256109 Supplement Letter 1.pdf

This supplemental information letter from the City of Salem Finance Department, Contracts & Procurement Division, pertains to RFP No. 256109 for International Truck Repair and Service. The primary update communicated in this correspondence is a revision to the proposal submission deadline. The closing date has been extended from March 13, 2026, at 4:00 PM local time to March 27, 2026, at 4:00 PM local time. This two-week extension provides prospective vendors additional time to prepare and submit their proposals electronically via Equity Hub's Bid Locker. The City of Salem seeks qualified International Truck dealerships capable of providing comprehensive repair and maintenance services, including diagnostic services, warranty and non-warranty repairs, preventative maintenance, emergency repairs, recall services, and manufacturer-recommended procedures. Responsive firms must be located within approximately 45 minutes of Salem, possess access to factory software and proprietary information, and employ factory-certified technicians. The selected contractor will support the City's municipal fleet through a contract period effective from execution through June 30, 2027, with options to renew for four additional one-year periods contingent upon satisfactory performance and City approval.

Evaluation will be conducted using a 100-point scoring system allocating 30 points for the fee proposal, 30 points for services offered, 20 points for qualifications and experience, 15 points for organization structure and approach, and 5 points for references. Pricing proposals must include standard hourly labor rates, diagnostic labor rates, after-hours and emergency rates where applicable, warranty labor rates, parts pricing structures with associated discounts or markups, diagnostic fees, administrative and environmental fees, vehicle storage fees if applicable, and pickup and delivery costs with service area information. The selected contractor must maintain liability insurance of at least $2,000,000 per occurrence and comply with all applicable Oregon tax laws, non-discrimination requirements, and workers' compensation regulations. Price increases during renewal periods are limited to Consumer Price Index for All Urban Consumers (CPI-U) adjustments and require written justification submitted at least 90 days prior to renewal. The RFP contains no set-aside designations, specified incumbent information, or announced budget range for this procurement.