4-25-239 - RFP OIL CHANGE SERVICES.pdf

# 25-238 Request for Proposal (RFP)

Oil Change Services for Fleet Department

City of St. George

Issue Date: 9/29/2025

Proposal Due Date: 10/17/2025

1. Introduction

The City of St. George, Utah, seeks to contract with a qualified contractor to provide oil change services for its municipal fleet. The fleet includes approximately 305 city-owned vehicles, including light-duty vehicles, vans, and trucks. Services must also include a preventive maintenance inspection as part of each oil change. The successful contractor(s) will need to have at least one location in St. George, UT.

These services are currently performed by City staff; however, the City is issuing this

RFP to assess whether outsourcing may improve efficiency, reduce costs, or enhance service quality.

Authorization:

Only St. George City Employees may request service on City owned vehicles, city ownership must be verified by registration.

2. Schedule of Activities

• RFP Release: 9/29/2025 10:00 a.m.

• Voluntary Pre-Bid Meeting – In Person: 10/7/2025, 1:00 pm, 220 North 200 East, St.

George UT 84770

• Deadline for Questions: 10/13/2025 2:00 p.m.

• Proposal Due Date: 10/17/2025 2:00 p.m.

• Estimated Contract Award: 11/10/2025

• Estimated Start of Services: 1/1/2026

3. Examination of RFP and Contract Documents

Contractors must review all RFP documents thoroughly, including the City’s General Services

Contract, Contract Specifications, and any issued addenda. Submission of a proposal constitutes acknowledgment that all documents have been reviewed and understood. No additional compensation will be allowed for lack of familiarity with the documents.

Submission is voluntary. The City will not compensate for any costs related to preparing or submitting a proposal.

4. Scope of Work

A. Oil Change Services

The contractor will perform oil changes on City fleet vehicles. Services must include:

• Drain and dispose of used engine oil in accordance with local, state, and federal regulations

• Replace oil filter with a NAPA Gold filter (or equivalent approved by the City)

• Refill with manufacturer-specified oil type and quantity

• Replace air filter (NAPA Gold or equivalent) as needed, per manufacturer specifications

• Complete the City’s Required PM Services Checklist (Exhibit A), including belts, hoses, and visible components

• Attach a sticker stating the next required service mileage (every 4,000 miles) to the upper left corner of the vehicle windshield.

• Standard turnaround time for oil change, and other PM services shall be 60 minutes, or less, per vehicle, or as approved by City.

• Report on any potential maintenance issues identified during services via email fleet@sgcityutah.org on a weekly basis.

• Return vehicles without interior or exterior damage

• Guarantee all oil change and minor maintenance services for 30 days from the service date.

B. Service Frequency

• Vehicles require service every 4,000 miles

• The City estimates approximately 400 oil changes annually, subject to change

• A detailed list of vehicles is included as Exhibit B

C. Scheduling

• City staff will schedule vehicles due for service directly with the contractor.

• Fleet Services will distribute weekly reminders to City departments and the contractor for any vehicles that are past due for service.

• Oil changes for City-owned vehicles must take priority over services for non-City customers.

• All oil change appointments must be scheduled in a manner that minimizes vehicle downtime and disruption to City operations.

• The contractor shall provide service availability Monday through Friday, 7:00 AM to

6:00 PM.

D. Service Records

The contractor must submit an invoice for each serviced vehicle on a weekly basis, in a format compatible with the City’s FASTER software system — such as Adobe PDF — to allow for system upload.

For each vehicle serviced, the contractor must record and report the following:

• Current mileage

• Oil type and quantity used

• Oil filter part number

• Next due date/mileage for service

• Any identified maintenance issues mailto:fleet@sgcityutah.org

The contractor must immediately report any emergency maintenance issues or hazardous conditions discovered during the preventative maintenance inspection or at any time while on-site.

• Initial notification must be made by phone at 435-627-4040 to Fleet Services as soon as the issue is identified, followed by an email within the same day to fleet@sgcityutah.org that includes:

o

▪ A description of the issue

▪ Vehicle

▪ Time discovered

▪ Any immediate actions taken by the contractor

▪ The City reserves the right to define what constitutes an emergency, but examples may include:

• Fluid Leaks

• Brake system failure

• Tire damage or unusual wear

• Worn or damaged belts

• Signs of vandalism

• Electrical or wiring hazards

5. Materials and Quality Standards

• Oil: Must meet manufacturer requirements for each vehicle class (e.g., 1500-4500 series) with precise quantities as identified by the manufacturer.

• Filters: NAPA Gold brand for oil and air filters.

• No substitutions.

6. GENERAL CONDITIONS

A. Scheduling Compliance

The Contractor shall adhere to all scheduling procedures and service timelines as outlined in the Scope of Work. Repeated failure to meet scheduled service times, or unreasonable delays in accommodating service requests, will be considered a breach of contract and subject to contract termination.

B. Preventive Maintenance

Each oil change must include a PM Services Checklist to check for coolant leaks, tire condition, and other key indicators. Urgent issues must be communicated to City Fleet the same day.

C. Safety and Environmental Compliance

The contractor must comply with OSHA and all relevant safety environmental regulations and standards, including the disposal of oil, filters, and other waste materials.

D. Equipment and Facilities

The contractor must provide all necessary tools, staff, and a dedicated oil change bay. The equipment used must be in good working order and meet industry standards.

E. Experience and Qualifications

The contractor must have experience servicing commercial fleets, including both light-duty and heavy-duty vehicles. Staff should be qualified lube technicians with adequate training and support.

F. Insurance and Bonding:

Contractor must provide proof of:

• General Liability Insurance

• Workers' Compensation Insurance

• Bonding (If Required):

The City may require the selected contractor to provide a performance bond in an amount to be determined during contract negotiations. Bonding requirements, if applicable, will be communicated prior to contract award.

Insurance must remain active throughout the contract term and be updated upon request.

G. Indemnification:

The contractor agrees to indemnify and hold harmless the City of St. George from any claims, losses, or damages arising from the performance of the contract.

7. Proposal Requirements

Proposals must include the following:

A. Company Information:

o Name, address, and contact information o Company background, mission, and relevant experience

B. Qualifications and Experience:

• Supervisor and technician qualifications

• Previous experience with municipal or large fleet oil change services

• Description of quality control and staff training processes

C. Service Details:

• Proposed pricing (See exhibit C for example pricing format)

• Proposed service location(s) and hours of operation

• Scheduling process and vehicle turnaround time

• Ability to prioritize city vehicles

• Customer Service Plan, including:

o Professional and courteous interactions with City staff at all times o Efficient appointment scheduling to minimize employee downtime o Clear communication on service timelines, delays, and maintenance findings o Clean and safe service environment

D. References:

• At least three (3) references from similar contracts.

E. Service & Facility Inspection:

• Contractor will provide an onsite inspection of all proposed service locations and provide an opportunity for the city to review the performance of the contractor’s inspection and service processes in practice.

8. Evaluation Criteria

Proposals will be evaluated on:

• Cost – Competitive and cost-effective pricing – (Weighted at 50%)

• Qualifications and Experience – Contractor history and experience with municipal fleets - (Weighted at 12.5%)

• Service Approach & Availability – Scheduling, location, responsiveness, and prioritization - (Weighted at 12.5%)

• Customer Service Reputation – References and demonstrated service quality to clients and staff - (Weighted at 12.5%)

• Facility & Service Inspection – Site readiness, tools, and process capability -

(Weighted at 12.5%)

9. Terms and Conditions

A. Contract Period

Initial term of one year, renewable in one-year increments, for up to five years total.

B. Payment Terms:

Payment upon completion of services, as per pricing schedule. Invoices must be submitted weekly unless otherwise agreed upon in writing.

C. Compliance:

The contractor must comply with all applicable federal, state, and local laws and regulations.

10. Damage Liability

The contractor is responsible for any damage caused by negligence or improper service. The provider must ensure that all necessary precautions are taken to prevent damage, including using appropriate equipment and following standard industry practices.

If damage or improper service is identified within the 30-day guarantee period, the contractor must correct the issue at no additional cost to the City.

11. Proposal Submission Instructions

All proposals must be submitted electronically through the City of St. George’s Bonfire

Procurement Portal.

Hard copy or emailed submissions will not be accepted.

To submit your proposal, follow these steps:

1. Visit: Bonfire Submission

2. Log in or create an account

3. Upload all required documents and forms before the submission deadline

4. Ensure all files are submitted and confirmed by the system (you will receive a confirmation notice)

Late proposals will not be considered.

12. Questions and Clarifications

Questions regarding this RFP must be submitted electronically through the City of St. George’s

Bonfire Procurement Portal, no later than 10/13/2025. Responses will be shared with all interested parties.

13. Award and Notification

The City of St. George reserves the right to reject any or all proposals, including the option not to award a contract as a result of this RFP. If a contractor is selected, they will be notified by

11/10/2026, with services expected to begin on 1/1/2026.

Attachments: Exhibit A – PM Services Checklist

Exhibit B – City Vehicles

Exhibit C – Pricing Sheet https://sgcity-utah.bonfirehub.com/portal/?tab=openOpportunities