Minimum Requirements:

A. General Service Requirements

The Contractor shall provide comprehensive on-demand collision repair services including:

• Vehicle collision damage repair

• Painting and color matching

• Stripping and body refurbishing

• Frame straightening and alignment

• Mechanical repairs related to collision damage

• Electrical repairs related to collision damage

• Repairs shall include replacement, repair, and reinstallation of all damaged decals and/or vehicle wraps as necessary to restore the vehicle to its pre-incident condition.

• When applicable, the contractor shall provide new decals and/or vehicle wraps, including design matching, printing, and installation, as part of the complete repair

• All City‑required identification markings, decals, and/or vehicle wraps removed or damaged during the repair process shall be duplicated and reinstalled by the contractor

B. Cost Estimate Requirements

The Contractor must provide written cost estimates containing:

• Name of Contractor

• Detailed list of proposed work including number of labor hours for each operation

• Detailed list of sublet repairs including names of subcontractors

• Detailed list of all parts, paint, and supplies to be used

• Total estimated price

• Signature and name of authorized employee

• Maximum completion timeframe Important: Contractor shall tear down the vehicle to make comprehensive inspections prior to submitting cost estimate. Failure to properly examine damage and assess repair scope shall not be grounds for increasing the cost estimate.

Labor cost estimates shall be calculated using industry-recognized flat-rate publications applicable to the equipment being repaired.

C. Materials and Parts Standards

Materials:

• Paint, filler material, and miscellaneous hardware

• Sandpaper, thinner, masking tape/paper, cleaning, cutting, welding, and tack materials

• All materials must conform to highest industry standards

• Must meet or exceed OEM specifications where applicable Parts:

• All parts must equal or exceed Original Equipment Manufacturer (OEM) specifications

• Contractor must furnish proof that parts meet or exceed OEM specifications upon request

• No filler work for unavailable parts will be accepted

D. Department Striping Requirements

• Contractor shall strip vehicles in accordance with the industry’s best practice.

E. Authorization and Approval Process

• Contractor receives notification of needed repair

• Contractor picks up vehicle by 3:00 PM next business day

• Contractor performs teardown inspection

• Contractor submits written cost estimate within 2 business days

• City Risk Management or Fleet Representative reviews estimate

• City may seek independent damage appraisal by certified appraisal company

• City provides written authorization to proceed

• Contractor shall NOT proceed with work until written authorization is received

F. Supplemental Repairs and Additional Charges

Additional charges beyond original estimate are not automatic. Requests for supplemental work must include:

• Statement of requested additional charges with sufficient detail

• Explanation of circumstances and why not addressed in original estimate

• Narrative explaining why discovery was beyond Contractor's control

• Contractor shall NOT proceed with work until written authorization is received

G. Transport of Vehicles

• Contractor is responsible for transportation to/from repair facility

• Contractor is responsible for transport to/from any sublet repair facility

• Contractor must possess valid Commercial Driver's License for heavy equipment, fire apparatus, and buses

• If vehicle is undriveable or unsuitable for public roadway, City may dispatch contracted tow service

• Free pickup and delivery included for all repairs

H. Subcontracting

Subcontracting requires prior written approval from the city. Subcontractors must:

• Maintain appropriate insurance

• List City as additional insured

• Meet all contract requirements

• Be identified in cost estimates

• Awarded vendor is the only party authorized to receive payment under contracts resulting from this solication. Awarded vendors will be responsible for payment to Subcontracted companies.

I. Right to Remove Vehicle

City reserves the right to remove vehicle from Contractor's premises and seek alternate repairs if:

• Repair work not substantially completed by agreed completion date

• More than 10 working days elapsed since completion date without demonstrable commitment

• Any contract violation jeopardizing timely/proper completion

• Original Contractor will be compensated for work completed.

J. Professional Requirements

• Contractor must maintain a professional collision repair facility within the greater Albuquerque Metropolitan Area capable of servicing motorcycles and/or vehicles falling under Class 1 through Class 8.

• Contractor shall have a minimum of three (3) years of documented experience providing comprehensive collision repair services for motorcycles and/or for vehicles in Classes 1 through 8.

• A valid Commercial Driver’s License (CDL), with appropriate endorsements as required, is required for any personnel transporting heavy equipment, fire apparatus, buses, and other Class 7–8 vehicles.

• All staff performing repairs on motorcycles and/or vehicles falling under Class 1 through Class 8 vehicles must be properly qualified and authorized under applicable federal, state, and local laws and regulations.

• Contractor must meet all applicable industry standards for collision repair and paint services, including standards applicable to motorcycles and/or to light-, medium-, and heavy-duty vehicles (Classes 1 through 8).

Required Documentation

• Business licenses and registrations o Current City and State business license.

o Proof of registration to operate an automotive collision repair facility in New Mexico (if applicable).

• Facility capability and scope o Written description of facility capabilities, including specific equipment and bays for motorcycles and/or vehicles falling under Class 1–8 vehicles.

o Photos or floor plan of the repair facility showing frame racks, paint booths, lifts, and/or motorcycle-specific equipment (e.g., motorcycle lifts or stands).

• Experience and references o A minimum of three (3) references from clients for whom the bidder has provided collision repair services on motorcycles and/or vehicles falling under Class 1–8 fleet vehicles within the last three

(3) years.

o Sample work orders or job summaries demonstrating collision repair, paint, frame, and body work on motorcycles and heavy-duty vehicles (Class 7–8).

• Professional certifications and training o Copies of any current I-CAR, ASE, or equivalent collision/paint/refinish certifications for technicians and supervisors.

o Documentation of OEM training or authorization to perform structural repairs, calibrations, or safety system work (if required for your fleet).

o Training records or certificates for technicians performing work on motorcycles and heavy-duty vehicles.

• Licensing and driving qualifications o Copies of valid CDL licenses (with endorsements as applicable) for any employees who will road test or transport heavy vehicles, fire apparatus, or buses.

o Proof that any motorcycle test riders hold the appropriate class of motorcycle license.

• Insurance and safety compliance o Certificates of insurance showing coverage that meets City requirements (general liability, workers’ compensation, auto liability, etc.).

o Written safety program or policy addressing lifting/hoisting, welding, painting, and road testing of motorcycles and/or vehicles that fall under Class 1–8.

• Regulatory and environmental compliance o Documentation of compliance with applicable environmental regulations (e.g., paint/booth emissions, hazardous waste handling, solvent disposal).

o Any required permits for paint booths, spray operations, and welding/cutting operations.

• Subcontracting disclosures (if applicable) o List of any subcontractors proposed for specialized services (e.g., alignments, frame straightening, ADAS calibrations, wraps/decals) and their licenses/certifications.

K. Equipment and Facility Requirements

City reserves the right to remove vehicle from Contractor's premises and seek alternate repairs if:

• Repair work not substantially completed by agreed completion date

• More than 10 working days elapsed since completion date without demonstrable commitment

• Any contract violation jeopardizing timely/proper completion

• Original Contractor will be compensated for work completed.

J. Facility/Equipment Requirements

New or Used Equipment:

• All repair equipment must be professional-grade and suitable for commercial fleet repair.

Site Inspection

• Site inspection of vendor facility may be conducted by City representatives prior to award

• Awarded contractor facility must remain accessible for periodic inspections during contract term

• Facility must be capable of safely accommodating and servicing vehicles across all applicable weight classes, including: light-duty passenger vehicles and pickup trucks (Classes 1–3), medium-duty trucks and specialty units (Classes 4–6), and heavy-duty commercial trucks, buses, and fire apparatus (Classes 7–8), as well as motorcycles in any applicable classification. Vehicles shall be accepted based on their gross vehicle weight rating (GVWR) and configuration, with the contractor responsible for confirming that each unit falls within the facility’s certified operating limits and equipment capacities.

Space and Weight Restrictions Facility must be capable of accommodating and servicing vehicles, applicable to your bid, across all weight classes and types included in this solicitation, as outlined below:

• Motorcycles (where applicable by classification) Two- or three-wheeled motor vehicles used for enforcement, inspection, or departmental operations (e.g., police motorcycles, inspection motorcycles).

• Class 1 – Light-Duty (GVWR up to 6,000 lbs) Typical vehicles include passenger cars, small SUVs, and light pickup trucks used for administrative, inspection, and support functions.

• Class 2 – Light-Duty (GVWR 6,001–10,000 lbs) Typical vehicles include full-size pickup trucks, larger SUVs, and light service trucks.

• Class 3 – Light-Duty (GVWR 10,001–14,000 lbs) Typical vehicles include heavy pickup trucks, service bodies, and small utility vehicles.

• Class 4 – Medium-Duty (GVWR 14,001–16,000 lbs) Typical vehicles include small box trucks, larger service trucks, and certain utility units.

• Class 5 – Medium-Duty (GVWR 16,001–19,500 lbs) Typical vehicles include larger utility trucks, small dump trucks, and similar fleet vehicles.

• Class 6 – Medium-Duty (GVWR 19,501–26,000 lbs) Typical vehicles include single-axle trucks, mid-sized dump trucks, and specialty support units.

• Class 7 – Heavy-Duty (GVWR 26,001–33,000 lbs) Typical vehicles include solid waste collection vehicles, larger dump trucks, and certain fire and emergency support apparatus.

• Class 8 – Heavy-Duty (GVWR over 33,000 lbs) Typical vehicles include heavy-duty commercial trucks, front-loader and rear-loader solid waste trucks, fire apparatus, and transit or specialty buses (including units up to and exceeding 40 feet in length).

Quantity and Scope:

• This is an indefinite quantity procurement contract with on-demand services

• Multiple vehicles may require service simultaneously on a rotation basis

• Service requests will be issued on an as-needed basis throughout the contract term

3. Bid Specifications:

Vendors should provide a bid for services they offer and leave the services they do not offer blank. The City intends to make awards on an individual item and/or category basis, and anticipates awarding to multiple vendors. Bidders must enter a percentage discount for parts in the space provided. Failure to enter a percentage (including entering zero) will result in parts not being included in the resulting contract. Vendor will enter the hourly rate for the following services along with a discount on parts if one is available. Below is just an example of the bid table for one category. The provided excel template attached to the RFB will have a separate table for the following categories: Heavy-duty commercial trucks, solid waste collection vehicles, fire apparatus, buses up to and exceeding 40 feet in length, and other equipment with a gross vehicle weight rating (GVWR) exceeding 26,000 lbs are included within the covered vehicle range for this contract, specifically Class 7 (26,001–33,000 lbs) and Class 8 (over 33,000 lbs) vehicles, as defined by standard truck classifications. The scope of work also includes light- and medium-duty vehicles in Classes 1 through 6 (from passenger cars and light pickup trucks through medium-duty service and utility trucks), as well as motorcycles used for City operations, which shall be serviced and repaired in accordance with all applicable collision repair and safety standards.

Please utilize the excel template titled “RFB – Bid Table” and submit it with your bid.

• Failure to utilize the provided Bid Table excel sheet will result in your bid being deemed non-responsive.

• Adding and/or removing categories on the bid table will result in your bid being deemed non-responsive.

• Hourly labor rates must be listed as the cost prior to applied discount if a discount on labor is offered.

EXAMPLE:

Motorcycles

Labor Category Hourly Rate Collison Repair Service Painting Service Strip and Body Refurbishment Service Frame Straightening and Alignment Service Mechanical Service Electrical Repair Service Wrap/Decal Service

Discount off list price - Please enter the discount as a percentage. If there are no discounts available, please enter

"0%" OEM Parts Discount % Non-OEM Parts Discount % Paint Discount % Materials Discount % Wrap/Decals % Labor %

Delivery Requirements:

• Vehicle pick up after notification will be no later than 3:00 PM next business day.

• Detailed cost estimate submission shall be provided within 2 business days of pickup.

• Maximum completion time shall be within the term that was listed on the estimate/quotation unless otherwise notified in writing.

• Warranty repair completion shall be completed within 5 business days of notification.

Warranty Requirements:

• All parts and labor shall be warranted against defects for one (1) year from date of acceptance.

4. Ordering and Invoicing Instructions For Non-Fixed Price Contracts:

A. The City shall request a quote from the Awarded Bidder. Quotes shall be based on the resulting contract pricing. The City request shall include a delivery location, if applicable. Stock availability will be confirmed with the Awarded Bidder at the time of the request.

B. Following receipt of the quote, the City Requestor shall issue a Purchase Order.

The Purchase Order shall match the quote.

C. The Awarded Bidder shall not ship any product or provide any services unless a Purchase Order has been issued.

D. The Awarded Bidder shall ship orders and/or provide services within (15) days from the date of the dispatched Purchase Order (unless otherwise notified by the Awarded Bidder and accepted by the City Requestor, in writing).

E. Each invoice shall include: (1) a unique invoice number, (2) the Purchase Order number, and (3) details of goods and/or services being invoiced to include delivery dates and delivery locations. The amounts on the invoice shall match the amounts on the quote and Purchase Order. Failure to comply with this Section may result in delayed or denied payments.

F. Invoices may be submitted for processing via Transcepta, email or standard mail, but should only be sent to the AP Division via one of the submission options.

Please do not submit invoices via more than one of the stated options, as it will increase chances for processing errors.

1) Email: Accounts.payable@cabq.gov

2) Standard mail: City of Albuquerque, PO Box 1985, Albuquerque, NM, 87103

3) Transcepta: Through the Transcepta Hub or abq.invoices@submit.transcepta.com

5. Estimated Quantities Not an Order:

The City has provided certain historical information or estimated quantities for informational purposes only. By responding to this solicitation, Bidder expressly agrees that it understands and acknowledges that the historical information or estimated quantities are not a commitment by the City to purchase any quantity or amount. The City will place actual orders with Bidder based on current need with no limit on quantities.

6. Unit Prices:

The unit price for each item offered shall be shown unless otherwise specified. In the case of a discrepancy between the unit price and the extended price, the unit price will govern in determining the price used for evaluation. Unit prices offered should be for the units specified.

7. Delivery Time:

Delivery time stated in the Specifications shall apply. Deviations by the Bidder shall be stated in the comments area or in an uploaded document with the Bid. Time, if stated in number of days, will be consecutive calendar days.

Order of Precedence:

The City’s General Terms and Conditions shall take precedence.