RFP Item #26-225 Fleet Asset Maintenance and Repair Services

RFP Due: Wednesday, June 3, 2026 @ 11:00 a.m.

RFP #26-225

April 23, 2026

Fleet Asset Maintenance and

Repair Services

For

Augusta-Richmond County (herein “Augusta”)

On behalf of the Central Services Department

Fleet Management Division Located at 1568 Broad Street; Bldg. B

Augusta, GA 30904

One Original and One Electronic Version of RFP on a USB Drive shall be submitted

Andy Penick

Procurement Director

535 Telfair Street, Suite 605

Augusta, Georgia 30901

Request for Proposal

Request for proposals will be received at this office until Wednesday, June 3, 2026 @ 11:00 a.m. RFP openings are open to the public in the Procurement Department located at 535 Telfair Steet, Suite 605, Augusta, GA 30901 and additionally via Teams: Meeting ID: 221 798 206 590 389; Passcode: 4ek2Wb7A.

RFP #26-225 Fleet Asset Maintenance and Repair Services for Augusta-Richmond County (herein

“Augusta”) Central Services Department - Fleet Management Division

No proposals will be accepted by email. All submittals must be received during our normal office hours from 8:30 a.m. to 5:00 p.m., Monday through Friday. No proposals may be withdrawn for a period of ninety (90) days after proposals have been opened.

RFP documents, and all Addenda, may be viewed on the Augusta, Georgia website under the

Procurement Department ARCbid menu (https://www.augustaga.gov/681/ARCBid), Euna OpenBids

(https://network.demandstar.com) and Georgia Procurement Registry

(https://ssl.doas.state.ga.us/gpr/index). Bidders must mark the ITB number on the outside of the submittal envelope.

Pre-qualification/proposal conference will be held on Monday, May 18, 2026 @ 11:00 a.m. via Teams;

Meeting ID: 283 610 739 187 594; Passcode: aa7xg9nG.

Questions, request for clarifications or interpretations regarding this proposal must be submitted to the

Procurement Department:

Augusta Procurement Department

Attn: Ms. Tywanna Scott

535 Telfair Street - Room 605

Augusta, Georgia 30901

Phone: 706-821-2422

Email: procbidandcontract@augustaga.gov

All request for clarifications or interpretations must for this proposal must be submitted in writing by electronic email to procbidandcontract@augustaga.gov to the Procurement Department on or before the close of business Wednesday, May 20, 2026 @ 5:00 P.M.

Bidders are cautioned that acquisition of the proposal documents through any source other than the office of the Procurement Department is not advisable. Acquisition of proposal documents from unauthorized sources placed the bidder at the risk of receiving incomplete or inaccurate information upon which to base his qualifications.

No proposals will be accepted by email; all proposals must be received by mail or hand delivered.

Publish:

Augusta Chronicle April 23, 30, 2026 and May 7, 14, 2026 https://www.augustaga.gov/681/ARCBid https://network.demandstar.com/ https://ssl.doas.state.ga.us/gpr/index mailto:procbidandcontract@augustaga.gov

PROCUREMENT DEPARTMENT

ELECTRONIC TEAMS INFORMATION

The Augusta, Georgia Procurement Department conducts Public RFP Pre-Proposal

Conferences and Openings to award quality contracts for Augusta. Proposers may participate in our Public RFP Pre-Proposal Conferences and Openings via webcast or teleconference by following the instructions outlined below:

ELECTRONIC RFP INSTRUCTIONS

RFP # 26-225 Pre-Qualification Conference

Fleet Asset Maintenance and Repair Services for

Central Services Department - Fleet Management Division

Monday, May 18, 2026 @ 11:00 a.m.

TEAMS RFP Pre-Qualification Conference:

1. Go to https://www.microsoft.com/en-us/microsoft-teams/join-a-meeting and enter meeting ID: 283 610 739 187 594

2. Passcode: aa7xg9nG

RFP # 26-225 Opening

Fleet Asset Maintenance and Repair Services for

Central Services Department - Fleet Management Division

Bid openings are open to the public in the Procurement Department located at 535 Telfair Steet, Suite 605, Augusta, GA 30901

Wednesday, June 3, 2026 @ 11:00 a.m.

TEAMS RFP Opening:

3. Go to https://www.microsoft.com/en-us/microsoft-teams/join-a-meeting and enter meeting ID: 221 798 206 590 389

4. Passcode: 4ek2Wb7A

For Assistance: Please Contact the Bid and Contract Team at (706) 821-2422 https://www.microsoft.com/en-us/microsoft-teams/join-a-meeting https://zoom.us/join https://zoom.us/join https://www.microsoft.com/en-us/microsoft-teams/join-a-meeting https://zoom.us/join https://zoom.us/join

INSTRUCTIONS TO SUBMIT

INSTRUCTIONS TO SUBMIT

1.1 Purpose: The purpose of this document is to provide general and specific information for use by vendors in submitting a proposal to supply Augusta, Georgia with equipment, supplies, and or services as listed above.

All proposals are governed by the Augusta, Georgia Code.

1.2 Viewing the Augusta Code: All proposals are governed and awarded in accordance with the applicable federal and state regulations and the Augusta, Georgia Code. To view the Code visit Augusta’s website at www.augustaga.gov or http://www.augustaga.gov/index.aspx?NID=685 Guidelines & Procedures.

1.3 Compliance with laws: The Bidder shall obtain and maintain all licenses, permits, liability insurance, workman's compensation insurance and comply with any and all other standards or regulations required by federal, state or Augusta, Georgia statute, ordinances and rules during the performance of any contract between the Bidder and Augusta, Georgia. Any such requirement specifically set forth in any contract document between the Bidder and Augusta, Georgia shall be supplementary to this section and not in substitution thereof.

1.4 Bids For All Or Part: Unless otherwise specified, County reserves The Right To make an award(s) for all Items, or categories, or specific line items, to one or more bidders. Bidder may restrict their bid to consideration in the aggregate by so stating but must name a unit price on each item submitted upon.

1.5 All protests shall be made in writing to:

Attn: Andy Penick, Procurement Director

535 Telfair Street, Suite 605

Augusta, GA 30901

Email:procbidandcontract@augustaga.gov

1.6 Augusta, Georgia License Requirement: For further information contact the License and Inspection

Department @ 706 312-5050.

General Contractors’ License Number: If applicable, in accordance with O.C.G.A. §43-41, or be subjected to penalties as may be required by law.

Utility Contractor License Number: If applicable, in accordance with O.C.G.A. §43-14, or be subjected to penalties as may be required by law.

1.7 Terms of Contract: (Check where applicable)

[ ] (A) Annual Contract

[ ] (B) One time Purchase

[X] (C) Other file://///augunity01/ProcurementCommon/2026%20Bid%20Information/AppData/Local/Microsoft/Windows/Temporary%20Internet%20Files/Content.Outlook/2015%20Bid%20Information/15-172A%20Temporary%20Staffing%20Services/www.augustaga.gov http://www.augustaga.gov/index.aspx?NID=685%20%20Guidelines%20&%20Procedures

NOTICE TO ALL VENDORS

ADHERE TO THE BELOW INSTRUCTIONS AND DO NOT SUBSTITUTE FORMS

PLEASE READ CAREFULLY:

Exhibit A is a consolidated document consisting of:

1. Business License Number Requirement (must be provided)

2. Acknowledgement of Addenda (must be acknowledged, if any)

3. Statement of Non-Discrimination

4. Non-Collusion Affidavit of Prime Bidder/Offeror

5. Conflict of Interest

6. Contractor Affidavit and Agreement (E-Verify User ID Number must be provided)

Exhibit A Must be Notarized & Two (2) Pages Must be returned with your submittal .

Business License Requirement: Bidder must be licensed in the Governmental entity for where they do the majority of their business. Your company’s business license number must be provided. If your Governmental entity (State or Local) does not require a business license, your company will be required to obtain an

Augusta-Richmond County business license if awarded a contract. For further information contact the

License and Inspection Department on phone number (706) 312-5050.

Acknowledgement of Addenda: You Must acknowledge all Addenda. See Page 1 of Exhibit A.

E-Verify * User Identification Number (Company I.D.): Vendor must provide the E-Verify affidavit with their bid.

The city, each contractor, and each subcontractor have different roles and responsibilities in the E-Verify process. The city collects E-Verify affidavits from the contractor. The contractor collects E-Verify affidavits from its subcontractors. The subcontractors collect E-Verify affidavits from their sub-subcontractors. Independent contractors (those with no employees) do not need to supply E-Verify information. Instead, they will provide a driver’s license or state identification card from states on the “compliant” list created by the Georgia Attorney General. Those contractors and subcontractors that fill out the affidavits are responsible for the accuracy of the information. The city does not need to confirm that the

E-Verify information is correct. The liability for incorrect information is on the contractor or subcontractor. NOTE: The authorization date can be found within the Memorandum of Understanding (MOU).

Affidavit Verifying Status for Augusta Benefit Application (Systematic Alien Verification for Entitlements

Program) (Must Be Returned With Your Submittal)

The successful vendor will submit the following forms to the Procurement Department no later than five (5) days after receiving the “Letter of Recommendation” (Vendor’s letter will denote the date forms are to be received)

1. Georgia Security and Immigration Subcontractor Affidavit

2. Non-Collusion Affidavit of Sub-Contractor

3. E-Verify MOU (Memorandum of Understanding)

Exhibit A

Augusta, Georgia Procurement Department

ATTN: Procurement Director

535 Telfair Street, Suite 605

Name of Bidder: _________________________________________________________________________________________________

Street Address: __________________________________________________________________________________________________

City, State, Zip Code: ____________________________________________________________________________________________

Phone: _______________________________________ Email: ____________________________________________________________

Where/How did you hear about this solicitation? __________________________________________________________________

Attach a copy of your Business License, W-9, and your General Contractor License.

If applicable, provide a copy of the following:

Utility Contractors License - MUST BE LISTED ON FRONT OF ENVELOPE

Acknowledgement of Addenda: (#1) ____: (#2) ____: (#3) ____: (#4) ____: (#5) ____: (#6) ____: (#7) ____: (#8) ____:

NOTE: CHECK APPROPRIATE BOX (ES) - ADD ADDITIONAL NUMBERS AS APPLICABLE

Statement of Non-Discrimination

The undersigned understands that it is the policy of Augusta, Georgia to promote full and equal business opportunity for all persons doing business with Augusta, Georgia. The undersigned covenants that we have not discriminated against, on the basis of race, religion, gender, national origin, or ethnicity, with regard to prime contracting, subcontracting, or partnering opportunities.

The undersigned covenants and agrees to make good faith efforts to ensure maximum practicable participation of local small businesses on the proposal or contract awarded by Augusta, Georgia. The undersigned further covenants that we have completed truthfully and fully the required forms regarding good faith efforts and local small business subcontractor/supplier utilization.

The undersigned further covenants and agrees not to engage in discriminatory conduct of any type against local small businesses, in conformity with Augusta, Georgia’s Local Small Business Opportunity Program. Set forth below is the signature of an officer of the proposer/contracting entity with the authority to bind the entity.

The undersigned acknowledge and warrant that this Company has been made aware of understands and agrees to take affirmative action to provide such companies with the maximum practicable opportunity to do business with this Company;

That this promise of non-discrimination as made and set forth herein shall be continuing in nature and shall remain in full force and effect without interruption;

That the promises of non-discrimination as made and set forth herein shall be and are hereby deemed to be made as part of and incorporated by reference into any contract or portion thereof which this Company may hereafter obtain and;

That the failure of this Company to satisfactorily discharge any of the promises of nondiscrimination as made and set forth herein shall constitute a material breach of contract entitling Augusta, Georgia to declare the contract in default and to exercise any and all applicable rights remedies including but not limited to cancellation of the contract, termination of the contract, suspension and debarment from future contracting opportunities, and withholding and or forfeiture of compensation due and owing on a contract.

Non-Collusion of Prime Bidder

By submission of a proposal, the vendor certifies, under penalty of perjury, that to the best of its knowledge and belief:

(a) The prices in the proposal have been arrived independently without collusion, consultation, communications, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other vendor or with any competitor.

(b) Unless otherwise required by law, the prices which have been quoted in the proposal have not been knowingly disclosed by the vendor prior to opening, directly or indirectly, to any other vendor or to any competitor.

(c) No attempt has been made, or will be made, by the vendor to induce any other person, partnership, or corporation to submit or not to submit a proposal for the purpose of restricting competition. Collusions and fraud in proposal preparation shall be reported to the State of Georgia Attorney General and the United States Justice Department.

Conflict of Interest

By submission of a bid, the responding firm certifies, under penalty of perjury, that to the best of its knowledge and belief:

1. No circumstances exist which cause a Conflict of Interest in performing the services required by this BID, and

2. That no employee of the County, nor any member thereof, not any public agency or official affected by this BID, has any pecuniary interest in the business of the responding firm or his sub-consultant(s) has any interest that would conflict in any manner or degree with the performance related to this BID. By submission of a bid, the vendor certifies under penalty of perjury, that to the best of its knowledge and belief:

(a) The prices in the bid have been arrived independently without collusion, consultation, communications, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other vendor or with any competitor.

(b) Unless otherwise required by law, the prices which have been quoted in the bid have not knowingly been disclosed by the vendor prior to opening, directly or indirectly, to any other vendor or competitor.

c) No attempt has been made, or will be made, by the vendor to induce any other person, partnership, or cooperation to submit or not to submit a bid for the purpose of restricting competition. For any breach or violation of this provision, the County shall have the right to terminate any related contract or agreement without liability and at its discretion to deduct from the price, or otherwise recover, the full amount of such fee, commission, percentage, gift, payment, or consideration.

Contractor Affidavit and Agreement: Contractor Affidavit under O.C.G.A. § 13-10-91(b) (l)

GEORGIA E-Verify and Public Contracts: The Georgia E-Verify law requires contractors and all sub-contractors on Georgia public contract (contracts with a government agency) for the physical performance of services over $2,499 in value to enroll in E-Verify, regardless of the number of employees. They may be exempt from this requirement if they have no employees and do not plan to hire employees for the purpose of completing any part of the public contract. Certain professions are also exempt. All requests for proposals issued by a city must include the contractor affidavit as part of the requirement for their bid to be considered.

The undersigned contractor ("Contractor") executes this Affidavit to comply with O.C.G.A § 13-10-91 related to any contract to which Contractor is a party that is subject to O.C.G.A. § 13-10-91 and hereby verifies its compliance with O.C.G.A. § 13-

10-91, attesting as follows:

The undersigned contractor ("Contractor") executes this Affidavit to comply with O.C.G.A § 13-10-91 related to any contract to which Contractor is a party that is subject to O.C.G.A. § 13-10-91 and hereby verifies its compliance with

O.C.G.A. § 13-10-91, attesting as follows:

a) The Contractor has registered with, is authorized to use, and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program.

b) The Contractor will continue to use the federal work authorization program throughout the contract period, including any renewal or extension thereof.

c) The Contractor will notify the public employer in the event the Contractor ceases to utilize the federal work authorization program during the contract period, including renewals or extensions thereof.

d) The Contractor understands that ceasing to utilize the federal work authorization program constitutes a material breach of Contract.

e) The Contractor will contract for the performance of services in satisfaction of such contract only with subcontractors who present an affidavit to the Contractor with the information required by O.C.G.A. § 13-10-91(a), (b), and (c);

f) The Contractor acknowledges and agrees that this Affidavit shall be incorporated into any contract(s) subject to the provisions of O.C.G.A. § 13-10- 91 for the project listed below to which Contractor is a party after the date hereof without further action or consent by Contractor.

Federal Work Authorization User Identification Number: E-VERIFY REQUIRED FOR ALL CONTRACTS OVER $2,499.00

For additional information or to enroll your company, visit the State of Georgia website:

https://www.e-verify.gov/employers/enrolling-in-e-verify

** (E-Verify Number) _______________________________________________

Name of Public Employer

I hereby declare under penalty of perjury that the foregoing is true and correct.

Executed on _____________________________, 20________ in ___________________ (City), ______________ (State).

Signature of Authorized Officer or Agent Printed Name and Title of Authorized Officer or Agent

NOTARY COMMISSIONING

Subscribed and sworn before me on this _______ day of ____________________________, 20_______

Notary Public My Commission Expires: NOTARY SEAL

The undersigned further agrees to submit a notarized copy of Exhibit A, and any required documentation noted as part of the Augusta, Georgia Board of Commissions specifications which govern this process. In addition, the undersigned agrees to submit all required forms for any subcontractor(s) as requested and or required. I further understand that my submittal will be deemed non-compliant if any part of this process is violated.

You Must Complete and Return the two (2) pages of Exhibit A with Your Submittal. Document Must Be Notarized.

http://gma.informz.net/z/cjUucD9taT0yMjUwOTU1JnA9MSZ1PTUxODY3MTg3MiZsaT0yMTQ3NjI3Nw/index.html https://www.e-verify.gov/employers/enrolling-in-e-verify

Systematic Alien Verification for Entitlements (SAVE) Program

Affidavit Verifying Status for Augusta, Georgia Benefit Application By executing this affidavit under oath, as an applicant for an Augusta, Georgia Business License or Occupation

Tax Certificate, Alcohol License, Taxi Permit, Contract or other public benefit as reference in

O.C.G.A. Section 50-36-1, I am stating the following with respect to my proposal for an Augusta, Georgia contract for

[RFP Project Number and Project Name]

[Print/Type: Name of natural person applying on behalf of individual, business, corporation, partnership, or other private entity]

[Print/Type: Name of business, corporation, partnership, or other private entity]

1.) _______ I am a citizen of the United States.

2.) _______ I am a legal permanent resident 18 years of age or older.

3.) _______ I am an otherwise qualified alien (8 § USC 1641) or nonimmigrant under the Federal

Immigration and Nationality Act (8 USC 1101 et seq.) 18 years of age or older and lawfully present in the United States.*

In making the above representation under oath, I understand that any person who knowingly and willfully makes a false, fictitious, or fraudulent statement or representation in an affidavit shall be guilty of a violation of Code Section 16-10-20 of the Official Code of Georgia.

Signature of Applicant

Printed Name

*Alien Registration Number for Non-Citizens

Notary Public

My Commission Expires: _____________________________ NOTARY SEAL

THIS FORM MUST BE COMPLETED, NOTARIZED AND RETURNED WITH YOUR SUBMITTAL

TRADE SECRET STATUS AFFIDAVIT

Augusta, Georgia

All documents, data, letters and generated information received by Augusta, Georgia constitutes a

“public record” and is subject to disclosure under the Georgia Open Records Act ("GORA"). O.C.G.A. §

50-18-70 et seq. However, pursuant to O.C.G.A. § 50-18-72(a)(34), "[an] entity submitting records containing trade secrets that wishes to keep such records confidential under this paragraph shall submit and attach to the records an affidavit affirmatively declaring that specific information in the records constitute trade secrets pursuant to Article 27 of Chapter 1 of Title 10 [O.C.G.A. § 10-1-760 et seq.].”

O.C.G.A. § 10-1-761(4) defines “Trade secret" as “…information, without regard to form, including, but not limited to, technical or nontechnical data, a formula, a pattern, a compilation, a program, a device, a method, a technique, a drawing, a process, financial data, financial plans, product plans, or a list of actual or potential customers or suppliers which is not commonly known by or available to the public and which information:

A. Derives economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by, other persons who can obtain economic value from its disclosure or use; and

B. Is the subject of efforts that are reasonable under the circumstances to maintain its secrecy.”

Therefore, the records listed below and attached hereto, that were submitted with

_______________________response to Augusta, Georgia Request for Proposal, Request for Quote, or Request for Qualified Contractor ______________are marked confidential pursuant to O.C.G.A. § 10-1-761(4):

• (List specific information that the supplier wishes to withhold and how that information constitutes a trade secret)

• Additional trade secret information requested to be withheld

• Your company is requested to send a redacted copy of your submittal.

Under penalty of perjury, acknowledging that O.C.G.A. §16-10-71 provides a penalty of a fine of up to

$1,000 and potential imprisonment of one to five years, I attest that the specific information in the records listed above constitutes trade secrets pursuant to O.C.G.A. § 10-1-761(4), and request that Augusta, Georgia not disclose this protected information under the Georgia Open Records Act ("GORA").

Signature:

[Signatory Name in Print] [Signatory’s Title] [Company Name]

_______________________________ Date: ______________________________________

[Signatory’s Title]

Notary Public

My Commission Expires: ___________________________________ NOTARY SEAL

RETURN FORM ONLY IF APPLICABLE.

Minority and Women Owned Business Enterprise Program Ordinance Requirements

Notice To All Bidders (PLEASE READ CAREFULLY)

Shall apply to ALL Bids regardless of the dollar amount In accordance with the Commission Action on 7/25/24 and the adoption of Ordinance No. 7945 Chapter 10C of the AUGUSTA, GA, CODE, Contractors agree to collect and maintain all records necessary to Augusta, Georgia to evaluate the effectiveness of its Minority and Women Owned Business Enterprise

Program and to make such records available to Augusta, Georgia upon request. The requirements of the Minority and

Women Owned Business Enterprise Program can be found at www.augustaga.gov. In accordance with AUGUSTA, GA.

CODE, Contractors shall report to Augusta, Georgia the total dollars paid to each subcontractor, vendor, or other business on each contract, and shall provide such payment affidavits, regarding payment to subcontractors, if any as required by

Augusta, Georgia. Such utilization reports shall be in the format specified by the Director of Compliance and shall be submitted at such times as required by Augusta, Georgia. Required forms can be found at www.augustaga.gov. If you need assistance completing a form or filing information, please contact the M/WBE Program office at (706) 821-2406. Failure to provide such reports withing the time period specified by Augusta, Georgia shall entitle Augusta, Georgia to exercise any of the remedies set forth, including, but not limited to, withholding payment from the Contractor and/or collecting liquidated damages.

SHALL APPLY TO PROJECTS IN EXCESS OF $300,000

Minority and Women Owned Business Enterprise Program (Continued)

Sec. 1-10-138. Race and Gender-Conscious Efforts

Contract-by-Contract Subcontractor Goals The City, through the Goal Setting Committee (GSC), will set specific, separate percentage-based MBE and WBE subcontracting goals on a contract-by contract basis for Prime contracts in Construction, Architecture & Engineering, Professional Services, and Other Services valued in excess of $300,000. The City shall establish such goals based upon the type of contract, the type of subcontracting work that will be required, and the availability of

M/WBE firms to perform the work for that specific contract.

The GSC shall not establish subcontracting goals on contracts where (a) there are no subcontracting opportunities identified for the contract; or (b) there are not at least three (3) MBE and/or WBE firms that are available and capable of performing a

CUF for the overall subcontracting opportunities on the contract.

Good Faith Efforts (GFE) Requirements and Guidance

1.Achievement of subcontracting goals or documentation of Good Faith Efforts applies to every Contract for which such goals are established. The Bidder shall submit a compliance plan detailing its achievement of the goals or its Good Faith

Efforts to meet the goals. The compliance plan shall be due at the time set out in the solicitation documents.

2.When a Bidder cannot achieve the goals, its compliance plan shall document its GFE to achieve the goals. The Director of

Compliance will determine whether the Bidder has made such GFE.

Bid Documents:

All bid documents shall require bidders or proponents to submit with their bid the following written documents, statements, or forms, which shall be made available by the Procurement Department.

• Proposed Letter of Intent MBE/WBE.

• Proposed MBE/WBE Utilization Plan.

• Documentation of Good Faith Efforts Form (in the event the bidder will not meet the MBE and WBE goals).

Failure to submit the above documentation shall result in the bid being declared non-responsive.

Sec. 1-10-154.Exceptions

In accordance with § 1-10-8, on federally funded projects or contracts, the M/WBE Program shall only be utilized when authorized by the applicable federal (and/or Georgia) laws, regulations, and conditions relating to that project or contract.

To the extent that there are any conflicts between any such laws, regulations, or conditions and the provisions of the M/WBE

Program, the federal (and/or Georgia) guidance shall control.

NOTE: All forms should be submitted in a separate, sealed envelope, labeled M/WBE Forms, Company’s Name & Bud number

For questions and or additional information, please contact:

Minority-Owned and Women-Owned Business Enterprise Program

535 Telfair Street, Suite 530

Augusta, Georgia 30901

(706) 821-2406 mwbe@augustaga.gov

Website: https://www.augustaga.gov/83/Disadvantaged-Business-Enterprise http://www.augustaga.gov/ http://www.augustaga.gov/ mailto:mwbe@augustaga.gov https://www.augustaga.gov/83/Disadvantaged-Business-Enterprise

TABLE OF CONTENTS

SECTION PARAGRAPH SUBJECT

1 1 INSTRUCTIONS TO PROPOSERS

2 2 GENERAL INFORMATION

2.1 Introduction

2.1.1 In Consideration of Cost

2.2 Background

2.3 Intent

2.4 Expectations

2.4.1 Liquidated Damages

2.4.2 Fleet Availability Performance Standards

2.4.3 Preventative Maintenance Performance Standard

2.4.4 Rework

2.4.5 Quality Assurance Program

2.4.6 Incentive Program

2.5 Notice to Proposers Regarding Public Records Act

2.6 Augusta Option to Reject Any and All Proposals

2.7 Prohibited Venders

2.8 Formal Approval of the Agreement

2.9 Bonds

2.9.1 Payment Bond

2.9.2 Performance Bond

2.9.3 Actions Under Default

2.10 Insurance

2.10.1 Workers Compensation

2.10.2 Employers Liability

2.10.3 Commercial General Liability

2.10.4 Automobile Liability

2.10.5 Garage Keepers Liability

2.10.6 Other Insurance Provisions

2.11 Contractor’s Relationship to the Augusta Commission

2.11.1 Contractor as an Independent Contractor

2.11.2 Subcontracting

2.12 Contract Term

2.13 Termination

2.14 Severability

2.15 Manner of Performance-General

2.16 Contract Documents

3 3 PERSONNEL AND SUPPORT LOGISTICS

3.1 General

3.2 Augusta Personnel

3.3 Contractor Personnel

3.3.1 Contract Manager

3.3.2 Management Staff

3.3.3 Maintenance Staff

3.3.4 Staffing Provisions

3.3.5 Contractor Benefits

3.3.6 Disciplinary Actions

3.4 Uniforms and Professional Attire

3.5 Facilities

3.5.1 Location

3.5.2 Facilities Use

3.5.3 Facilities Inspection

3.5.4 Facilities Maintenance

3.5.5 Utilities

3.5.6 Tools and Equipment

3.5.7 Vehicles Assigned to Contractor

3.6 Damages

3.7 Permits

3.8 Security

3.8.1 General

3.8.2 Facilities

3.8.3 Vehicles and Equipment

3.8.4 Found Damage

3.9 Hours of Service

3.10 Emergency Support

3.11 Service Interruptions

3.12 Repair of Privately Owned Vehicles and Equipment

3.13 Safety

3.14 Drug Free Workplace Certification

4 4 SCOPE OF WORK

4.1 General

4.2 Preventive Maintenance

4.2.1 Primary Goal

4.2.2 Program Design

4.2.3 PM Cycle and Costing

4.2.4 Proposal Requirement

4.3 Scheduling

4.4 Inspections

4.4.1 Mandated Annual Inspections

4.4.2 Contractor Testing Options

4.4.3 Inspection Scheduling

4.5 Oil Analysis

4.6 Repairs

4.6.1 Repair Service Timelines

4.6.2 PM Service Timelines

4.6.3 Repair of Small Equipment

4.6.4 Safety Inspections

4.6.5 Fire Extinguishers

4.6.6 Quick Fix Repairs

4.6.7 Tire Services

4.6.8 Warranty and Recall Work

4.6.9 Outside Repairs

4.6.10 Seasonal Equipment Preparation

4.6.11 Vehicle Disposal Preparation

4.6.12 Repairs for Operator Abuse

4.6.13 Repairs of Vandalism

4.6.14 Directed Work

4.6.15 Road Testing

4.7 Other Services

4.7.1 Assembly

4.7.2 Fabrication

4.7.3 Modification

4.7.4 Customer Contact

4.7.5 Completed Service Orders

4.7.6 Waste and Hazardous Waste

4.7.7 Scrap Tires

4.7.8 Scrap Metal

4.7.9 Accidents

4.7.10 Investigations

4.7.11 Emergency Road Calls and Towing Services

4.7.12 Towing

5 5 REPAIR PARTS

5.1 Parts Supply

5.1.1 General

5.1.2 OEM Parts

5.1.3 Parts Options

5.1.4 Taxes

5.1.5 Parts Information and Documentation

5.2 Inventory

5.2.1 General

5.2.2 Obsolete Parts

5.2.3 Parts Inventory

5.2.4 Parts Warranty

5.2.5 Core Charges

5.2.6 Cannibalized Parts

5.2.7 Tires

5.3 Re-Purchase of Contractors Active Inventory

6 6 REPORTS, RECORDS and BILLING

6.1 Information Systems Requirements

6.2 Files

6.3 Records Management

6.4 Reports

6.4.1 Monthly Management Report

6.4.2 Weekly Reports

6.4.3 Inspection Reports

6.4.4 Contract Discrepancy Reports

6.4.5 Monthly Billing

6.4.6 Operating Statement

7 7 COSTING METHODOLOGY

7.1 Cost Proposal

7.1.1 Labor Costs

7.1.2 Parts/Supplies/Outside Services

7.1.3 Over-head Expenses:

7.1.4 Administrative Costs and Management Fees

7.1.5 Cost Incentives

7.2 Additional Costs

7.2.1 Capital Expenditures

7.2.2 Directed work

7.2.3 Transition Costs

7.3 Adjustments to Approved Budget

7.3.1 Unusual Costs

7.3.2 Annual Adjustments

7.3.3 Changes in Fleet Size or Mix

7.4 Funding

ATTACHMENTS

A General instructions on Preparing an RFP

B Request for Proposal Requirements

C Criteria for Evaluation – Selection Process

D Proposal Checklist

E Proposal Transmittal Letter Requirement

F Year 1,2,3 Cost Summary

G Business and Ownership Information Form

H Drug Free Workplace Certification

I Current and Minimum Staffing

J Contract and Non-Contract Services and Cost

K Invoice Format

L Contract Equipment List

M Non-Contract Equipment List

N Penalties

O Life Expectancies

SECTION I

INSTRUCTION TO PROPOSERS

Augusta, GA, (hereinafter referred to as Government) invites qualified firms to submit a proposal for Fleet Asset Maintenance and Repair Services for the Central Services

Department - Fleet Management Division. Your submittal should respond to, and be based on, the information included in this Request for Proposal.

Responses will be received in the office of the Interim Procurement Director at 535 Telfair

Street, Suite 605, Augusta, GA 30901 until Wednesday, June 3, 2026 @ 11:00 a.m. The RFP must be submitted in a sealed package and labeled with firm’s name and the name of the project

- RFP 26-225 Fleet Asset Maintenance and Repair Services. Vendors are required to submit one (1) marked unbound original, one (1) electronic copy of the RFP on USB flash drive and one (1) separately sealed fee proposal.

RFP Opening will be via ZOOM – Meeting ID: 836 1199 7092; Passcode: 25225.

No RFP will be accepted by email; all bids must be received by mail or hand delivered. If RFP is forwarded by mail or other second party delivery, the sealed envelope containing the submittal bust be enclosed in an envelope addressed to:

Andy Penick, Procurement Director

Augusta Procurement Department

535 Telfair Street - Room 605

All submittals must be received during our normal office hours from 8:30 a.m. to 5:00 p.m., Monday through Friday. After advertisement, the request for proposals shall be opened per

Procurement guidelines. The Procurement Director shall determine whether each package appears to be minimally responsive to the published RFP requirements.

All firms responding are cautioned to read this Request for Proposals (RFP) carefully for understanding and request clarification from Augusta, Georgia on any questions pertaining to this RFP. The Proposer should examine all documents and requirements of the services requested to become fully informed. Failure to examine these areas will not relieve the successful Proposer of its obligation to furnish all products and services necessary to carry out the provisions of the contract. After RFPs have been submitted, the vendor shall not assert that there was a misunderstanding concerning the quantities of work or of the nature of the work to be done.

Pre-Proposal Conference will be held on Monday, May 18, 2026 @ 11:00 a.m. via Tams –

Meeting ID: 283 610 739 187 594; Passcode: aa7xg9nG. For an optional site visit please contact Laquona Porter at (706) 821 2894 in advance.

All questions must be submitted to the Procurement Department in writing by email to procbidandcontract@augustaga.gov by Wednesday, May 20 2026 @ 5:00 P.M. Issues and responses addressed in any other manner will not be considered valid or binding in consideration of proposals or any subsequent contract negotiations. Failure to provide all the requested information may cause the submittal to be rejected as non-responsive.

The Owner reserves the right to reject any or all submittals received as the result of this request.

The Owner also maintains the right to negotiate with any firm(s), as necessary, to serve the best interests of Owner. The Owner will not be liable for any costs incurred by any firm prior to the signing of a contract.

Failure to provide all the requested information may cause the RFP to be rejected as non-responsive. An official authorized to bind the firm to the terms and provisions of the RFP must sign. The Proposer’s response must include a service proposal and fee proposal as well as all other information requested in this RFP. The fees must be the full cost to Augusta. Augusta, Georgia will consider the degree to which each Proposer has submitted a complete Service and Fee Proposal without irregularities, excisions, special conditions, or alternative proposals for any item unless specifically requested in the RFP.

Any interested qualified firm and/or party is requested to make a response to accomplish the

Scope of Services described herein. The response is to be signed by a duly authorized official of the firm and must be submitted in the time, manner, and form prescribed. No RFP may be withdrawn for a period of 90 days after RFP have been opened, pending the execution of contract with the successful proposer(s). The information contained in this RFP defines and describes the services requested.

Proposers are reminded that under Georgia law, all opened documents fall under the Open

Records Act and are subject to inspection by the public. Accordingly, proprietary information and/or data cannot be withheld from public inspection. All proposals and supporting documents will be submitted in accordance with the specifications. See the Trade Secret

Affidavit.

It is Augusta’s intent to evaluate the proposals based on service merit and price and to choose the Proposer whose proposal provides the highest value to Augusta. Augusta reserves the right to waive any irregularities, reject any and/or all proposals, in whole or in part, when, in Augusta’s opinion, such rejection is in the best interests of Augusta.

The Owner will evaluate all statements received from firms with respect to evidence that the goals and objectives of the project are fully understood. The firm’s demonstrated technical capability and other qualifications, as described herein, will also be assessed. The Owner will then make their recommendation to the Augusta Commission for their consideration and final approval.

Augusta reserves the right to accept a proposal, as submitted, and upon Commission approval, enter into a contractual agreement with that selected Proposer. Consequently, it is imperative that all Proposers submit the best service and cost offer in the initial submission.

SECTION II

GENERAL INFORMATION

2.1 Introduction: This request for proposal sets forth Augusta’s requirements for the provision of fleet maintenance services for a period of 1 year with an automatic renewal option for four (4) additional one (1) year terms, if mutually agreed upon by both parties. In order to ensure the requirements are met, each proposer must present a proposal that incorporates all terms and conditions set forth in this request. Any exceptions to this proposal must be clearly noted in the proposal.

Proposers may elect to offer alternatives that would be beneficial to Augusta. Any alternative must be submitted and identified separately, and the service and cost implications clearly delineate from those submitted in this proposal. Augusta expects the final agreement to be similar to and include all the work elements of the Statement of Work within this Request for Proposal (RFP). Oral presentations may be required by a senior management official of the Contractor who has the ability to fully answer all questions regarding their proposal within thirty days.

2.1.1. In consideration of the cost, complexity, and desire for quality service the following provisions must be met to bid on this contract:

a. Vendors must have a minimum of 5 Government Contracts and that each contract services over 1,000 vehicles.

b. Vendors must provide the names and contact numbers of the five

Government Contract Managers.

2.2 Background: The fleet consists of all vehicles and equipment associated with a municipal government except for vehicles within the following Departments:

Transit Department, Fire Department, and Environmental Services/Solid Waste

Department. Augusta’s fleet includes public safety vehicles, public services/work type vehicles, recreation, administrative and all manners of service type vehicles and equipment (including small engine). The fleet equipment count remains relatively stable at around 2,600 vehicles and equipment; specific lists are attached to this document.

The maintenance of the fleet and parts supply operation occurs at two major repair facilities, Broad Street and Tobacco Road.

Active vehicles and equipment fall within two classes: (1) Contract and (2) Non-

Contract. The Contract class is generally comprised of all vehicles, motorized construction type vehicles and capitalized small equipment ($5,000 or more) and while the non-contract is comprised of small equipment (less than $5,000) consisting of mostly trailers and vehicles or equipment that meet the replacement criteria outlined in the Fleet Management Operations, Maintenance and

Replacement Policy. Services and repairs in the Non-Contract class will be charged as non-contract charges. The scope of work will apply to all vehicles and equipment in both classes.

Services provided by the existing Contract include preventative maintenance;

remedial repairs; repairs necessitated by accident, abuse, and vandalism; mobile service; tire service; vehicle preparation and decommission; towing; welding and fabrication and other related services required to assure the effective and economical operation of Augusta, Ga’s fleet.

2.3 Intent: Augusta wishes to keep its maintenance and parts functions of vehicles and equipment privatized and is therefore seeking proposals from companies with demonstrated experience in providing maintenance, repair and related services for a municipal government fleet. The goals of this procurement include:

• Improve the cost-effectiveness of the fleet.

• Improve fleet availability.

• Insure compliance with Federal, State and local mandates governing fleet operations.

• Provide responsive maintenance costing and accountability using FASTER

Management software.

• Improve services offered to Augusta departments utilizing fleet vehicles.

2.4 Expectations: Augusta intends to establish cost and performance standards for fleet maintenance with a system of liquidated damages to the Contractor for failure to meet these standards. Augusta fully expects to establish a working relationship with the Contractor that provides a work environment consistent with

Augusta’s needs. To this end, Augusta expects all repairs to be completed in a

“reasonable” time given the process’ required for non-contract approvals, acquisition of parts and the conduct of repairs. Estimates requiring Fleet

Manager’s approval shall be presented within 3 working days of a work request being submitted. The penalty clause will only be used in the case of the contractor’s failure to perform. It is further expected that the Contractor’s staff will be professional in their approach to providing the required services and that the subject of penalties need not be addressed.

Augusta is particularly interested in the following maintenance performance:

• Car, truck and equipment availability (minimize downtime).

• Quick fix and oil change bay for same day completion.

• PM scheduling and timely completion.

• Unscheduled repair performance.

• Parts availability

• Quality of work

• Road call performance and response; 24 hours a day, 7 days a week.

• In-field mobile service vehicle preventative maintenance (PM) and minor service program.

• Warranty recovery.

• Maintenance data accuracy and availability.

• Overall customer service and satisfaction.

2.4.1 Liquidated Damages:

a. The Contractor will pay Augusta, Georgia liquidated damages each month for performance that falls short of specified performance standards.

b. At the end of each month, Augusta, Georgia will tally the points assessed to the Provider, and then compute the amount of liquidated damages that are owed by the Contractor. Each point will be worth

$500

c. The monthly Contract invoice will be adjusted to reflect liquidated damages assessed for the month.

2.4.2 Fleet Availability Performance Standards: The Performance Standards are as ranges of high-quality service delivery that the Contractor will meet as the “acceptable” range for Augusta, Ga. If the Contractor performs within these parameters, Augusta, Ga receives the high-quality service that it is paying for, and neither an incentive nor a deduction goes into effect. If the

Contractor does better than the Performance Standard, the incentive program will go into effect. If the Contractor does worse than the lower limit of the high-quality acceptable standard, the deduction program will go into effect.

1. Between 94 and 95 percent availability for the entire fleet (2 points or

$1,00)

2. Between 95 and 97 percent availability for the total Public Safety fleet

(2 points or $1000)

3. Between 97 and 98 percent availability for the administrative fleet (1 point or $500)

4. Between 95 and 96 percent availability for the Special Equipment fleet

(1 point or $500)

5. Between 95 and 96 percent availability for the Construction fleet (1 point or $500)

6. Between 95 and 96 percent availability for the medium and heavy

Equipment fleet (1 point/$500)

7. Between 95 and 96 percent availability for small equipment (1 point/$500)

2.4.3 Preventative Maintenance Performance Standard: Between 90 and 95 percent of all scheduled PM’s will be completed on time (1 point/ $500)

2.4.4 Rework: 2 points or $1,000 per occurrence over 15 per month for each shop.

Augusta will not be billed for rework labor related to diagnostic duplication, administrative time, or contractor rework.

2.4.5 Quality Assurance Program: The Contractor will implement a Quality

Assurance Program for the management of repair and maintenance of assigned vehicles. The program will include provisions for meeting specified performance standards, for maintaining quality workmanship, for providing a high level of customer service, and for reducing fleet costs incurred by

Augusta, Ga. The Contractor will include a detailed description of its proposed Quality Assurance Program in its proposal. The plan will address, at least, the following items:

• Fleet Availability

• PM Performance

• Repair Performance

• Parts Availability

• Vehicle Safety and Reliability

• Customer Service

• Cost Reduction Initiatives

A mandatory component of the Quality Assurance Program is user surveys.

Two types will be required: (1) a survey of individual operator satisfaction each time a vehicle or equipment is serviced, and (2) an annual customer satisfaction survey of designated representatives of each user department.

2.4.6 Incentive Program: The Contractor may receive a monthly performance incentive of up to 2% of the total monthly invoice amount for exceeding all established fleet service performance standards.

2.5 Notice to Proposers Regarding the Public Records Act: Responses to the RFP become the exclusive property of the Augusta Commission. At such times that all proposals are submitted to the review committee, in response to this RFP, they become a matter of public record and shall be regarded as public records.

Exceptions will be those elements in each proposal, which are defined by the proposer as business secrets and so marked as “TRADE SECRET”, “CONFIDENTIAL”, or “PROPRIETARY”. Augusta shall not in any way be liable or responsible for the disclosure of any such records including, without limitation, those so marked if disclosure is deemed required by law or by an order of the court.

2.6 Augusta Option to Reject Any or All Proposals: Augusta may reject, at its sole discretion, any or all proposals submitted in response to this RFP. Augusta shall not be liable for any costs incurred in connection with the preparation and submittal or any proposal. Augusta reserves the right to waive immaterial formalities in a submitted proposal.

2.7 Prohibited Vendors: By submitting a proposal, the vender certifies that they are not listed in the prohibited vendors list, as authorized by Executive Order # 13224, 23

September 2001 (“Blocking Property and Prohibiting Transactions with Persons Who

Commit, Threaten to Commit, or Support Terrorism”, published by the United States

Department of the Treasury, Office of Foreign Assets Control [OFAC]), [http://www.treas.gov/offices/enforcement/ofac/sdn/] At any time during the term of the agreement, the vendor becomes listed on the Terrorism List; the vendor should immediately notify Augusta. Augusta shall have the absolute right to terminate this agreement without recourse in the event the vendor becomes listed on the Terrorism List.

2.8 Formal Approval of the Agreement: Acceptance or recommendation of a proposal does not constitute formation of a contract or agreement. A contract or agreement can only be created by formal approval by the Augusta

Commission and execution according to law.

2.9 Bonds:

2.9.1 Payment Bond: A Payment Bond shall be executed in the full amount

(100%) of the annual firm-fixed amount of the agreement for the protection of all claimants supplying labor and materials in the prosecution of the work.

2.9.2 Performance Bond: The successful bidder shall furnish a Performance and

Payment Bond executed by a Surety Company duly authorized to do business in the State of Georgia, in an amount equal to at least one hundred percent (100%) of the annual firm-fixed contract amount, within

15 calendar days of the Notice of the Award. Said bond shall be in full force and effect during the term of this agreement and shall be issued on an annual basis. No contract shall exist until the Augusta Commission receives a duly executed Performance Bond made payable to the Augusta

Commission. Failure to provide the Performance Bond as indicated will result in the offer being ruled null and void and the award shall be made to the next most responsive respondent. The Performance and Payment

Guaranty shall be conditions upon the following:

a. if the Contractor performs this agreement between the Contractor and

Augusta for the deliverables at the times and in the manner prescribed in this Agreement and;

b. promptly makes payments to all claimants supplying the Contractor with goods, labor, materials, or supplies, used directly or indirectly by the contractor in the prosecution of and providing the deliverables specified in this Agreement and;

c. pays to Augusta all losses, damages, expenses, costs…