3-02 RFP2026-01 FLEET MAINTENANCE SERVICES.pdf

REQUEST FOR PROPOSAL

RFP2026-01

FLEET MAINTENANCE SERVICES

(OIL & TRANSMISSION)

December 1, 2025

RFP2025-01

FLEET MAINTENANCE SERVICES (OIL & TRANSMISSION)

A. REQUEST FOR PROPOSAL

The Commissioners’ Court of Hood County is seeking sealed proposals from highly qualified, experienced, and responsible firms to supply fleet maintenance services including oil changes and transmission maintenance for County vehicles.

B. SUBMISSION PROCESS AND DUE DATE

Pursuant to the provisions listed below, sealed bids subject to the conditions and requirements made a part hereof will be received at the Hood County Purchasing Office, 1402 W Pearl St, Ste 1, Granbury, Texas 76048 until 10:00 am on Thursday, January 8, 2026. Proposals will be opened and vendor’s names read at that time in a public meeting and held by the Hood County Purchasing Agent’s Office. After evaluation of the criteria stated herein, it will be awarded by the Commissioners’ Court on a future Court date.

ELECTRONIC BIDS are preferred and can be submitted through Hood County’s page on the BonFire website at http://co-hood-tx.bonfirehub.com/ . It is free to register and to bid.

OR

HARD COPY SUBMISSIONS may be submitted by downloading a bid packet at https://hoodcounty.texas.gov/bids . Each proposal must be placed in a sealed envelope, manually signed in ink by a person having the authority to bind his/her firm to a contract. Envelopes shall be marked: RFP2026-01 FLEET MAINTENANCE SERVICES. Submit an Original & Three (3) copies of the entire proposal packet.

Facsimile and e-mail transmissions will NOT be accepted.

Submit Hard Copy Bids to: Hood County Purchasing

RFP 2026-01

1402 W Pearl St, Ste 1 Granbury, TX 76048

Proposals must be received not later than January 8, 2025 at 10:00 am.

Submittals received later than the above date and time will be rejected regardless of the reason, including delayed delivery.

The Vendor’s signature is required for acceptance of the proposal and confirms the vendor has read and understands all requirements concerning this request for proposal.

Any questions regarding RFP specifications should be directed to the Hood County Purchasing Dept at gtilleman@hoodcounty.texas.gov no later than December 23, 2025.

Do not contact the Sheriff’s Office or any other department directly.

C. SCOPE OF WORK

The Commissioners’ Court of Hood County is seeking proposals from highly qualified, experienced, and responsible firms to provide Fleet Maintenance Services for County vehicles, excluding large fire trucks or Road Operations vehicles. The fleet generally includes pickup trucks, vans, police pursuit vehicles, and passenger type vehicles. (See current vehicle list below, which may change at any time)

County Vehicles use the following services:

1. Oil Change & filter – every 5000 miles

2. Radiator flush – every 50,000 miles

3. Fuel filter replaced- every 25,000 miles

4. Transmission flush – 45,000 miles

5. Transmission Filter replaced (if applicable) – every 60,000 miles

6. Air filter replaced as needed after inspection during service

7. Differential Services – 50,000 miles

8. Fuel Induction Service – 30,000

Oil Change Service shall include but is not limited to the following:

1. Replace Engine Oil

2. Replace Oil Filter

3. Chassis Lubrication

4. Top Off Rear Differential Fluid

5. Inspect Wiper Blades

6. Inspect Air Filter

7. Inspect Cabin Filter

8. Top Off Power Steering Fluid

9. Inspect Battery Fluid

10. Top Off Radiator Fluid

11. Top Off Windshield Wiper Fluid

12. Check Tire Pressure

13. Inspect CV Boots

14. Grease Fittings (if applicable)

Parts shall be included in the flat rate for service provided. Bidder is requested to provide County with Suggested Manufacturer's Parts manual. Unless otherwise indicated, items will be new, unused, and OEM-grade. All lubricants and fluids must be of high quality and meet or exceed manufacturer's recommended specifications. Parts and labor shall have a 90-day warranty or longer according to manufacturer warranty.

Analytic equipment is required for checking fuel systems.

There shall be no charge to test drive vehicle.

The bid must include service coverage for all vehicle types owned by the County, excluding large fire trucks or Road Operations vehicles. Oil changes should begin within one hour of the vehicle’s delivery (or sooner) and all other services must be completed in a timely manner to minimize downtime and keep County officers in service.

D. VENDOR QUALIFICATIONS

The awarded vendor shall be knowledgeable, professional, possess good communication skills, be financially secure with adequate resources to complete the work in a timely manner, of good reputation, have experience performing this type of maintenance, be located in a reasonable distance of the Hood County LEC, and be properly licensed and insured. At the sole discretion of Hood County, a bidder lacking any of these qualifications may be disqualified.

E. PROPOSAL

Services to be bid as a flat rate including all parts, labor, shop fees, etc.

Oil change service to include all items listed in the scope of work.

OIL CHANGE- 6-8 qt Synthetic (Gas) $________________ per vehicle

OIL CHANGE- 6-8 qt Synthetic-Blend (Gas) $________________ per vehicle

TRANSMISSION FLUSH w/o Filter $________________ per vehicle

TRANSMISSION FLUSH with Filter $________________ per vehicle

DIFFERENTIAL SERVICE $________________ per vehicle

RADIATOR FLUSH $________________ per vehicle

FUEL INDUCTION SERVICE $________________ per vehicle

FUEL FILTER REPLACEMENT $________________ per vehicle

AIR FILTER REPLACEMENT $________________ per vehicle

WINDSHIELD WIPERS $________________ per vehicle

List any additional charges on a separate page with description and cost.

Anticipated time for an oil change service from drop-off to pick-up: ________ minutes.

Your distance from 400 Deputy Larry Miller Dr, Granbury, TX 76048: _________ miles.

F. EVALUATION CRITERIA FOR AWARD

A committee appointed by Hood County will evaluate Proposals submitted in response to this solicitation. Hood County shall receive, publicly open, and read aloud the names of the proposers, then evaluate and rank each proposal submitted in relation to the following weighting criteria as applied to various elements of the proposal.

50% Price 25% Proposer’s experience, qualifications and references 5% Prior experience with Hood County 20% Facility location with respect to the Hood County LEC 100% Total Ranking Percentages

The proposals providing the best value to Hood County will be presented to the Commissioners’ Court for approval and award as primary and alternate. Proposals found non-responsive (not meeting mandatory requirements) may be disqualified.

G. CONTRACT TERM AND EXTENSION

This proposal is for a one (1) year term, beginning February 23, 2026 to February 22, 2027, with the option to renew for four (4) additional one (1) year terms upon mutual consent. The contract amount will remain the same for the additional terms as the original bid amount unless changes are approved by the Hood County Commissioners’ Court and Vendor. Proof of increased labor, materials, insurance, etc.

which exceeds five (5%) percent of the original bid may be required to substantiate increase approvals.

H. INVOICES

An invoice shall be submitted after each service that includes: name and address of vendor, name of the department whose vehicle received service, and a printed list of the services provided, including item numbers, quantities, descriptions and unit prices.

Invoices shall be e-mailed or mailed to the appropriate department at 1402 W Pearl St, Granbury, TX 76048.

Invoices are processed by the department and submitted at least seven business days prior to the bi-monthly Commissioners’ Court, who must approve all payments.

I. SPECIAL INSTRUCTIONS, TERMS, AND CONDITIONS

(In addition to and taking precedence to General Terms & Conditions) The RFP2026-01, General Terms and Conditions, and all other documents related to this proposal are part of the terms of the contract.

1. Vendor must carry GARAGE LIABILITY AND GARAGE KEEPERS LEGAL

LIABILITY and send proof prior to the start of the contract. Vendor must show proof of insurance on building in case of fire or any other catastrophe. Vendor must insure county vehicle against any damage that could occur while in the vendor's possession.

2. Vendor must be able to supply Hood County at any time with a detailed history on each vehicle showing any and all services and parts that vendor has provided.

3. Continuing non-performance of the bidder in terms of specifications shall be basis for termination of a contract or agreement. Cancellation of such an agreement or contract may be made upon 30 days written notice to the vendor.

The County shall not pay for work, equipment or supplies, which it deems unsatisfactory. Vendors will be given a reasonable opportunity to correct deficiencies before termination.

J. CURRENT COUNTY VEHICLE LIST

Note: the Hood County Fleet list is subject to change, with additions or deletions, at any time.

Qty Description

1991 GMC BUS

2 2005 CHEVY SILVERADO

2006 FORD E350 VAN

2007 FORD F150 TRUCK

2008 CHEVY EXPRESS VAN

2008 FORD 150 TRUCK

2008 GMC YUKON

2009 CHEVY EXPRESS VAN

2009 FORD F150

2 2011 FORD F150 PU

2 2011 FORD F250 PU

2012 CHEVROLET TAHOE

2013 FORD ESCAPE

2014 CHEVROLET TAHOE

3 2015 CHEVROLET TAHOE

5 2016 CHEVROLET TAHOE

4 2017 CHEVROLET SILVERADO

4 2017 CHEVROLET TAHOE

2 2017 FORD ESCAPE

2017 FORD F250

2017 FORD TRANSIT VAN

4 2018 CHEVROLET TAHOE

2018 FORD F150 TRUCK

11 2020 CHEVROLET SILVERADO

6 2020 CHEVROLET TAHOE

2 2021 CHEVROLET SILVERADO

6 2021 CHEVROLET TAHOE

2021 FORD F150 SUPERCAB 4X4

2022 CHEVROLET SILVERADO

5 2022 CHEVROLET TAHOE

2022 CHEVROLET TRAVERSE

3 2022 FORD F150 SUPER PICKUP

2022 FORD F250

2 2022 FORD F350

5 2023 CHEVROLET SILVERADO

7 2023 CHEVROLET TAHOE

3 2024 CHEVROLET SILVERADO

6 2024 CHEVROLET TAHOE

2024 FORD TRANSIT 350 WAGON

2025 CHEVROLET EQUINOX