1-RFB 22-26-BC Vehicle Collision Repair Bid Doc.pdf

COUNTY OF BERNALILLO

STATE OF NEW MEXICO

INVITES YOUR FIRM TO OFFER A BID ON:

RFB #22-26-BC

Vehicle Collision Repair

AS SPECIFIED IN THE ATTACHED BID DOCUMENTS.

Deadline for Receipt of Bids: October 30, 2025 2:00 p.m. (Mountain Time)

The County eProcurement System will not allow Bids to be submitted after this date and time.

FIRM NAME

STREET ADDRESS/P.O. BOX

CITY, STATE, ZIP CODE

TELEPHONE NUMBER E-MAIL ADDRESS FAX NUMBER

DEFINITIONS

This section contains definitions that are used throughout this Request for Bids (RFB), including appropriate abbreviations.

“Agreement” means any contract for the procurement of items of tangible personal property, services or construction.

“Addendum” means an addition or supplement to the RFB document, for example, items or information added to the RFB.

“Award of Contract” shall mean a formal written notice by the Purchasing Section.

“Bidder” means one who submits a response to an invitation for Request for Bid (RFB).

“Contractor” shall mean successful Bidder.

“County” shall refer to the County of Bernalillo, New Mexico.

“Central Purchasing Office” means the County Purchasing Section.

“County Purchasing Section” of the Procurement and Business Services Department, means the purchasing agent for the County of Bernalillo, New Mexico, or a designated representative thereof.

“Firm Fixed Price Contract” means a contract which has a fixed total price or fixed unit prices.

“Indefinite Quantity Contract” means a contract which requires the Contractor to furnish an indeterminate quantity of specified services, items of tangible personal property or construction during a prescribed period of time at a definite unit price or at a specified discount from list of catalogue prices.

“Local Business Preference” means a business that holds a valid Resident Native American Business/Contractor certificate issued by the State of New Mexico Taxation and Revenue Department and maintains an office and place of business in Bernalillo County, which is staffed and open to the public on a regular basis. If necessary, the County may seek additional information or proof to verify eligibility for the Local Business Preference, pursuant to §13-1-22 NMSA 1978 and Ordinance §2-367.

“Multiple Source Award” means an award of an indefinite quantity contract for one or more similar services, items of tangible personal property or construction to more than one Bidder.

“Pay Equity Preference” means any business that maintain a zero percent (0%) deviation between the salaries paid to men and salaries paid to women for comparable positions, as reported in the Pay Equity Reporting form that has been submitted by the Offeror.

“Preference Limitations” is the total amount of all preferences applied including the applicable State of New Mexico preferences, for the purchase of Tangible Personal Property, Services or Construction in any single award shall not exceed 18%, with the limit on State of New Mexico preferences as set forth under the New Mexico State Procurement Code. When applying the Bernalillo County preferences as set forth in Ordinance §2-367, the total dollar amount of Bernalillo County preferences shall never exceed $180,000.00.

“Pre-bid Conference” means a meeting held with prospective Bidders prior to solicitation of bids, to clarify any ambiguities, answer Bidder questions, and ensure all Bidders have a common basis of understanding regarding the items of tangible personal property or services required.

“Purchase Order” means the document issued by the Purchasing Section, which directs a Contractor to deliver items of tangible personal property or services pursuant to the Award of a Contract.

“Request for Bids” or “RFB” means all documents, including those attached or incorporated by reference, used for soliciting bids.

“Resident Business/Contractor Preference” means a business that has a valid resident or Native American business certificate issued by the taxation and revenue department pursuant to §13-1-22 NMSA 1978 but does not include a resident veteran business.

“Resident Veteran Business/Contractor Preference” means a business that has a valid resident or Native American veteran business certificate issued by the taxation and revenue department pursuant to §13-1-22 NMSA 1978.

“Responsible Bidder” means a business entity or individual who has the ability to fulfill the solicitation expectations and requirements, including but not limited to financial and technical capacity to perform the requirement of the solicitation and subsequent Contract; “Responsive Bid” means a Contractor, business entity or individual who has submitted a bid or proposal that fully conforms in all material respects to the Request for Bids and all of its requirements including all form and substance.

“Small Business Preference” means a business that has a Local Business Preference eligibility documentation as well as an affidavit from a Certified Public Accountant (CPA) affirming that the business employs an average of fewer than 50 full-time employees in a calendar year. Ordinance §2-367.

“Specifications” means a description of the physical or functional characteristics or of the nature of items of tangible personal property, services or construction. “Specifications” may include a description of any requirement for inspecting or testing, or for preparing items of tangible personal property, services or construction for delivery.

FORMAL BID

SUBMITTAL REQUIREMENTS

THE REQUIREMENTS CHECKED BELOW APPLY TO THIS BID. FAILURE TO COMPLY WITH THE STATED

REQUIREMENTS MAY RESULT IN IMMEDIATE DISQUALIFICATION.

Nothing herein is intended to exclude any responsible bidder or in any way restrain or restrict competition.

All responsible bidders are encouraged to bid and their bids are hereby solicited.

XXX Please acknowledge receipt of Addendum (if applicable) by initialing next to the number of Addendum received. 1. _______ 2. _______ 3. _______ 4. _______

XXX

This procurement is subject to the Application of Preferences pursuant to §13-1-21 and §13-1- 22, NMSA 1978 and the County Ordinance §2-367. See pages 21-22 for further details.

XXX Bidder shall disclose any conflict of interest in writing and submit the information with the bid in accordance with paragraph 9 of the General Terms and Conditions (page 6).

XXX The bid must be signed by an authorized representative below. Failure to sign may result in disqualification.

XXX

If a prompt payment discount is offered, it is required that a minimum of twenty (20) days be allowed for payment in order for the discount to be considered. Please state your discounted terms: _____________________.

XXX

Pay Equity Documentation:

Bidder shall include with their bid submittal, a Pay Equity Reporting Form, or valid Pay Equity Business Certificate, which can be accessed at: www.bernco.gov/general-services/pay-equity.aspx. See page 7 and “Application of Preferences” (pages 30-31) Failure to submit the Pay Equity Form may result in disqualification of the bid submittal.

XXX

Unfair Business Practices Disclosure:

Bidder must submit with their bid the completed “Unfair Business Practices Disclosure Form” (see page 29). Failure to complete and return the signed unaltered form may result in disqualification.

XXX Bid must be a firm fixed price and include all incidental charges. See Pricing Section for further details on page )16).

XXX All prices shall be F.O.B. Destination.

XXX

All bids shall be submitted electronically through the County’s eProcurement system Bonfire. A complete bid including all forms, attachments and exhibits shall be uploaded to the eProcurement system https://bernco.bonfirehub.com/portal/?tab=openOpportunities. Please allow a minimum of 24 hours to submit your bid. If you do not have a username and password, please register at https://bernco.bonfirehub.com/login as this is the only method to submit electronically on the Bonfire portal. For assistance, please contact support@gobonfire.com. Failure to submit your bid electronically through the County’s eProcurement system shall result in your bid being deemed nonresponsive.

In compliance with this Request for Bid and subject to all terms and conditions referenced within this RFB hereof, the undersigned offers and agrees to furnish its services upon which prices are quoted at the price submitted with this bid and hereby certify that I am authorized to sign this bid for the firm and agree to furnish as indicated below:

Signature: Fed ID No.:

Name (type/print): Title:

http://www.bernco.gov/general-services/pay-equity.aspx http://www.bernco.gov/general-services/pay-equity.aspx https://bernco.bonfirehub.com/portal/?tab=openOpportunities https://bernco.bonfirehub.com/login mailto:support@gobonfire.com

GENERAL TERMS AND CONDITIONS

Below are the County’s Purchase Order General Terms and Conditions.

1. INSPECTION AND AUDIT: A. The County may inspect, at any reasonable time, any part of Contractor’s plant or place of business, which is related to performance of the services described herein. Acceptance of delivery shall not be considered acceptance of the materials, supplies or services furnished. Final inspection will be made at the destination upon completion of delivery of goods and services. Final inspection shall include any testing or inspection procedures required by the specifications. B. The Contractor shall maintain detailed time records, which indicate the date, time and nature of services rendered. Contractor shall maintain detailed records of all materials or supplies delivered to the County, including serial number and other appropriate identifiers. These records shall be subject to internal and external audit. The County shall have the right to audit billings both before and after payment. Payment under the resultant agreement shall not preclude the County from recovering excessive, erroneous or illegal payments previously made by the County.

2. ASSIGNMENT: The Contractor shall not assign or transfer any interest in this Agreement (whether by assignment or novation), without the prior written consent of the County.

3. TERMINATION AND DELAYS: The County may by written notice stating the extent and effective date, terminate for convenience in whole or in part, at any time: the County shall pay Contractor as full compensation for performance until such termination: A. the unit or pro rata order price for the delivered and accepted portion; and B. incidental damages, not otherwise recoverable from other sources by Contractor as approved by the County, with respect to the undelivered or unaccepted portion of the issued Purchase Order, provided compensation hereunder shall in no event exceed the total Purchase Order price. Such amount will be limited to Contractor’s actual cost and may not include anticipated profits. The County shall not be liable for consequential damages.

The County may by written notice terminate in whole or in part for Contractor’s default if Contractor refuses or fails to comply with the provisions of the terms and conditions contained herein and/or the County’s Purchase Order, or fails to make progress so as to endanger performance and does not cure such failure within a reasonable period of time. In such event the County may otherwise secure the materials, supplies or services ordered, and Contractor shall be liable for damages suffered by the County thereby, including incidental and consequential damages.

If after notice of termination, the County determines Contractor was not in default, or if Contractor’s default is due to failure of the County, termination shall be deemed for the convenience of the County.

The rights and remedies of the County provided in this article shall not be exclusive and are in addition to any rights and remedies provided by law.

4. EQUAL OPPORTUNITY AND AFFIRMATIVE ACTION: The Contractor agrees to abide by all Federal and State laws and regulations pertaining to equal employment opportunity. If Contractor is found to be not in compliance with these requirements during the life of this Agreement, Contractor agrees to take appropriate steps to correct these deficiencies.

5. PENALTIES: The County Ordinance imposes civil and criminal penalties for its violation. In addition, the New Mexico criminal statutes impose felony penalties for bribes, gratuities and kickbacks.

6. TITLE AND DELIVERY: Title to the materials and supplies passed hereunder shall pass to the County upon acceptance at the F.O.B. destination point specified subject to the right of the County to reject for any exception to the delivery date specified. The Contractor shall give prior notification and obtain approval thereto from the County Purchasing Section.

7. APPLICABLE LAW: The laws of the State of New Mexico shall apply.

8. COMPLIANCE WITH APPLICABLE LAW: The Contractor shall comply with all applicable state, federal, municipal and county laws, rules and ordinances.

9. CONFLICT OF INTEREST: The Contractor warrants that he/she presently has no interest and shall not acquire any, which would conflict in any manner or degree with the performance of services required under this procurement. Contractor must disclose any conflict of interest in writing. Definition of conflict of interest includes, but is not limited to, the following: A. relationship, if any, with a County employee; state their name and position, B. the County employee connected in any way with your firm, C. if any type of commitment is/has been given to your firm, by a County employee, state their name and position held.

10. WARRANTIES: Contractor warrants the materials, supplies or services furnished to be exactly as specified, free from defects in Contractor's design, labor, materials and manufacture, and to be in compliance with any drawings or specifications incorporated herein and with any samples furnished by Contractor. All applicable UCC warranties, express and implied, are incorporated herein.

11. ACCEPTANCE: The County may reject acceptance of any material, supplies, or services found to be defective or not as specified. At the County’s option the Contractor shall be required to a.) Correct without charge within a reasonable time, or b.) Deliver an equitable substitute at a reduced price. The County may revoke acceptance of any material, supplies or services, if a defect substantially impairs the value to the County and is discovered after acceptance. Should this occur, the Contractor shall reimburse the County for all incidental and consequential costs related to unaccepted materials, supplies or service, notwithstanding final acceptance; acceptance of material, supplies, or services shall not waive the County’s right to claim damages for breach.

12. CHANGES: The County may make changes within the general scope of the procurement by giving notice to Contractor and subsequently confirming such changes in writing via a Purchase Order change notice. If such changes affect the cost of, or the time required for performance, an appropriate equitable adjustment shall be made. No change by Contractor shall be recognized without written approval of the County. Any claim of Contractor for an adjustment under this paragraph must be made in writing within thirty (30) days from the date of receipt of Contractor of notification of such change, unless the County waives this condition. Nothing in this paragraph shall excuse Contractor from proceeding with performance as changed hereunder.

13. PATENT AND COPYRIGHT INDEMNITY: Contractor shall pay all royalty and license fees relating to deliverables and other items covered hereby. In the event any third party shall claim that the reproduction, manufacturer, use or sale of goods or items covered hereby infringes any copyright, trademark, patent or other intellectual property rights, Contractor shall indemnify and hold the County harmless from any cost, expense, damage or loss resulting therefrom.

14. DISCOUNTS: Any discount time will not begin until the materials, supplies, or services have been received and accepted and correct invoice received by the Purchasing Section. In the event testing is required, the discount time shall begin upon the completion of the tests.

15. PAYMENT CHARGES: Late payment charges shall be paid in the amount and under the conditions stated in County Ordinance §2-381.

16. APPROPRIATIONS: The terms of this Agreement are contingent upon the County Commission making the appropriations and authorizations necessary for the performance of the Agreement. If sufficient appropriations and authorizations are not made by the County Commission, any Agreement resulting from this Request for Bids may be terminated at the end of the County’s then current fiscal year upon written notice given by the County to the Contractor. Such event shall not constitute an event of default. All payment obligations of the County and all of its interest in this Agreement shall cease upon the date of termination.

The County’s decision as to whether sufficient appropriations are available shall be accepted by the Contractor and shall be final.

SUPPLEMENTAL TERMS AND CONDITIONS

1. POWER OF THE COUNTY: The County reserves the right to accept or reject any and/or all bids and unless otherwise specified by the Bidder, to accept any item in the bid, to waive technicalities, to inspect, and/or to make any investigation deemed necessary of a Bidder’s ability to provide the material, supplies or services covered by the Specifications or other criteria documents and to accept what in its judgment is the best bid.

Without limiting the generality of the foregoing, any bid which is incomplete, obscure or irregular may be rejected; any bid having erasures or corrections in the price sheet(s) may be rejected; any bid in which unit prices are omitted, or which are accompanied by an insufficient or irregular Bid Bond or other requirements may be rejected. The County also reserves the right to reject the bid of a Bidder who has previously failed to perform properly, provided inferior material, supplies, or services, provided inferior workmanship, or attempted to use substandard equipment, caused excessive inspection by the County to insure good workmanship, or utilized poor construction methods, or failed to complete an agreement of similar nature on time, or the Bidder is not in a position to perform the work governed by the Agreement.

2. UNLAWFUL EMPLOYEE PARTICIPATION: No elected official or employee of the County or public officer of the State of New Mexico shall be admitted to any share or part of this Agreement or any benefit that may arise thereof, directly or indirectly, unless it be made with a corporation for its general benefit.

3. DISTRIBUTION OF RFB DOCUMENT: The County Purchasing Section is the only organization who is authorized to make copies and/or distribute this RFB in any format. A distribution list of those who receive the RFB will be maintained throughout the procurement process and will become part of the procurement file. Receipt of a Bid from firms not included on the distribution list shall result in immediate disqualification and Bid will be rejected.

4. EXPLANATION TO BIDDERS: Any explanation desired by a Bidder regarding the meaning or interpretation of this request must be submitted in writing and with sufficient time allowed, but not less than three (3) working days prior to the hour and date specified for the receipt of the bids, for reply to reach Bidders before the submission of their bids. Oral explanations or instructions given before the award of the agreement will not be binding. Any information given to prospective Bidder(s) concerning this request will be furnished as an addendum, to all firms who have received the bidding document.

5. NON-COLLUSION: The Bidder, in signing this bid, certifies that representatives from the firm have not, either directly or indirectly, entered into any action or restraint of free competitive quoting or bidding in connection with this Bid.

6. CODE OF CONDUCT: Code of Conduct – The successful Bidder shall abide by the Code of Conduct (https://www.bernco.gov/compliance-office/bernalillo-county-code-of-conduct/) of the County as it applies to the successful Bidders interactions with the County. Any violation of the Code of Conduct shall be considered a breach of the Agreement (a draft of the proposed Agreement is included beginning on page 19).

7. EVALUATION: The evaluation period for this bid is ninety (90) consecutive calendar days, following the bid opening. Bids may not be rescinded during this period except for good cause and with the written approval of the Purchasing Section. The County, in evaluating bids reserves the right to use any assistance deemed advisable.

8. INCREASED OR DECREASED QUANTITIES: The County reserves the right to increase or decrease the quantities of items of tangible personal property, services or construction to be provided within the terms of the agreement and at the same prices, with the consent of the Contractor.

9. REJECTION AND CANCELLATION: The County reserves the right to reject any or all bids, cancel this RFB when it is in the best interest of the County, or to waive any and all informalities and irregularities that don’t alter the price, quality or quantity.

10. BASIS OF AWARD: The County reserves the right to award on a total basis or an item by item basis depending on which is most advantageous to the County. Final bid award will be made on the lowest, best, and most responsible bid meeting the specifications.

11. PAY EQUITY DOCUMENTATION: All Bidders shall include with their bid submittal, a Pay Equity Reporting Form, or valid Pay Equity Business Certificate, which can be accessed at www.bernco.gov/general-services/pay-equity.aspx.

https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.bernco.gov%2Fcompliance-office%2Fbernalillo-county-code-of-conduct%2F&data=05%7C01%7Cacbaca%40bernco.gov%7Ca0475eac0ea04b74a46208dafef5c0ad%7C2017becccef8453fae3c04934fc97714%7C0%7C0%7C638102628707140665%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=NSVmDNQrHf0WLxXW26bnUPp2T3oQhj2sFyzUWqrk4uU%3D&reserved=0 http://www.bernco.gov/general-services/pay-equity.aspx http://www.bernco.gov/general-services/pay-equity.aspx

Bidders who are located out-of-state or have no facilities and no employees working in the State of New Mexico are not required to report pay equity data but must verify their out-of-state status on the Pay Equity Reporting Form. Failure to provide a Pay Equity Reporting Form at the time of submission may result in the bid being deemed nonresponsive. The County may allow for a revised Pay Equity Reporting Form to be submitted by the Offeror within 24 business hours of the proposal due date and time if; (i) the originally submitted form requires a technical change; or (ii) the Bidder fails to include a Pay Equity Reporting Form at the time of submission, provided that the Bidder submits the Pay Equity Reporting Form within the 24 hour business period.

NOTE: THE REQUIRED PAY EQUITY REPORTING FORM IS NOT A PAY EQUITY BUSINESS

CERTIFICATE, NOR DOES IT QUALIFY AN OFFEROR FOR THE PAY EQUITY PREFERENCE. FOR

QUESTIONS ON HOW TO OBTAIN A PAY EQUITY BUSINESS CERTIFICATE, PLEASE CONTACT THE

BUYER IN SECTION I.C BY TELEPHONE: (505) 468-7318 OR EMAIL: bcastro@bernco.gov

12. MULTIPLE AWARD: The County reserves the right to award the Agreement to multiple contractors.

Determination for awards shall be based upon the lowest total cost of all items listed within the “cost proposal” section and the bidder(s) abilities to meet the “minimum and submittal requirements” of the invitation to bid.

13. PROTESTS: Protests - In accordance with County Ordinance §2-367 and §2-385, any Bidder who is aggrieved in connection with a solicitation or award of an Agreement may protest to the Procurement and Business Services Director. The protest must be submitted in writing within fifteen (15) calendar days after knowledge of the facts or occurrences giving rise to the protest to:

Annie Baca, Procurement and Business Services Director 415 Silver Ave. SW, 6th Floor Albuquerque, NM 87102

Protests must include the name and address of the protestant, the solicitation number, and a statement of grounds for protest, including appropriate supporting exhibits. Protests received after the deadline will not be accepted.

14. CONFIDENTIALITY/PUBLIC RECORDS: Confidential data is normally restricted to confidential financial information concerning the Bidders organization and data that qualifies as trade secrets in accordance with the Uniform Trade Secrets Act, 57-3-A-1 to 57-3A-7 NMSA 1978, or as provided by the Confidential Materials Act (14-3A-1, 1978 14-3A-2 NMSA 1978), and as otherwise provided by law. With the exception of the aforementioned, information and materials received by the County in connection with this RFB response shall be deemed to be public records, subject to public inspection, upon award of the RFB and execution of an Agreement by the County Commission or their designee. If the Bidder believes any of the information contained in its response is exempt from the Public Records Act, then the Bidder, must identify the material which is deemed to be exempt and cite the legal authority for the exemption. Any pages of the bid on which the Bidder has stamped or imprinted “proprietary” or “confidential” must be readily separable from the bid in order to facilitate public inspection of the non-confidential portion of the bid.

The County’s determination of whether an exemption applies shall be final, and the Bidder agrees to defend indemnify and hold harmless the County elected officials, employees and agents against any loss or damages incurred by any person or entity as a result of the County’s treatment of records as public records.

15. SPECIFICATIONS: Specifications stated in this request are not intended to exclude any Bidder. Where a product is characteristic of a sole manufacturer, or when a brand name is indicated, it shall be defined to mean as "least acceptable level”, or "minimum quality required" by the County. If an item is bid other than specified which is considered comparable, the manufacturer's name and model number of that item must be specified. Sufficient performance specification and descriptive data must accompany the bid to permit thorough evaluation. Failure to provide the appropriate information may result in disqualification of the bid.

16. RECEIPT OF BIDS: Bids received after the deadline will not be accepted. The date-time stamp located in the Purchasing Section will be used to record receipt of the bid and is the only acceptable evidence to establish the time of receipt of bids.

17. AWARD TO NEXT RATED BIDDER: In the event of default by the awarded vendor, the County reserves the right to utilize the next rated Bidder meeting specifications as the new vendor. In the event of this mailto:bcastro@bernco.gov occurrence, the next rated bidder meeting specifications shall be required to provide the bid items at the prices as contained on their proposal or bid for this specification.

18. NUMBER OF BID SUBMITTALS

Bidders may submit only one (1) bid in response to this RFB.

19. NUMBER OF COPIES: Bidders shall upload one (1) original their bid submittal to https://bernco.bonfirehub.com/portal/?tab=openOpportunities.

20. QUESTIONS: If additional information regarding this bid or the procurement process is required, please contact (Buyer/Brittney Castro) (505-468-7318), or e-mail bcastro@bernco.gov

21. INSURANCE REQUIREMENTS: Insurance is required of the Contractor in the limits identified in the Draft Agreement, Section 12, attached hereto.

22. W-9 INFORMATION: Pursuant to Federal Tax Law (Internal Revenue Code, Section 6041), the County is required to obtain a Taxpayer Identification Number (TIN) and a completed W-9 from the successful Bidder;

according to Federal Income Tax Law (Internal Revenue Code, Section 3406), failure to furnish this information promptly and correctly (within 30 days) may result in a $50.00 penalty imposed by the Internal Revenue Service. In addition, the Internal Revenue Service may require the County to withhold 28% of payments made, if the information is not furnished by the successful Bidder.

If the successful Bidder’s business is classified as a corporation, tax-exempt organization, government agency, or other exempt payee, the County will not file an Annual Information Return (Form 1088 Misc.) on your behalf. However, the law requires your TIN in addition to informing the County of payee type. If classified as an individual or sole proprietor, the TIN is your Social Security Number; otherwise, your Federal Employer Identification Number serves as your TIN.

https://bernco.bonfirehub.com/portal/?tab=openOpportunities mailto:bcastro@bernco.gov

EXCEPTIONS

RFB # 22-26-BC

In the interest of fairness and sound business practices, it is mandatory that you state any exceptions to the specifications and/or scope of work. It is not the responsibility of the County to seek out information concerning the goods to be furnished. If your bid does not meet or exceed all of the stated specifications, you must so state on the space provided below, with an explanation:

I do ___________ do not meet specifications ___________

Authorized Signature and Title Telephone Number

SCOPE OF SERVICES

RFB #22-26-BC

A. GENERAL

The Bernalillo County Purchasing Section is requesting sealed bids for the establishment of a Price Agreement for miscellaneous Vehicle Collision Repair, Painting, Stripping, Body Refurbishing, and Vehicle Modifications. The purpose of this agreement will be to provide “On Demand” services for miscellaneous repairs, replacements, and new installations. The County reserves the right to make multiple awards if it is determined to be in the best interest of the County. In the event of a multiple award, vendors will receive vehicles on a rotation basis, directed by the Risk Management Representative or designee.

B. REPAIR AND SERVICE REQUIREMENTS

1. All Contractors will be contacted regarding the Repair of Vehicles with Collision Damage, and/or Painting, Stripping, Body Refurbishing, Vehicle Modifications on an “On Demand” basis.

2. The Contractor shall pick up the vehicle by 3:00 p.m. on the business day following notification of a needed repair.

3. The Contractor shall provide a detailed cost estimate within two (2) business days after picking up the vehicle.

4. The Contractor shall tear down the vehicle to make comprehensive inspections of the vehicle(s) prior to submitting a detailed cost estimate for the work to be performed. It is the responsibility of the Contractor to ascertain the scope and extent of the damage and to prepare a cost estimate.

5. Bernalillo County Department Striping Requirements

Sheriff Department

• As per department requests

Public Works

• As per department requests

Fire Department

• As per department requests

6. Failure by the Contractor to properly examine the damage and assess the repair shall not be grounds for increasing the cost estimate.

7. The Contractor must provide a written cost estimate within two (2) business days after picking up the vehicle to the Risk Management Representative or designee. Failure to provide the required information in sufficient detail will cause a cost estimate to be rejected. Cost estimates shall contain, at a minimum, the following information:

• 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 Price Cost estimate

• Signature and name of authorized employee

• No filler work for “no parts available” will be accepted

8. Labor cost estimates shall be calculated using industry – recognized flat–rate publications applicable to the equipment being repaired. Contractor shall indicate the applicable publication(s) on the cost estimate.

9. The Contractor will notify the Risk Management Representative or designee of the maximum completion time for each repair job. This completion time frame shall be noted on the individual cost estimate. Failure to accept the requested time may cause a cost estimate to be rejected.

10. All cost estimates must be submitted to the Risk Management Representative or designee requesting and accepting cost estimates for the specific repair job. Cost estimates submitted to any other County representative without written approval by the Risk Management Representative or designee will result in the cost estimate being rejected. The Risk Management Representative or designee may reject cost estimates which in their opinion do not fully address the collision repair requirements for that job, or which do not meet other contractual requirements.

The Contractor shall obtain a written approval by the Risk Management Representative or designee before initiating any work.

11. The Risk Management Representative or designee may seek an Independent Damage Appraisal by a certified Damage Appraisal Company on any Vehicle Collision Repair. The Risk Management Representative or designee will provide authorization on the appraisal of their choosing.

12. The Contractor shall not proceed with any work as indicated on the cost estimate or appraisal until they have been notified by the Risk Management Representative or designee that the estimate has been approved. The Contractor shall then repair the vehicle for the estimated price quoted.

13. All vehicle collision repair invoices shall be sent to Bernalillo County Accounts Payable, 415 Silver

Avenue SW, Albuquerque, NM 87102. The Bernalillo County Risk Management Representative or designee will ensure the vendor receives payment once services have been rendered and accepted.

14. All work required to correct any problems diagnosed by the Contractor shall be approved by the Risk Management Representative or designee assigned to the task, prior to work being performed.

Contractors must be able to respond to multiple services and shall complete each job.

15. Contractor shall repair and/or replace property damaged during the performance of the service to the satisfaction of the Risk Management Representative or designee at no additional cost.

C. MATERIALS

Materials shall be defined as paint, filler material, and miscellaneous hardware, as well as items such as sandpaper, thinner, masking tape/paper, and cleaning, cutting, welding and tack materials, etc., associated with their application. Materials used during the performance of the agreement must conform to the highest standards of the industry, and where applicable, must meet or exceed OEM specifications.

D. PARTS (Percentage Discount off List Price – Item G on page 16)

1. Parts shall be defined as individual (“non-materials”) components of the subject vehicles including, but not limited to: bumpers, body parts, cooling, air-conditioning, heating, fuel, suspension, steering system components, wiring, and plumbing associated with the replacement of such items. If such parts are damaged, they shall be replaced/repaired as deemed necessary for the proper function and/or appearance of the subject vehicle.

2. In order to expedite and be efficient with the turnaround time that is in line with safety specifications all parts used as a result of this solicitation must equal or exceed Original Equipment Manufacturer specifications and be acceptable to the Risk Management Representative or designee requesting the cost estimate. Upon request, Contractor must furnish proof that the part(s) offered meet or exceed Original Equipment Manufacturer specifications. Failure to comply with this requirement may cause the cost estimate to be rejected.

3. Used parts may be used only upon prior written approval by the Risk Management Representative or designee requesting the cost estimate. The Risk Management Representative or designee will confer on any proposed used parts applications. Such approval shall be indicated on the itemized cost estimate and shall only apply to parts designated as used on the original cost estimate.

4. Used parts shall only be purchased if they are priced at fair market value. The County reserves the right to reach its own determination of fair market value of used parts, if so, doing this in the best interest of the County. Failure by the Contractor to substantiate fair market value upon request may cause cost estimate to be rejected.

5. If during the course of repairing a vehicle the Contractor is only able to secure a used part where a new one was offered; and if the Risk Management Representative or designee approves the substitution, a downward price adjustment (calculated by subtracting the market value of the used part from the proposed price of the new part) shall be made.

6. Old parts removed from County vehicles are the County’s property and must be held by the Contractor until after the repaired vehicle is accepted by the County and returned to the County if requested.

7. Non-repairable parts are to be removed from the vehicles and replaced with (OEM) original equipment, manufactured parts or with (LKQ), new, aftermarket or good used parts that will be supplied by and/or approved by the Risk Management Representative or designee, prior to the repair of the vehicles.

8. All paint colors which are applied to vehicles shall be matched to the original vehicles color and properly finished. There shall be no bubbles, runs, sags, blisters, paint swirls, fisheye blemishes, mismatched paint color, buffer burns and/or overspray resulting from the painting, as well as any other defects and or imperfection in body work or paint finish.

E. ADDITIONAL CHARGES

1. Charges for Supplemental repairs (needed repairs not included in a Contractor’s cost estimate or in an Independent Damage Appraisal) shall not be allowed by the County except under special circumstances deemed by the County to be beyond the control of the Contractor. Such charges will not be considered unless requested in writing and shall not be paid unless written approval is obtained in advance from the Risk Management Representative, or designee.

2. Contractor may markup sublet repairs up to 25% but not to exceed $1000 per invoice. Sublet repairs are those repairs that the contractor cannot perform.

3. Requests for additional charges due to supplemental repairs must contain, at a minimum, the following:

• Statement of the requested additional charges and associated supplemental work in sufficient detail.

• An explanation of the circumstances, including the reason(s) why the supplemental work was not addressed in the original cost estimate.

• A narrative explaining why the discovery of the additional needed work was beyond the control of the Contractor at the time of the cost estimate.

4. Decisions whether to accept or reject such requests shall be made solely by the Risk Management Representative, or designee, whose determination shall be final. A record of frequent requests for additional charges will be grounds for cancellation of the contract.

F. COMPLETION OF WORK / LIQUIDATED DAMAGES

1. Each job must be completed within the accepted and mutually agreed upon maximum completion time frame. The Risk Management Representative, or designee will document the agreed time frame in an e-mail to the vendor and the Fleet Representative.

2. If the Contractor fails to meet completion time frame wherein the vehicle’s repaired and/or services has not been completed and has not been returned to the County, the Contractor shall deduct the amount of $50.00 per calendar day not as a penalty, but in liquidated damages from the estimate or appraisal quoted. A record of frequent failure to complete work within the accepted and mutually agreed upon completion times and non-payment of liquidated damages as assessed by the County, will be grounds for cancellation of contract. Liquidated damages of $50.00 per calendar day shall also be applied when vehicles do not pass inspection (see “Inspections” Item J) and vehicles must be returned for additional work to be completed.

G. REMOVAL OF VEHICLE FROM CONTRACTOR’S PREMISES

1. The County reserves the right to remove the vehicle from the Contractor’s premises and seek alternate repairs under any of the following conditions:

• Repair work not substantially completed by the agreed completion date.

• More than 10 working days have elapsed since the completion date.

• Contractor has not demonstrated a commitment to complete.

• Any other contract violation which jeopardizes the timely and / or proper completion of repairs.

2. In such cases, the Risk Management Representative, or designee, may elect to have the vehicle collision repairs and/or other services completed by another contractor. The original Contractor will be compensated for work completed less any additional costs e.g. liquidated damages to the County over Contractors original cost estimate.

H. COMPLETION TIME EXTENSIONS

Extension(s) of completion time may be granted by the Risk Management Representative or designee in cases of circumstances beyond the Contractors control, including but not limited to: Strikes, Acts of God, etc. Any extensions of completion time must be approved in writing by the Risk Management Representative or designee, requesting the cost estimate.

I. TRANSPORT OF VEHICLE

1. The contractor is responsible for transportation of vehicles both to and from its repair facility and to and from any sublet repair facility.

2. The Contractor must possess a valid Commercial Driver’s License as Bernalillo County has Fire Apparatuses, Heavy Equipment, and Buses in our Fleet in addition to passenger vehicles.

3. If the County deems the vehicle to be “undriveable” or otherwise unsuitable to be driven on a public roadway, the Risk Management Representative or designee should be notified in order to dispatch one of the “consensual” tow services under contract by the County and the direct oversight of Risk Management. The tow service can transport the vehicle both to and from the Contractor’s repair facility and to and from any sublet repair facility as long as the vehicle is still considered to be “undriveable” or otherwise unsuitable to be driven on a public roadway.

4. The Contractor shall include free pickup and delivery of vehicles including vehicle tow as necessary.

5. Upon return of finished vehicles, Contractor shall remain on site until the vehicle is inspected and accepted. The vehicle shall be delivered to the County Fleet yard or Fire Fleet yard by someone who has the knowledge/experience necessary to review and discuss the quality and completeness of the repairs with the County Representative.

J. INSPECTIONS

1. Upon completion and return of the repaired vehicle by the Contractor, a Fleet or Risk Management Representative will perform an acceptance inspection in accordance with Exhibit B. The Fleet, Risk Management Representative or designee will document the acceptance or non-acceptance in an e-mail to the Contractor. See Item F.2 for additional information regarding vehicles that do not pass inspection.

2. The County reserves the right to inspect a County vehicle during repair to ensure that repairs and/or service are being adhered to as quoted.

3. If it is determined that the vehicle is not properly repaired, the Contractor shall take the vehicle back to the shop for repair and deliver at no additional charge. All vehicles shall be returned within 24 hours of completion.

K. RIGHT TO AUDIT

See #14 of Draft Agreement.

L. WARRANTY

All parts and labor furnished, as a result of this solicitation shall be warranted against defects for one (1) year from date of acceptance. Warranty repairs/services shall include all parts and labor necessary to bring the affected portion(s) the vehicle up to the standards stated herein. Contractor must complete warranty repairs within five (5) working days of notification. Continued failure to meet this requirement may be cause for contract suspension or cancellation.

M. REQUIREMENTS

1. Contractors must maintain a professional repair facility within the greater Albuquerque Metropolitan Area throughout the Contract period. This facility and its staff must be capable of performing all phases of Vehicle Collision Repair, Painting, Striping, Body Refurbishing, and Vehicle Modifications. Failure to maintain a suitable facility and qualified professional staff as per industry standards may result in suspension or cancellation of contract.

2. Contractors must be professional firms with at least three (3) years’ experience in providing comprehensive Vehicle Collision Repair services Contractor must submit at least three local references on the Reference sheet attached that verifies three (3) years’ experience in providing Vehicle Collision Repair Services. (EXHIBIT A)

3. All repairs and/or services provided as a result of this solicitation must be performed to the highest industry standards. Repairs and/or services provided as a result of this solicitation must be comprehensive and must place the vehicles repaired in first class roadworthy condition, suitable for the original intended purpose of the vehicles.

4. Maintain all Environmental Protection Agency (EPA), certification and industry standards.

N. ESCALATION CLAUSE

Offered prices must be firm for the first 365 calendar days following execution of an agreement. Price increases after the first 365 calendar days are limited to one price increase per year providing the Contractor complies with the following:

1. The Contractor shall provide the County written notice of any requested price changes at least sixty

(60) days prior to those changes taking place. No exceptions.

2. Price increases will not become effective until the Contractor receives written approval form the Purchasing Section of the Procurement and Business Services Department.

O. ADDITIONAL INFORMATION

Please include with the three local references any organizations or memberships you believe to be pertinent. Organizational affiliations and/or memberships are not required and are optional at the Bidders’ discretion.

PRICING SECTION

RFB#22-26-BC

Complete the Pricing Section as referenced below:

Non-Commercial Vehicles Commercial Vehicles (Under 26,000 GVW) (26,000 GVW and Up)

Labor Service Total Price Per Hour Total Price Per Hour

A. Body Labor $ $

B. Paint Labor $ $

C. Frame Straightening $ $

D. Mechanical Labor $ $

E. Electrical Labor $ $

F. Material – Paint $ $

G. Parts: Percentage discount (extended price) below will be used in determining basis: Extended price must reflect cost of parts minus percentage off list price ($100 – 10% = $90.00). (Note: the awarded bidder(s) will extend the % discount listed below to the County for all purchases on parts).

1.) Quantity one (1) Headlight & Bumper – Cost of the Parts $100.00

Percentage off list price % = Extended Price: $ (Add Extended Price to total base bid for each column).

Total Base Bid for Items A – G $ $

Note: All quoted prices shall exclude any and all applicable gross receipt taxes.

REFERENCES

Contractors must be professional firms with at least three (3) years’ experience in providing comprehensive Vehicle Collision Repair. Contractor must submit at least three local references on the Reference sheet attached that verifies three (3) years’ experience in providing Vehicle Collision Repair Services.

1. Name:

Title:

Company Name:

Address:

Tel:

Email:

Period of Performance:

Comments: (Provide a brief description of your working relationship and overview of your responsibilities/performance.

2. Name:

Title:

Company Name:

Address:

Tel:

Email:

Comments: (Provide a brief description of your working relationship and overview of your responsibilities/performance.

3. Name:

Title:

Company Name:

Address:

Tel:

Email:

Comments: (Provide a brief description of your working relationship and overview of your responsibilities/performance.

Exhibit A

Disclaimer: Bernalillo County reserves the right for re-evaluation of any vehicle that may have underlying issues that were not evident at the time of acceptance.

Fleet - Collision Repair Acceptance Checklist

Visual:

Smooth Paint Surface

Clear and Undamaged Glass

Correct Decals

Structure:

Door, Hood, Truck and all other opening compartments open properly and with ease.

Frame is not cracked, bent and is in good condition

Working Drive Shaft

Test Drive:

Proper Alignment

Properly Working Brake System

Free of any Unusual Sounds, Defects and Performance issues

Notes:

Exhibit B

DRAFT AGREEMENT

THIS AGREEMENT, made and entered into this _________day of _________________, 2025, by and between the County of Bernalillo, New Mexico, a political subdivision in the State of New Mexico, (hereinafter referred to as the "County"), and ________________________________________, (hereinafter referred to as the "Contractor").

WITNESSED:

WHEREAS, the County issued a Request for Bids for Vehicle Collision Repair, RFB No. 22-26-BC, attached hereto as Exhibit A; and

WHEREAS, the Contractor submitted its Bid, dated _____________ 2025, in response to RFB No. 22- 26-BC, attached hereto as Exhibit B; and

WHEREAS, the County desires to engage the Contractor to render certain goods in connection therewith, and the Contractor is willing to provide such goods.

NOW, THEREFORE, in consideration of the premises and mutual obligations herein, the parties hereto do mutually agree as follows:

1. Scope of Work

As set forth in the Scope of Work section of RFB No. 22-26-BC attached hereto as Exhibit A and incorporated herein by reference and made a part of this Agreement. (OR) attached hereto as Exhibit A as supplemented by Exhibit B both of which are incorporated herein by reference and made a part of this Agreement.

2. Term

This Agreement shall become effective upon the date of final execution and shall continue for a four

(4) year period unless terminated by either party pursuant to the termination provisions contained in this Agreement.

3. Use of Contract

With the consent of the Contractor, other Central Purchasing Departments (NMSA 1978, §13-1-129) may purchase under this Agreement, provided that the goods are under the same terms and conditions as stated herein, unless a…