1-RFB Vehicle Graphic Wraps - RFB-2025-751-TRA EMW.pdf

City of Albuquerque

Request for Bids

RFB-2025-751-TRA-EW

Vehicle Graphic Wraps and Transportatoin Fleet Rebid

Closing Date: May 10, 2026 at 2:00 pm MT

V2024.07.10JLB

Introduction

1. Purpose:

The City of Albuquerque is requesting bids for Vehicle Graphic Wraps on Transportation Fleet - in accordance with the terms, conditions, and specifications set forth herein. The City intends to establish a Price Agreement (“Contract”) for Vehicle Graphic Wraps. 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.

• Emily Werley Senior Buyer, Department of Finance and Administrative Services, Purchasing Division

• Phone: (505) 768-3310 or E-Mail: ewerley@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 Transit Department, Finance Division.

5. Term of Contract:

The term of the Contract shall be for (3) years from date of award with the option to renew for an additional (1) years. The term of the Contract shall not exceed a total Contract term of (4) 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.

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

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:

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:

The brand name 3M is the only acceptable brand required as the standard to match the materials in place on the Transportation Fleet.

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. Other Requirements:

N/A

Part 3: General Specifications:

1. Objective Description (Statement of Needs):

The City is requesting bids for a contractor to install, remove, and replace decals/graphic wraps on an as need basis for public transportation vehicles that range from small passenger cars to 60 foot Transit buses, buses and vans.

Installation and removal of the decals/graphic wraps will either be done by City employees trained by the contractor or by the contractor, at the City’s request. For replacements, the City will provide the entire wrap artwork and the contractor will work with the City to provide sectioned, replacement pieces, according to the City’s expectations for the sections, so that the entire wrap does not have to be replaced.

The contractor will work with the City’s graphic artist for any graphical changes or duplicate or recreating artwork for sections of a bus or van or for an entire bus or van; the City will provide access to original files as needed. The bus and van fleet includes current fleet as well as future acquisitions over the contract term.

2. Minimum Requirements:

A. Bidders must be capable of completing graphics on a range of vehicles from small passenger cars to 60 foot Transit buses.

B. The Awarded bidder is to provide all of its own tools for installation, as well as a comprehensive recommended list of tools for the purposes of training City employees, when training is requested.

C. Bidders must have a minimum of five (5) years producing and installing wraps on commercial vehicles. See Bonfire > Requested information.

D. Bidders shall provide two (2) examples of past projects similar in scope. See Bonfire > Requested Information.

E. Bidder must be MCS Certified by 3M: a high-quality, durable vinyl film that can be used to wrap and brand public transportation vehicles like buses and vansand provide documentation to prove. See Bonfire > Requested Information.

3. Bid Specifications:

A. Wrap material: A.1. Opaque cast wrap film A.1.1. IJ180Cv3 A.1.1.1. Removable cast wrap film A.1.1.2. Specifications: www.3m.com/3M/en_US/p/d/b00026343/

A.2. Perforated cast window film A.2.1. 8170-P50 A.2.1.1. Removable cast film A.2.1.2. P50 has 50% film 50% perforation A.2.1.3. 8170-P50 Specifications: www.3m.com/3M/en_US/p/d/sgbgktgl4035/

A.3. Reflective cast film A.3.1. For solid color cut letters A.3.1.1. 680 A.3.1.2. E-cut capable pigmented colors

A.3.1.3. 680 Specifications: multimedia.3m.com/mws/media/12332O/series-680-10-product-bulletin-3m-scotchlite-reflective-graphic-film.pdf

A.3.2. For larger printed decals A.3.2.1. IJ680CR A.3.2.2. Printable white reflective A.3.2.3. IJ680CR Specifications: www.3m.com/3M/en_US/p/d/b00020926/

A.4. Non-PVC higher durability laminate A.4.1.1. 8548G A.4.1.2. Longer durability than PVC laminates A.4.1.3. Specifications: www.3m.com/3M/en_US/p/d/b00026362/)/

B. Material shall have a warranty of (1) one year.

C. Bidder must use HP 831 Latex ink D. The Contractor shall have a simplified process for the City to order wraps and review artwork. Currently, the City uses a website provided by the vendor and can view and order the entire vehicle wrap as well as each replacement piece.

E. If the City requires the contractor to install, a minimum of one (2) week notice will be provided to the contractor by the V e h i c l e Maintenance Manager and will designate one of two locations for the install, based upon the location of the vehicle: 8001 Daytona Road NW, Albuquerque, NM, 87121 or 601 Yale Blvd SE, Albuquerque, NM, 87106. Both facilities are temperature controlled and roofed.

F. As needed, for new vehicle acquisitions, the contractor will work with the City’s graphic artist to provide the information necessary to prepare and install wraps, ensuring that the final vehicle wrap specifications will be properly applied to the vehicles identified by the City.

G. The contractor shall be able to match the current artwork and colors provided for replacement pieces for all graphics applied to vehicles according to the City’s specifications.

H. For all first-time vehicle wraps, the contractor shall provide finalized artwork by email within 72 hours of the request from the City. A proof sample sheet on wrap material with lamentation must be shipped by the vendor within 48 hours after the email approval of artwork has been sent to the Awarded bidder to the Transit Maintenance Manager for approval of the colors utilized. At the City’s request, minor adjustments may be made to the wrap design artwork. The contractor must receive written approval from the City prior to making any adjustments/changes needed prior to the finalized artwork.

I. The City will determine how the wraps will be sectioned and may be adjusted as needed.

J. The Contractor shall allow City personnel to perform quality control inspections of the vehicle wrapping installation services at any point and at multiple times throughout the installation process. The quality control inspections shall be for the purpose of ensuring that the installation services are performed in accordance with the contract requirements and vehicle wrap installation best practices for consistent quality that meet the City’s needs and requirements. Best practices shall be: Installation shall be smooth and free of any bubbles, folds, or other areas of lifting from adhesion and be properly aligned.

All work performed by the contractor will be subject to approval and acceptance by the City. Corrections shall be at the expense of the Contractor.

K. As requested by the City, Contractor shall provide hands-on basic training for all wrap applications at no additional cost to City staff. Basic training is considered familiarization where the City staff “shadow” the installers while they are on site.

BidTable Items:

1. Material per square foot – Perforated

2. Material per square foot – Opaque

3. Material per square foot – Reflective – Solid Letters

4. Material per square foot – Reflective – Larger Print

5. Material per square foot – Non-PVC laminate

6. Labor per square foot – Design/Set up artwork

7. Labor per square foot – Install

8. Labor per square foot – Removal

* square foot pricing must include material, production and shipping.

Bid Table:

Bid Table for Vehicle Graphic Wraps

Item Description Unit Qty Unit Price

Extended Price

Labor: Design/layout services (initial campaign) Per sq foot

2 Labor: Install Wraps Per sq foot 3 Labor: Removal of existing bus graphics Per sq foot 4 Material: Laminate Wraps Per sq foot 5 Material: Print Perforated Per sq foot 6 Material: Laminate Perforated Per sq foot 7 Material: Print Opaque Per sq foot

Bid Total

4. Ordering and Invoicing Instructions:

A. The City shall issue a Purchase Order for any goods and/or services ordered.

Any goods and/or services ordered must be on the contract awarded under the

RFB.

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

C. The Awarded Bidder shall ship goods and/or provide services within (3) days from the date of the dispatched Purchase Order (unless otherwise notified by the Awarded Bidder and accepted by the City Requestor, in writing).

D. 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 Purchase Order. Failure to comply with this Section may result in delayed or denied payments.

E. 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, historically, has spent $75,000.00 annually with the current Contractor. 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.

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:

In the event of conflict between the General Terms and Conditions, the Supplemental Terms and Conditions, and the Specifications, the Conditions shall take precedence.

mailto:abq.invoices@submit.transcepta.com