20262032_A1_Automotive Body Repair and Related Services RFP.pdf

Request for Proposals

Automotive Body Repair and Related Services

Solicitation No. RFP 20262032 Due Date and Time:

Wednesday, April 22, 2026 @ 2:30pm

CITY OF EUGENE

Central Services Finance Division/Purchasing

500 East 4th Avenue, Suite 303 Eugene, Oregon 97401

The Purchasing Office is closed to the public except by appointment.

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I. REQUEST FOR PROPOSALS

CITY OF EUGENE

REQUEST FOR PROPOSALS

Solicitation No. RFP 20262032

Notice to Proposers Pursuant to ORS 279B.060 and City of Eugene Administrative Order 44-25-01-F, Public Contracting Rule (City Rule) 137-047-0260, sealed proposals for Automotive Body Repair and Related Services for the City of Eugene will be accepted by the Purchasing Office until Wednesday, April 22, 2026 @ 2:30pm. Proposals will be opened immediately thereafter on a Microsoft Teams Meeting and a record of proposals received will be made. Proposals will not be accepted after the Request for Proposals (RFP) closing time and date. Proposals shall be valid for ninety (90) days after opening unless otherwise specified in the specifications. This Request for Proposals does not commit the City to pay any costs incurred by any proposer in the submission of a proposal.

Project Description In general, work includes providing automotive body repair and related services for the City of Eugene. Convenience of location will be a factor in consideration of award, based on the City’s cost to deliver vehicles to locations outside of City limits.

Solicitation Documents Solicitation documents may be electronically accessed by logging in to OregonBuys. To view solicitations issued by the City of Eugene navigate to Supplier Activities, select the Open Bids icon, and choose Advanced Search. Then, click Select Organization and select City of Eugene from the list of available entities.

A copy of the solicitation may also be obtained by emailing the Purchasing Analyst shown below.

Proposers are required to submit their proposals through OregonBuys prior to the specified due date and time. Detailed submission instructions are provided by the City of Eugene and must be followed to ensure a successful submission. To request a copy of the submission instructions, please email the Purchasing Analyst. Proposers requiring technical assistance with OregonBuys should contact the Supplier Help Desk at support.oregonbuys@oregon.gov or by phone at 1-855-800-5046.

Emailed submissions will only be accepted if prior written approval has been granted by the Purchasing Analyst.

Single Point of Contact City of Eugene Purchasing is the issuing office. Address all concerns or questions regarding this solicitation to the Purchasing Analyst identified below. Contacting the Department directly is strictly prohibited.

Dated: March 25, 2026

Michelle Hahn Purchasing Analyst mhahn@eugene-or.gov https://teams.microsoft.com/meet/23556273957485?p=BLSNxHcjhpjPq5QCPI https://oregonbuys.gov/bso/ https://www.eugene-or.gov/DocumentCenter/View/68662/OregonBuys-COE-Supplier-Bid-Proposal-Submittal?bidId= mailto:support.oregonbuys@oregon.gov mailto:mhahn@eugene-or.gov

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II. INSTRUCTIONS TO PROPOSERS

1.0 STANDARD PROPOSAL FORM

1.1. Proposals shall be submitted with the Standard Proposal Form identical to the form provided by the City. The proposer shall make no alterations or additional stipulations on the Standard Proposal Form nor qualify the proposal in any other manner. Alteration of any part of the Standard Proposal Form content may cause the proposal to be considered non-responsive.

1.2. All blanks on the Standard Proposal Form shall be filled in electronically, by typewriter or manually, in ink. Mistakes should be crossed out and corrections typed or written in ink and initialed by the party signing the proposal. No erasures are permitted. The omission of any required information or forms may invalidate a proposal.

1.3. Complete sets of RFP documents shall be used in preparing proposals.

2.0 SUBMISSION

2.1 Proposers should submit their proposals through OregonBuys before the due date and time specified. Proposers who need assistance with OregonBuys can contact the Supplier Help Desk at support.oregonbuys@oregon.gov or 1-855-800-5046 or contact the Purchasing Analyst prior to closing.

2.2 Proposer is responsible for submitting their proposal prior to the closing time and date. Late proposals will not be accepted. The City is not responsible for any delays caused by computer/software issues.

2.3 Oral, telephonic, telegraphic, or faxed proposals are invalid and will not be considered. Emailed proposals may be considered if pre-approved by the Purchasing Analyst.

3.0 SOLICITATION CLARIFICATION & CHANGE REQUESTS

Prior to the deadline for submitting a protest, a prospective proposer may request that the City clarify any provision of the solicitation document. The City’s clarification to a proposer, whether orally or in writing, does not change the solicitation document and is not binding on the City unless the City amends the solicitation document by addendum.

3.1 Any requests for clarification regarding any provision of the RFP shall be delivered to the City’s Purchasing Analyst by email, in conformance with City Rule 137-047- 0440(1), not later than eight (8) days prior to the RFP closing date and time.

3.2 Any requests for change of the requirements, specifications or sample contract shall be delivered to the City’s Purchasing Analyst by email, not later than eight (8) days prior to the RFP closing date and time.

3.3 A request for change shall be marked “Contract Provision Request for Change” and include the solicitation number and title along with a statement of the requested change(s) to the contract terms and conditions, including any specifications, together with the reason for the requested change.

3.4 Contents of questions, clarifications, modifications, or substitutions shall include the following, as applicable:

3.4.1 The solicitation number and title

3.4.2 A reference to the page and item being addressed

3.4.3 The reason and any proposed alterations

https://www.eugene-or.gov/DocumentCenter/View/68662 mailto:support.oregonbuys@oregon.gov

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3.5 Proposals containing questions, clarifications, modifications, or substitutions included with the response and not submitted according to these instructions may be considered non-responsive.

4.0 SOLICITATION PROTESTS

A prospective proposer may protest the procurement process or the solicitation document for a contract solicited under 137-047-0730. Pursuant to 137-047-0730, before seeking judicial review, a prospective proposer must file a written protest with the City and exhaust all administrative remedies. Protests must be submitted in writing to the City’s Purchasing Manager no less than seven (7) days prior to solicitation closing. The protest must be emailed to Eugene.Purchasing@ci.eugene.or.us, clearly identified as a protest and identifying the solicitation being protested. Faxed protests shall not be accepted.

The Purchasing Manager shall consider the protest if it is timely filed in accordance with City Rule 137-047-0730 and contains the following information: 1) sufficient information to identify the solicitation that is the subject of the protest; 2) the grounds that demonstrate how the procurement process is contrary to law or how the solicitation document is unnecessarily restrictive, is legally flawed or improperly specifies a brand name; 3) evidence or supporting documentation that supports the grounds on which the protest is based; and 4) the relief sought; 5) a statement of the desired changes to the procurement process or the solicitation document that the prospective offeror believes will remedy the conditions upon which the prospective offeror based its protest. The Purchasing Manager shall issue a decision on the protest no fewer than three (3) business days before the solicitation closing, unless a written determination is made by the Purchasing Manager that the public interest requires a shorter time limit.

5.0 OR EQUAL

5.1 Whenever a process is designated or a manufacturer’s name, brand, or item is designated or described, it shall be understood that the words, “or equal” follow such name, designation, or description, whether in fact they do so or not, unless no substitution is stated in the specifications. Items bid other than specified must be determined by the City as an approved equal. To be considered, include detailed specifications, cut sheets, and modifications necessary that would make the proposed item equal to the desired specifications.

5.2 Review and approval of “or equal” products will be considered both pre- and post-award.

6.0 ADDENDA AND INTERPRETATIONS

6.1 Statements by City staff or its representatives are not binding on City, unless confirmed by written addendum. Addenda will issue and proposers shall receive addenda per City Rule 137-047-0430, and as follows: City will not mail notice of addenda but will publish any addenda on OregonBuys. Proposers should frequently check OregonBuys until closing (i.e., at least once weekly until the week of closing, and at least once daily the week of the closing period).

6.2 Any written addendum issued which includes changes, corrections, additions, interpretations, or information, and issued in accordance with City Rule 137-047- 0430(3) shall be binding upon the proposer.

mailto:Eugene.Purchasing@ci.eugene.or.us https://oregonbuys.gov/bso/ https://oregonbuys.gov/bso/

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7.0 NONDISCRIMINATION

Submittal of a proposal in response to this RFP evidences proposer’s agreement that, in performing the work called for by this RFP and in securing and supplying materials, proposer has not and will not discriminate against: 1) any person on the basis of race, color, religious creed, political ideas, sex, sexual orientation, source of income, age, marital status, physical or mental handicap, national origin or ancestry unless the reasonable demands of employment are such that they cannot be met by a person with a particular physical or mental handicap; and 2) a subcontractor in the awarding of a subcontract because the subcontractor is a minority, woman, or emerging small business enterprise certified under ORS 200.055, or a business enterprise that is owned or controlled by, or that employs a disable veteran as defined in ORS 408.225.

8.0 PREPARATION OF PROPOSALS

Proposers are expected to examine the specifications, schedules and all instructions. The City is not liable for costs associated with preparation of proposals in response to this RFP.

9.0 EMPLOYEES NOT TO BENEFIT

No employee or elected official of the City shall be permitted to receive any share or part of the contract resulting from this RFP or any benefit that may arise therefrom.

10.0 CITY FURNISHED PROPERTY

No material, labor or facilities will be furnished by City unless otherwise provided for in this

RFP.

11.0 INTERGOVERNMENTAL COOPERATIVE PURCHASING STATEMENT

The City grants to any Oregon public governmental agencies, in addition to the Greater Oregon Fleet Cooperative (GOFC), authorization to establish contracts or price agreements under the terms, conditions and prices of any contract between the awardee and the City resulting from this RFP.

12.0 RESERVED RIGHTS

The City reserves the right:

12.1 To reject any proposal not in compliance with all prescribed public bidding procedures and requirements.

12.2 To reject for good cause any or all proposals upon the City’s written finding that it is in the public interest to do so.

12.3 To reject any and all proposals not meeting or differing from the specifications set forth herein.

12.4 To waive any or all informalities in the proposals submitted.

12.5 To consider the competency and responsibility of proposers in making any awards.

12.6 In the event that two or more proposals are identical in price, fitness, availability and quality, award shall be made in accordance with City Rule 137-046-0300.

12.7 In the event any proposer or proposers to whom a contract is awarded shall default in executing said formal contract or in furnishing a satisfactory performance bond within the time and manner herein after specified, to re-award the contract to another proposer or proposers.

12.8 To extend the deadline for submitting proposals, in accordance with City Rule 137- 048-0250.

12.9 To negotiate additions or deletions to goods and services requested.

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13.0 CONSIDERATION OF PROPOSALS

13.1 Proposals will be opened publicly by the City of Eugene Purchasing Office on a

Microsoft Teams Meeting at the due date and time indicated in the RFP or any extension thereof made by addendum.

13.2 The City intends to award a contract to the responsible proposer submitting the most advantageous proposal, based on evaluation factors contained in the proposal, provided the proposal has been submitted in accordance with the requirements of the RFP documents, and does not exceed the funds available.

13.3 The City shall provide written notice by email of the City’s intent to award the contract. Award shall not be final until the later of the following:

13.3.1 Seven (7) calendar days after the date of the Notice of Intent to Award; or

13.3.2 City provides a written response to all timely filed protest, if any, that denies the protest and affirms the award.

13.3.3 Proposers may protest the intended contract award in accordance with City

Rule 137-047-0740.

14.0 CONTRACT AWARD

Submittal of a proposal evidences proposer’s intent to execute and be bound by the terms of the attached contract. The City will enter into contract negotiations as permitted by City Rules 137-047-0261 regarding any open terms. During negotiations, the City may require any additional information it deems necessary to clarify proposer’s approach and City’s understanding of the requested goods or services. Any changes agreed upon during contract negotiations will become part of the final contract. The negotiations will identify a level of work and associated fees and costs that best represent the goods and services required.

15.0 PUBLIC RECORDS

This RFP and one (1) copy of each original proposal received in response to it, together with copies of all documents pertaining to the award of a contract, shall be kept by the City of Eugene Purchasing Office and made a part of a file or record which shall be open to public inspection. If a proposal contains any information that is considered trade secret under ORS 192.345(2), each sheet of such information must be marked with the following;

“This data constitutes a trade secret under ORS 192.345(2) and shall not be disclosed except in accordance with the Oregon Public Records Law, ORS 192.“

The Oregon Public Records Law exempts from disclosure only bona fide trade secrets, and the exemption from disclosure applies only “unless the public interest requires disclosure in the particular instance.“ ORS 192.345(2). Therefore, non-disclosure of documents or any portion of a document submitted as part of a proposal may depend upon official or judicial determinations made pursuant to the Public Records Law.

The above restrictions may not include cost or price information which must be open to public inspection.

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III. SUSTAINABILITY & SOCIAL EQUITY

The City is interested in products and services that have a reduced impact on human health and the environment and that more fully support communities and economies when compared to competing products and services serving the same purpose. For more information regarding sustainability in procurement and related City policy and plans, please refer to the City’s Sustainable Purchasing website at http://www.eugene-or.gov/sustainpurch. The awarded Proposer will be expected to support the City’s goals by implementing the following strategies where applicable.

1.0 WASTE REDUCTION

Pursuant to City Zero Waste efforts, the City aims to prevent waste where possible. In order to increase efficient use of resources, the awarded Proposer shall adhere to the following items as applicable.

1.1 Unnecessary packaging for goods, beyond packaging compliance or practical safe shipping methods, shall be reduced. Proposer to ship goods utilizing one or more of the following methods:

1.1.1 Ship products in reusable, refillable, or returnable containers. For example, reusable trays or totes, which can be stored and returned;

1.1.2 Minimal packaging material used inside containers. This includes eliminating or reducing the amount of non-recyclable bubble wrap, foam pellets or other like material;

1.1.3 Eliminate non-essential parts of packaging, such as individual wrapping of components;

1.1.4 Use packaging made with recycled content, biodegradable, and/or non-toxic materials.

1.1.5 No point of purchase material or promotional literature.

1.2 The awarded Proposer is to duplex all paper materials that are prepared for the City under the contract, whether such materials are printed or copied, except when impracticable to do so due to the nature of the product being produced.

1.3 Contractor is expected to prevent, reduce, recycle or otherwise divert waste generated from the provision of services procured by the City. City may request information about diversion tactics utilized and quantities of waste materials diverted.

2.0 IDLING REDUCTION

In the interest of reducing air and noise pollution and promoting energy conservation, all gasoline and diesel-powered vehicles and equipment shall be idled only as necessary to perform the required duties, including delivery, and for the essential function(s) of the equipment. A driver of a vehicle must turn off the engine upon stopping at the destination and must not cause or allow an engine to idle at any location for more than 20 seconds. This idling policy applies except in the following situations:

2.1 The health and safety of employees, sub-contractors or public is compromised in turning off the vehicle.

2.2 The engine is required to power auxiliary equipment (e.g. hoist, lift platforms, hydraulic tools, inverters, compactors, medical equipment, specialized public safety radio communication and computer systems, etc.)

2.3 Vehicle/equipment manufacturer requires additional idle time for warm up or cool down for efficient and proper mechanical or functional operation of the unit.

http://www.eugene-or.gov/sustainpurch

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3.0 ENVIRONMENTALLY PREFERRED PRODUCTS

3.1 To promote and encourage environmentally sustainable practices for companies doing business with the City, the City requests vendors under City contract use environmentally preferable products in production of City work products.

3.2 The awarded Proposer should use environmentally preferable materials that meet performance requirements wherever practical in the fulfillment of this agreement.

Environmentally preferable products and services have characteristics that include but are not limited to the following:

• Energy Efficient

• Reusable or upgradeable

• Recyclable

• Contain post-consumer recycled materials

• Produce fewer polluting by-products and/or safety hazards during manufacture, use or disposal, and/or

• Are certified by an independent accredited third-party program such as EcoLogo or ENERGY STAR.

3.3 The City desires the use of post-consumer recycled content, chlorine-free paper to encourage environmentally preferable practices for City business wherever practical in the fulfillment of the scope of work.

4.0 SOCIAL EQUITY

Economic prosperity through diversity and collaboration is fundamental to the Equity in Contracting program. Part of Eugene’s City Council Vision states that we will “Encourage a strong, sustainable and vibrant economy, fully utilizing our educational and cultural assets, so that every person has an opportunity to achieve financial security.” The program aims to reduce barriers for local, small, minority and women-owned businesses to leverage all that our community has to offer, strengthening the business community as a whole.

The City supports the utilization of Minority, Women, Emerging Small Businesses (M/W/ESB), local businesses, Disadvantaged Business Enterprises and Oregon Forward Contractors (OFC) at both a prime and subcontracting and/or supply chain level. The City encourages eligible suppliers to gain certification and encourages the awarded proposer to use the following voluntary practices to promote open competitive opportunities for disadvantaged businesses in the fulfillment of the scope of work:

a. Access lists of certified minority, women, emerging small business or disadvantaged business enterprises from the Certification Office of Business Inclusion and Diversity (COBID) by visiting their website at:

https://oregon4biz.diversitysoftware.com/FrontEnd/SearchCertifiedDirectory.asp?XID=23 15&TN=oregon4biz to find certified businesses from whom to procure products or services.

b. Visit the Oregon State Oregon Forward Program website at http://ofp.dasapp.oregon.gov/ to search for Oregon Forward Program contractors from whom to procure products or services.

https://oregon4biz.diversitysoftware.com/FrontEnd/SearchCertifiedDirectory.asp?XID=2315&TN=oregon4biz https://oregon4biz.diversitysoftware.com/FrontEnd/SearchCertifiedDirectory.asp?XID=2315&TN=oregon4biz http://ofp.dasapp.oregon.gov/

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IV. ANTICIPATED PROPOSAL SCHEDULE

The following is the anticipated schedule for submission and review of Proposals and award of the desired contract. This schedule is subject to change by the City in its sole discretion. Any change to the Proposal submittal deadline will be made by an addendum to the RFP.

ACTIVITY DATE

Request for Proposals issued ................................................................... March 25, 2026

Last date to request solicitation clarification or change…...…...April 14, 2026, by 4:00 PM

Last date to protest solicitation…………………...……...……….April 15, 2026, by 4:00 PM

Proposals due no later than………...……....…...............……April 22, 2026, at 2:30 PM

Notice of Intent to Award……………………………..…………...no later than May 20, 2026

The City reserves the right to delay any of the dates set forth above, if it is determined to be in the best public interest to do so. The contract shall become effective upon execution by the City.

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V. REQUIREMENTS / SPECIFICATIONS

INTRODUCTION

The City of Eugene is soliciting proposals from qualified vendors to provide auto body repair and related services for City fleet vehicles on an as-needed basis. The purpose of this Request for Proposals (RFP) is to establish a contract that meets the City’s minimum service and performance standards for automotive body repair, refinishing, and related products and services.

Fleet vehicle damage may result from collisions, vandalism, impacts, or other incidents requiring professional repair and restoration. The City’s current fleet includes approximately 800 cars, trucks, SUVs, vans, electric, hybrid and patrol rated vehicles. Makes commonly include Ford, Toyota, and Chevrolet. Less common fleet vehicles are Honda, Kia, and Subaru. This vehicle list is subject to change as the City adds or retires units over time.

The City intends to award multiple contracts to create a roster of services. The initial contract term will be one (1) year, with the option to renew for up to four (4) additional one-year periods upon mutual agreement.

Historical expenditures for these services have been $150-250K per year by the City of Eugene.

This estimate may increase if other agencies utilize the contract through cooperative purchasing.

Issuance of a contract does not guarantee any specific volume of work or expenditure level.

GENERAL REQUIREMENTS

1. This solicitation may result in the award of up to three (3) separate contracts for auto body repair services, as described in these specifications. The primary contract will be awarded to the highest-ranking Proposer, who will have the first right of refusal for all service requests. If the primary contractor is unable to perform the work or meet required timelines or business needs, the City may offer the opportunity to the remaining contractors. The City reserves the right to utilize any of the awarded contracts as necessary to meet operational demands.

2. Prior to award, the City of Eugene reserves the right to conduct a site visit to verify that the Proposer’s facility, equipment, staffing, and operational capacity meet the requirements of this solicitation. Failure to demonstrate adequate capability may result in proposal rejection.

3. The Proposer’s body repair facility must hold an I-CAR Gold Class certification at the time of proposal submission. ECO-Biz certification is desirable at the time of award and will be required within twelve (12) months of contract award to maintain eligibility for continued performance.

4. All automotive body repair work shall be supervised by, and preferably performed by, technicians certified in steel and aluminum welding, plastic repair, and I-CAR standards.

Mechanical repair work shall be supervised by, and preferably performed by, technicians holding current ASE (Automotive Service Excellence) certifications or manufacturer-equivalent credentials. Teams of technicians whose combined ASE qualifications meet the requirements of a Master Certification will also be accepted.

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5. Proposers shall include in their submissions the applicable hourly labor rates for all categories of work to be performed. Rates shall remain firm for the duration of the contract year. Requests for labor rate adjustments may be made only at the time of contract renewal and are subject to written approval by the City.

WORK REQUIREMENTS

1. Location Proposer must have a facility located within the City of Eugene/Springfield Urban Growth Boundary (UGB).

Any repairs authorized by the City will need to be completed at the Contractor’s facility.

If Contractor needs to transport vehicle to another location for repairs, prior written authorization must be obtained from the City.

2. Secure locked storage facility The Contractor must have a secure facility to store City fleet vehicles in their possession that includes locked fencing, and locked secured location for all keys. When the Contractor is not actively working on vehicles, they must remain fully locked and, if applicable, anti-theft systems activated.

Any vehicle or building break-ins relating to City equipment require an immediate call to the contract manager. (Fleet Lead staff : 541-682-4865)

3. Priorities Time is of the essence in returning City of Eugene vehicles to service. The Contractor agrees that Emergency Equipment (Police/Fire/EMS) work assigned under this contract shall receive priority over all other work in its shop unless specific prior approval has been obtained from the City.

If the City agrees that the workload of a Contractor is such that timeliness is not possible in a given situation, the City reserves the unilateral right to assign the job to a backup Contractor.

4. Estimating Process Requirements The Contractor shall provide estimates via email to the City within three (3) business days of vehicle arrival. All estimates shall be from an applicable industry standard Collision and Estimating Reference Guide used by insurance appraisers.

Estimates must include:

• Make, model and mileage of vehicle

• License plate and VIN numbers

• City of Eugene equipment number

• Itemized list of description of work to be performed

• Estimated number of labor hours required

• Itemized list of parts and paint materials costs

• Total repair estimate

• Photos of damages to be repaired (required for our recovery program)

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• Expected completion date, after receiving repair authorization

• Subcontracted expenses, if any, such as mechanical repairs, glass replacement, anticipated costs, and allowed labor hours

Prior to the start of any repair work, the City will review the Contractor’s estimate to ensure it accurately reflects the vehicle’s condition and required repairs. All repair estimates must receive approval from the City before any work begins. The City does not guarantee approval of all estimates submitted.

For vehicles determined to be a total loss, the Contractor shall provide a written statement of total loss to the City. When a total loss is suspected, the City may request that the Contractor perform an on-site damage assessment at no additional cost to the City.

If additional damage is discovered during the repair process that was not included in the original estimate, the Contractor shall submit a revised or supplemental estimate for review and approval by the City before proceeding with additional work.

5. Inspection Completed vehicles will be subject to a complete inspection by City of Eugene Fleet Services to ensure the repairs are made in accordance with I-CAR and industry standards.

DESCRIPTION OF WORK

1. Body work The Contractor will provide auto-body repair services for vehicles and equipment, to include but not be limited to general body repair, dent repair, component replacement for exterior/interior body components, collision damage repair, glass repair/replacement including windshields, and other repair services.

2. Painting The paint process will consist of current industry standards and will match factory paint to the best of your ability.

All paints used will be from a qualified and reputable paint manufacturer, such as: Diamont, Dupont, Duramix, Kuston Shop, PPG and Sherwin-Williams. Contractors shall provide the name of the paint manufacturer used in each estimate.

3. Parts Only new OEM parts are to be used for any suspension or structural component.

Remanufactured OEM or aftermarket parts may be used only if new OEM parts are not available and must be pre-authorized by the City.

Aftermarket or Like Kind Quality (LKQ) used parts may be used for all other components.

The Contractor must retain replaced parts for a 3-day period should the City choose to inspect them.

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4. Framework Contractor agrees to perform frame-straightening of all vehicles when needed and when approved by the City. Contractor will ensure personnel or subcontractors are qualified to perform all framework.

5. Alignment Contractor agrees to perform realignment of all vehicles when needed. This shall be a thrust alignment for frame vehicles and four-wheel alignment for unibody vehicles.

Contractor personnel must be qualified to perform alignment work.

6. Airbag Components All airbag components must be replaced with new OEM parts when the decision has been made to replace the components.

7. Repair Contractor agrees to perform all repairs according to OEM / ASE / I-Car and P-Pages procedures and requirements.

Contractor shall apply painting materials according to the manufacturer’s recommended procedures and apply material that will provide, at a minimum, equal longevity compared to the original paint and procedures.

In the event that vehicle decals are damaged, Contractor shall obtain new decals from the City of Eugene or from a qualified decal provider and apply new decals to the repaired vehicle.

GENERAL FACILITY REQUIREMENTS

The Contractor’s body shop will meet the following minimum requirements:

• Contractor must have five (5) or more years of successful experience in the areas of auto body repair and painting services. (References to be provided with Proposal)

• Be available during normal business hours; Monday through Friday, 8:00am to 5:00pm.

• Be able to perform complete body repairs, as well as paint vehicles and equipment.

• Maintain a paint booth that is in legal compliance with all applicable laws.

• Contractor must have all necessary equipment needed to provide the services required in this RFP.

• Body repair should be performed by technicians who are certified and qualified to perform steel welding, plastic repair, and retain I-CAR certification. In addition, the body technicians must have the appropriate ASE (Automotive Service Excellence) certifications for body and paint.

• Mechanical repairs should be performed by technicians who are ASE, or manufacturer equivalent, certified or multiple technicians whose ASE certification combined match the components of the master certification.

• Certifications must be maintained throughout the life of the contract.

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VI. PROPOSAL SUBMITTAL REQUIREMENTS

Proposals must be submitted in accordance with the submission requirements listed in Section II, Instructions to Proposers. Proposals must contain all of the information requested in the submittal category below. A completeness check will be conducted for each proposal. A complete submittal will make the proposer a ‘Responsive Proposer’ to be further evaluated for possible inclusion in a Competitive Range as described below.

Submittals

• Standard Proposal Form

• Qualification Questionnaire

• Price Worksheet

• Reference Sheet

Evaluation Criteria Evaluation of the written response portion to the RFP will be based on a point system. The possible point values are listed below. An evaluation committee will review the responses and score points for each category. Please see the following SECTION VII. PROPOSAL EVALUATION PROCEDURES for a summary of the complete evaluation process.

The following criteria will be used to score each submittal. Items will be scored up to the maximum point value indicated with each category.

Category Possible Points

Location of facility for repairs pass or fail

Ability to adequately secure City vehicles and keys pass or fail

Current I-CAR Gold Class certification pass or fail

Qualification Questionnaire 30 points

Product and Service Cost (from price worksheet) 40 points

References 5 points

Written Proposal Total Possible Points: 75

The Purchasing Agent responsible for the solicitation may contact proposers for clarification of Proposals; however, no additions, deletions, or substitutions may be made to Proposals that cannot be termed as clarifications. Proposer’s responses to questions should restate the question and provide the clarification requested.

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VII. PROPOSAL EVALUATION PROCEDURES

A. DETERMINING RESPONSIVENESS OF WRITTEN PROPOSALS

Each proposal submitted in response to this RFP that conforms in all material respects with the requirements set forth in the solicitation documents and all requirements of the Oregon Public Contracting Code and City of Eugene Public Contracting Regulations shall be deemed a “responsive proposal”. The City will notify any proposers who submitted a non-responsive proposal to inform them that it did not meet the requirements and will therefore not be considered for contract Award.

B. EVALUATION OF WRITTEN PROPOSALS

The City will evaluate each responsive proposal according to the criteria described in this RFP on a point system.

Evaluation of all written proposals may result in the establishment of a competitive range from which the final selection will be made. As provided for in 137-047-0261, the City may award to the highest ranked proposer at any tier.

C. COMPETITIVE RANGE, DISCUSSIONS, & NEGOTIATIONS

Pursuant to 137-047-0262, the City may establish a competitive range after evaluating all responsive proposals in accordance with the evaluation criteria set forth in the RFP. After evaluation of all proposals in accordance with the criteria set forth in the RFP, the City may determine and rank the proposers in the competitive range.

After determination of the competitive range the City may either: Provide written notice to all proposers of its intent to award the contract to the highest-ranked proposer in the competitive range; or engage in discussions with proposers in the competitive range and accept revised proposals from them and following such discussions and receipt and evaluation of revised proposals, conduct negotiations with the proposers in the competitive range.

Notice of Competitive Range. The City shall provide written notice to all proposers identifying proposers in the competitive range. The City provides an opportunity for proposers excluded from the competitive range to protest the City’s evaluation and determination of the competitive range in accordance with Rule 137-047-0720.

Competitive Range Discussions and Revised Proposals. The City may choose to enter into discussions with proposers in the competitive range as outlined in 137-047-0262(2).

D. SELECTION PROCESS AND NOTICE OF INTENT TO AWARD

Notice of the intent to award will only be given to the competitive range proposers. Final award will depend upon the execution of an acceptable contract and delivery of performance bond and evidence of insurance, if required, and may be withdrawn by the City at any time prior to execution of the contract by the City.

Proposers in the competitive range may protest the City’s intent to award in accordance with Rule 137-047-0740.

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VIII. FORMS TO SUBMIT WITH PROPOSAL

CITY OF EUGENE

STANDARD PROPOSAL FORM

Solicitation No. RFP 20262032

I, the undersigned, and authorized representative of (Company Name) certify the following:

Acknowledgement of terms, conditions and specifications

1. The proposer represents that proposer is properly licensed and adequately experienced, equipped, organized and financed to furnish and deliver the equipment specified and perform the services required.

2. The proposer has carefully checked the figures entered in the form, has carefully reviewed for accuracy all statements in this proposal and attachments, and agrees that the City will not be responsible for any errors or omissions of the proposer in preparing this proposal. The proposer agrees that this proposal may not be revoked or withdrawn for ninety (90) calendar days after the date on which proposals are received.

3. Contract Execution; Insurance. The Proposer agrees that it will, within ten calendar days of receiving a Contract from the City, execute and return it to the City with insurance documentation as required.

4. Addenda. The proposer acknowledges that it has received the following Addenda No(s):

and agrees that all addenda issued are a part of the contract documents and have been considered in preparing this proposal.

(Proposer: insert the number of each addendum received; if no addenda were received, write “NONE” in the space.)

Compliance with Laws

Proposer hereby agrees to comply with all applicable Oregon public contracting code provisions, as more specifically described in the attached contract and associated Exhibit A.

Proposer attests that it complied with the applicable state and local tax laws including, but not limited to, ORS 305.385, ORS 305.620, ORS chapters 316, 317, and 318 for no fewer than six years into the past from signature and will continue to comply with the tax laws during the term of this contract. ____ initials.

Access to Plant or Place of Business

Proposer agrees that the City may enter a contractor's or subcontractor's plant or place of business during normal business hours for the following purposes: inspect and/or test supplies or services for acceptance by the City pursuant to the terms of the Contract and investigate the proposer's minority business certification or other proposer qualifications.

Cooperative Purchasing

The proposer _____agrees _____disagrees to extend the terms, conditions and prices of the original City of Eugene contract to any other governmental agency. Pursuant to ORS 279A.215, other governmental agencies may establish contracts or price agreements under the terms, conditions and prices of the original contract. Agency/agencies shall have the power and authority to contract directly with the successful vendor(s).

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Certification of Nondiscrimination

Proposer has not and will not discriminate against a subcontractor in the awarding of a subcontract because a subcontractor is a minority, woman, or emerging small business enterprise certified under ORS 200.055, or against a business enterprise that is owned or controlled by or that employs a disabled veteran as defined in ORS 408.225.

Non-collusion

The proposer certifies that the proposal has been arrived at by the proposer, independently, and has been submitted without collusion with, and without any agreement, understanding or planned course of action with, any other contractor, proposer, or vendor on materials, supplies, equipment or services, described in the solicitation documents, designed to limit independent offers or competition. The contents of the proposal herein presented and made have not been communicated by the proposer or their employees or agents to any person, not an employee or agent of the proposer or its surety on any bond furnished with the solicitation and will not be communicated to any such person prior the closing time of the solicitation.

We therefore offer the following equipment/service at the prices indicated hereon in fulfillment of the requirements and specifications contained within the solicitation documents and all addenda.

Company: Date:

Signature:

Title:

Name (Print):

Phone:

Address:

Email:

Company contact for this project (if different from above):

Name: Title:

Phone:

Email:

Required Submittals Initials

Standard Proposal Form

Qualification Questionnaire

Price Worksheet

Reference Sheet

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QUALIFICATION QUESTIONNAIRE

All Proposers must complete this questionnaire in order to be included in the evaluation of the proposals. The information supplied will enable the City to determine if the Proposer has adequate personnel and facilities to perform the services. Use additional paper if needed.

Company Profile

Company name

Telephone number

Number of years in business

Number of employees

Number of working bays in facility

Operating hours

Assigned Contact

Name

Title

Telephone Number

Email address

Number of years with company

1. Provide the address of the facility that will perform work for the City. Location must be within the City of Eugene/Springfield Urban Growth Boundary (pass/fail):

2. What procedures and facilities does Proposer have in place to adequately store and secure City vehicles and keys (pass/fail)?

3. Does Proposer’s body repair facility hold an I-CAR Gold Class Certification (pass/fail)?

_______ YES _______ NO

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4. Does Proposer’s body repair facility hold an ECO-Biz certification?

_______ YES _______ NO

If no, can Proposer obtain ECO-Biz certification within 12 months?

5. What estimating software does Proposer use?

6. What size vehicles can Proposer accommodate?

7. Describe Proposer’s experience providing Fleet maintenance and repair services, as outlined in the RFP.

8. Describe Proposer’s warranties on materials and workmanship. Provide or attach Proposer’s warranty claim procedure for reimbursement of repair costs.

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9. List all work that cannot be performed in-house and will be subcontracted. Include the maximum sublet markup for all work listed.

Work Description Maximum Markup

10. Do you acknowledge adherence to all minimum qualifications and work requirements outlined in Section V?

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PRICE WORKSHEET

Please enter a value for each item listed. No variance from the labor rate proposed will be allowed during each contract year. Request for increase may be made at each renewal period and will subject to City approval.

Labor Rates

Description Cost Per Hour

Body and Fender Repair Labor

Framework Labor

Mechanical Labor

Painting Labor

Parts and Materials

Please enter a value for the method parts are billed, either cost plus markup or discount from manufacturer’s list price.

Description Cost Plus Markup %

Discount % from manufacturer List Price

OEM New Parts: Mitchell's, CCC or ADP Price

Aftermarket Parts

Used Parts

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REFERENCE SHEET

Provide three references from commercial or governmental accounts of similar size to the City of Eugene. Proposer must have at least five (5) or more years of successful experience in the areas of auto body repair and painting services.

Reference #1:

Agency/Company Name:________________________________________________________

Agency/Company Address:______________________________________________________

Agency/Company Contact:_______________________________________________________

Agency/Company Email: ________________________________________________________

Agency/Company Phone Number: _________________________________________________

Dates Services Performed: ______________________________________________________

Work Completed: ______________________________________________________________

Reference #2:

Agency/Company Name:________________________________________________________

Agency/Company Address:______________________________________________________

Agency/Company Contact:_______________________________________________________

Agency/Company Email: ________________________________________________________

Agency/Company Phone Number: _________________________________________________

Dates Services Performed: ______________________________________________________

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Reference #3:

Agency/Company Name:________________________________________________________

Agency/Company Address:______________________________________________________

Agency/Company Contact:_______________________________________________________

Agency/Company Email: ________________________________________________________

Agency/Company Phone Number: _________________________________________________

Dates Services Performed: ______________________________________________________

Rev. 07/2025 Contract Number: xxxx-xxxxx Page | 1

IX. SAMPLE CONTRACT

CITY OF EUGENE TRADE SERVICES CONTRACT

Automotive Body Repair and Related Services

BETWEEN: The City of Eugene, (City) an Oregon Municipal Corporation

AND: , (Contractor) a __________ organized and existing under the laws of the State of __________

CONTRACT NO.: ______

EXPIRATION DATE: _______

RECITALS

A. Contractor is engaged in the business of Automotive Body Repair Services and has obtained and currently holds all licenses, permits, certifications, bonds, or other authorization required by federal, state, and local laws or regulations to engage in such business.

B. City wishes to engage a Contractor to perform certain Services described in this Agreement and the Contractor has represented that it is qualified and willing to provide such Services on the terms and conditions set forth herein.

C. The Contract described herein was awarded under the exemption or procedure authorized by City of Eugene Administrative Order 44-25-01-F, Public Contracting Rules 2025, 137-047-0270 and Request for Proposals 20262032.

AGREEMENT

1. Incorporation of Exhibits; Definitions; Contractor’s Representations and Warranties.

1.1 Exhibits. The Contract between the parties (the “Contract”) includes and incorporates into this document (this “Agreement”) all of the following, which are listed in order of precedence:

1.1.1 Exhibit A. Exhibit A summarizes certain federal, state, and municipal laws that apply to government contracts. The provisions of Exhibit A are statements of law and may not be modified.

1.1.2 Other Exhibits. This Contract also includes and incorporates the following exhibits. The provisions of this Agreement will have priority over all conflicting provisions of the following exhibits.

Exhibit B: Requirements / Scope of Work Exhibit C: Contractor’s Response to RFP Exhibit D: Compensation Schedule

1.2 Definitions. With the exception of proper nouns, capitalized terms not otherwise defined herein shall have the following meanings.

Rev. 07/2025 Contract Number: xxxx-xxxxx Page | 2

1.2.1 “Agreement” means this document, entitled Trade Services Contract and ending with the signatures of all parties.

1.2.2 “Contract” means the written statement of the parties’ mutual and respective agreements, promises, undertakings, and rights as set forth in this Agreement and all incorporated exhibits.

1.2.3 “Services” means all of the products and Services to be provided by Contractor under the Contract, as described in Exhibit B.

1.3 Contractor’s Representations and Warranties. Contractor makes the following representations and warranties to City:

1.3.1 Contractor and Contractor’s personnel are, and will at all times hereunder, hold all licenses, permits, certifications, bonds, or other authorization required by federal, state, and local laws or regulations to perform the Services.

1.3.2 As of the date of execution hereof, there are no claims, or suits, or proceedings, or threats thereof, seeking to enjoin the execution of the Contract by Contractor or the effect of which could prevent Contractor from performing or having the authority to perform the Services.

1.3.3 Neither the execution of the Contract nor the performance of the Services will constitute a breach or violation of any other contract, agreement, or law by which Contractor is bound or to which Contractor or any of its personnel who will perform the Services are subject.

2. Services.

2.1 Term. Contractor shall begin to provide the Services as soon as this Agreement has been executed by all parties (the "Commencement Date").