2-RFB-2025-776-VAR-DV Upholstery Repair Replace Services.pdf

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City of Albuquerque

Request for Bids

RFB-2025-776-VAR-DV

Upholstery Repair & Replacement Services for Auto & Heavy

Equipment Citywide

Closing Date: May 27, 2026 at 2:00 pm MT

V2024.07.10JLB

Introduction

1. Purpose:

The City of Albuquerque (City) is requesting bids for Citywide Upholstery Repair and

Replacement Services, in accordance with the terms, conditions, and specifications set forth herein. The City intends to establish a Service Agreement (Contract) for Citywide

Upholstery Repair and Replacement Services. 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.

• Dave Vale, Senior Buyer, Department of Finance and Administrative Services, Purchasing Division

• Phone: (505) 768-3340 or E-Mail: dvale@cabq.gov mailto:dvale@cabq.gov

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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 Department of Finance and

Administration Services, Purchasing Division.

5. Term of Contract:

The term of the Contract shall be for one (1) year from the date of award with the option to renew for up to three (3), additional one (1) year periods. The term of the Contract shall not exceed a total contract term of four (4) years.

Part 1: Instructions to Bidders

1.1 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.

1.2 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.

1.3 Public Inspection of Bids:

1.3.1 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.

1.3.2 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.

https://cabq.bonfirehub.com/portal/?tab=openOpportunities http://www.cabq.gov/vendor/email-notification mailto:support@gobonfire.com

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1.3.3 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 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.

1.3.4 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.

1.3.5 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.

1.4 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.

1.5 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.

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1.6 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.

1.7 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.

1.8 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

1.9 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.

1.10 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.

1.11 Protest Procedure:

1.11.1 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.

1.11.2 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.

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1.11.3 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.

1.11.4 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.

1.11.5 Required Information:

The protest shall, at a minimum, contain the following:

a. The name and address of the protesting party;

b. The number of the competitive solicitation;

c. A clear statement of the reason(s) for the protest detailing the provision believed to have been violated;

d. Details concerning the facts, which support the protest;

e. Attachments of any written evidence available to substantiate the claims of the protest; and

f. A statement specifying the ruling requested.

1.11.6 Delivery of Protests:

1.11.6.1 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

1.11.6.2 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.

1.11.7 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 mailto:koney@cabq.gov

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Procurement Officer following review of the request.

1.11.8 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.

1.12 Award of Contract:

1.12.1 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.

1.12.2 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.

1.12.3 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.

1.13 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.

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

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Contact” identified above in Section 2 with any questions about the Pay Equity

Reporting Form.

1.15 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.

Part 2: Supplemental Terms and Conditions:

2.1 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.

2.2 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.

2.3 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.

2.4 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.

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

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Part 3: General Specifications:

The City is seeking qualified Bidders to provide Upholstery Repair and Replacement Services for all City-owned department vehicles. Awarded Bidders will provide full-service (labor, equipment, and materials) for Upholstery Repair and Replacement Services for vehicles as identified in these Specifications. Bidders shall meet the Minimum Requirements contained in this RFB to be considered responsive to this RFB.

The City will establish a Contract as a result of the RFB. The Contract is non-exclusive and is not a commitment by the City to contract for any services with any Awarded Bidders. The City will request services from Awarded Bidders on a project-by-project basis.

History

The City of Albuquerque is responsible for maintaining approximately 3800 City-owned vehicles. Some of the City vehicles included in the portfolio are fire engines, buses, waste/recycle trucks, trucks, sedans, and other vehicles that offer services to the public.

The fabrics and colors of the upholstery in these vehicles vary

3.1 Bid Specifications:

3.1.1 Scope of Services

3.1.1.1 The Awarded Bidder shall be well-qualified and experienced in the provision of Upholstery Repair and Replacement Services.

3.1.1.2 The Awarded Bidder shall retain professional personnel who have successfully and competently provided Upholstery Repair and Replacement services on projects of similar scope and complexity.

3.1.1.3 All work performed under the Contract will be done in a workmanship-like manner in accordance with the applicable trade practices and industry standards.

3.1.1.4 The Awarded Bidder shall supply all labor, materials, and equipment as necessary and required to perform Upholstery Repair and Replacement Services as described herein.

3.1.2 Workmanship / Materials

3.1.2.1 All Upholstery Repair and Replacement Services, workmanship, and materials shall, at a minimum, meet those of the Original Equipment Manufacturer (OEM), including the number of stitches per inch.

3.1.2.2 All upholstery materials furnished shall exactly match those of the OEM unless prior arrangements have been made between the specific City representative and the Awarded Bidder.

3.1.2.3 Materials shall be new, first use, and meet or exceed the manufacturer’s specifications in terms of quality and color.

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3.1.3 Pick Up, Service, and Delivery

3.1.3.1 The Awarded Bidder shall pick up and deliver to the same location unless otherwise agreed upon by the City represetative.

3.1.3.2 The Awarded Bidder shall pick up the item(s) to receive Upholstery Repair or Replacement Services within one (1) working day of being contacted by the City representative (phone or email) unless other arrangements have been made in advance.

3.1.3.3 Turnaround time, including pickup, service, and delivery, shall be three (3) days or less for First Responder vehicles or equipment including Albuquerque Police Department (APD), Albuquerque Fire Rescue Department (AFR), and Office of Emergency Management.

3.1.3.4 If the Awarded Bidder is unable to meet the specified delivery terms, it shall contact the City representative and explain (phone or email) the reason(s) for the delay as soon as the issue is known. Repeated failure to meet the specified turnaround times may be cause for termination of the Awarded Bidder's contract.

3.1.3.5 The Awarded Bidder shall pick up the item(s) and perform all Upholstery Repair or Replacement Services off-site. No Awarded Bidder is authorized to perform the contracted services on City property.

3.1.4 Service Availability; Response Times

3.1.4.1 The Awarded Bidder shall accomplish the majority of Upholstery Repair or Replacement Services during normal business hours and on a straight time basis. Upholstery Repair or Replacement Services shall not be accomplished on an overtime basis unless prior written approval has been obtained from the City’s representative.

EMERGENCIES……………….same day

3.1.4.2 For emergencies, the time to respond shall start when the City calls the problem into Awarded Bidder’s designated emergency phone number.

Additionally, the Awarded Bidder shall immediately respond to situations involving the health and safety of employees and/or the public and the comfort and operational capability of any City-owned property.

3.1.4.3 For non-emergencies, the time to respond shall start when the Awarded vendor is contacted by the City representative (phone or email).

3.1.4.4 Routine service requests or other non-urgent tasks shall be completed by the Awarded Bidder within a reasonable time mutually agreed to with the City representative from the date of request by the City representative.

3.1.4.5 If the Awarder Bidder fails to respond within the required time, the City reserves the right to contact another available contractor.

Normal service hours: 7:00 a.m. to 5:00 p.m. Monday through Friday After-hour service hours: 5:01 p.m. to 11:59 p.m. Monday through Friday Weekend service hours: 12:00 a.m. to 6:59 a.m. Saturday through Monday

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City Holiday service hours: 12:01 a.m. through 6:59 a.m. the following Non-City Holiday day

3.1.5 Emergency Upholstery Service

3.1.5.1 An emergency is defined as when a vehicle has been defaced in such a way that it could pose a nuisance to the public. Whether an emergency exists shall be at the discretion of the City.

3.1.5.2 Awarded Bidders may begin work on emergency services without a purchase order and a purchase order will be provided to the Awarded Bidder as soon as possible thereafter. The City reserves the right to contact any Bidders awarded for trouble calls.

3.1.6 Warranty

All work provided under this Contract shall have, as a minimum, a one (1) year warranty from the date of receipt and final inspection by the City representative, against any latent defects, design, materials, workmanship, and installation.

3.1.7 Requesting Services

3.1.7.1 City Departments shall contact Awarded Bidder by phone and/or email with a request for Upholstery Repair or Replacement Services. Awarded Bidder shall respond by providing the City with a written quote itemizing the costs for all labor and materials. The City may request a cost proposal be provided before the commencement of any project with no compensation to the Awarded Bidder providing the proposal.

3.1.7.2 Following receipt of the quote, the City Requestor shall issue a Purchase Order. The Purchase Order shall match the quote.

3.1.7.3 Except as provided herein for emergencies, the Awarded Bidder shall not provide any services unless a Purchase Order has been issued.

3.1.7.4 In the event of emergency services, the City will issue a purchase order to Awarded Bidder as soon as possible.

3.1.8 Invoicing / Payment:

3.1.8.1 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.

3.1.8.2 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.

a) Email: Accounts.payable@cabq.gov

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

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

Order of Precedence:

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

mailto:abq.invoices@submit.transcepta.com

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Attachment A

Pricing:

Pricing shall be completed in Bonfire under the “Requested Information” tab labeled:

Pricing Sheet

Item # Description of Service Cost per

Hour

Normal service hours for Upholstery Repair Services - (7:00 am to 5:00 pm) (Cost per Hour)

After-hour per Hour for Upholstery Repair Services - (5:00 pm to 7:00 am) (Cost per Hour)

City Holiday Service per Hour for Upholstery Repair Services - (12:01 am to 6:59 am) (Cost per Hour)

All materials and supplies are at cost or provide at a discount rate. Example: Enter % as .10 for 10%