7-01 ITB-2026-37GH Fleet Paint Graphics and Design Services On Demand.pdf

Gallup-McKinley County Schools Procurement Office

P.O. Box 1318 Gallup, New Mexico 87305-1318

INVITATION TO BID

ON-DEMAND BUS & FLEET PAINTING, GRAPHICS DESIGN,

& DECAL SERVICES

Price Agreement

ITB-2026-37GH

Commodity Code(s): 63049, 63565, 92857

GMCS Website: www.gmcs.org

Mailing Address: Physical Address: Contact:

P.O. Box 1318 Gallup, NM 87305

640 S. Boardman Dr.

Gallup, NM 87301

Gregory Hudson Procurement & Business Services Buyer

(505) 721-1076 ghudson@gmcs.org

Notes:

Closing Date: April 14, 2026 F.O.B. Point: DESTINATION

Acceptance Time: 2:00 PM (Local) Terms: Net 30 unless otherwise stated

Issue Date: March 20, 2026 Quantities may be increased or decreased within reasonable amounts.

http://www.gmcs.org/

INVITATION TO BID

PLEASE ACCEPT THIS AS AN INVITATION TO BID ON THE SERVICES SPECIFIED ON THE

FOLLOWING PAGES.

IF YOU DESIRE TO SUBMIT A BID, ALL INFORMATION AND FORMS MUST BE SUBMITTED IN

THE GMCS BONFIRE PORTAL. THE DISTRICT MAY UTILIZE A COMBINATION OF FORMS THAT

YOU MUST COMPLETE AND UPLOAD TO THIS WEB PORTAL, AS WELL AS PRICING

SPREADSHEETS OR QUESTIONNAIRES, WHERE DATA IS DIRECTLY ENTERED THROUGH A WEB

BROWSER.

TO ENSURE TIMELY RESPONSE, PLEASE DIRECT QUESTIONS REGARDING THIS BID THROUGH

THE ONLINE “ASK A QUESTION,” OR VENDOR DISCUSSIONS FEATURE FOR THIS PROJECT IN

BONFIRE. ALL VERBAL INFORMATION IS FOR CLARIFICATION PURPOSES ONLY AND IS NOT

BINDING. ALL BINDING INFORMATION MUST BE IN WRITING.

ANY DEVIATIONS FROM BID SPECIFICATIONS SHOULD BE SO STATED IN YOUR SUBMITTAL.

A pre-bid conference will be held on Tuesday, March 24, 2026, at 10:00 am (MDT). Attendance is not required; however, it is highly recommended in order to submit a responsive bid.

Attendance request can be emailed to ghudson@gmcs.org with “ITB-2026-37GH Pre-Bid” in the subject line.

Location: Microsoft Teams online meeting or Zoom (meeting invite to be sent once requested).

We encourage you to have your initial questions ready, as stated in the documents, to submit.

Additional questions after the pre-bid conference will be accepted until the Question Submission

Deadline stated date and time in the GMCS eBidding platform for this opportunity.

No responses to questions are official until published in writing, by Public Amendment.

mailto:ghudson@gmcs.org

SPECIAL CONDITIONS

ON-DEMAND FLEET PAINTING, GRAPHICS DESIGN,

1. Purpose: To establish a firm fixed price contract for Gallup-McKinley County Schools (GMCS) to contract for specialty bus, fleet vehicle, and equipment custom painting services and related design, decal removal and install services on an as needed basis. Services may include vinyl wrap and minor repair work but the primary intent is for custom specialty painting services and is not intended to replace services for body work and repair or restoration of factory paint, provided by bidding vendors awarded under ITB-2026-29GH for Fleet Repairs.

2. Term of Contract: The term of this contract shall be from Date of Award through June 30, 2027.

GMCS reserves the option to renew this agreement for nine (9) each additional, automatic, one

(1) year periods in accordance with the General Terms and Conditions. The final renewal term shall end June 30, 2035.

3. Scope of Services: The scope of this solicitation is for on-call, as needed services and may include all school/activity buses, equipment in the GMCS fleet, trailers, automobiles, and medium duty, heavy duty trucks and equipment. Services may include but not limited to specialty paint, decal install, decal removal, graphics design, wrap install, wrap removal, touch-ups to body, paint, aluminum, fiberglass, fabrication, on fleet vehicle and equipment. No minimum purchase of any type of service is guaranteed.

4. Warranty: The bidder shall provide the District with a one (1) written warranty on services and workmanship, from the date of acceptance, according to the industry standard.

5. Bid Submission(s): Pricing Bids are to be submitted according to the requested forms in the GMCS Portal e-Bidding platform. Quantities, where listed, are for the purpose of extended calculation of unit prices and do not represent an order or estimation of actual needs. Bidders are requested to submit a listing of base fees, rates or discounts for in-scope services in the space provided in Portal. Quotes based on bid pricing shall be requested for contracted services as actual needs are identified during the contract term.

6. Competency of Bidder: Bids will be considered only from firms who can provide evidence that they have established a satisfactory record of performance and integrity to ensure they can execute the requirements as stated herein. Business must have been established for a minimum of three (3) years as demonstrated through documentation and references. Any determination as to competency shall be made by appropriate GMCS staff.

7. Pricing: Material pricing is to be based on fixed hourly rates for in-scope specialty painting and design installation services. The hourly rate bid shall be used for evaluation and award purposes.

Quotations for painting and design services for specific bus and fleet vehicles or equipment shall be requested on an as-needed basis and shall be based on the fixed price hourly rate.

a. Optional Price List: Bidders may upload and submit any other fixed pricing, rates, or proposed discounts, as applicable, for the full range of products and services. Bidders wish to offer to the District that are not estimated according to the hourly rate. All bid pricing offered shall remain firm for the term of the contract. Any optional rates will be for review only and not included in the calculation of the lowest bid on the pricing sheet for award purpose.

8. Taxes: All Bid Prices shall EXCLUDE taxes. Applicable taxes shall be shown on the quote as a separate line item on the Successful Bidder’s invoices at the appropriate rate.

9. Delivery and Collection: The District prefers working with vendors who can deliver and/or provide pick-up of vehicles and equipment to and from District facilities in Gallup, New Mexico.

Basis of award may include award to the lowest cost bidder who is able to provide these additional services when requested.

a. Fees: Bidders shall state any fixed pricing, if applicable, for delivery and/or pick-up rates from place of business, to and from 700 S Boardman Gallup, NM 87301.

10. Price Adjustments/Escalation: Price adjustment shall be limited to actual increased costs in labor or materials and shall only be permitted at contract renewal, on the contract anniversary date. In the event of an unusual product, fuel, or wage rate increase, and escalation request will be reviewed on an individual basis. All requests for a price increase shall be in writing to the District. Effective dates for an actual cost increase will be the date of the District’s written approval for the increase. This measure is not intended to allow any increase in profit margin, only to compensate for an actual, documented cost increase

a. To facilitate prompt consideration, all requests for cost increase must include:

i. Contract Item or Service

ii. Current Price/Rate

iii. Proposed New Price/Rate

iv. Supporting Documentation such as Supplier notification of price increase

11. Order of Precedence: In the event of conflicting terms and conditions between General Terms

& Conditions, Special Conditions or conditions set forth in the Specifications/Scope of Work, the order of precedence shall be, Scope of Work/Specifications shall supersede Special Conditions, Special Conditions shall supersede the General Conditions.

12. Assignment: The Contractor shall not assign or transfer any interest in this Agreement or assign any claims for money due or to become due under this Agreement without the prior written approval of the District.

13. Basis of Award: GMCS will award to the low responsible and responsive bidder(s) who shall offer the best price for comparable services. GMCS reserves the right to make multiple awards as may be necessary for timely completion of all available work and for the maximum variety of specialties, categories, and services included in the purpose and scope of this solicitation, or as may otherwise be in the best interest of the District.

14. Multiple Award: GMCS reserves the right to make multiple awards as a result of this request if doing so may be advantageous to the school district. The multi-awards are intended to allow for the servicing of the various manufacturers’ brands represented in the district’s current fleet and potential additions. The intent of this solicitation is to provide multiple awards to allow for repair or preventative maintenance of the fleet to include parts.

15. Insurance: Bidder shall provide a Certificate of Liability Insurance. Certificate shall name GMCS as additional insured and be furnished upon award of contract.

16. Purchase Orders: ALL SERVICES PURCHASED MUST HAVE A VALID, SIGNED

PURCHASE ORDER. Contractor(s) shall be responsible that no orders are accepted without an authorized GMCS Purchase Order. The Purchase Order will reflect bid pricing and Vendor

Invoice will match the Purchase Order. All Purchase Orders correlating to an existing order are for a one time purchase and may NOT be reused.

a. CHANGES: If requested, changes or modifications to an order may be made before fulfillment ONLY when authorized by the Procurement Office. The vendor shall not move forward with any changes until after receiving a Signed, Revised Purchase Order. Failure to comply with this paragraph will be cause for the District to not honor the invoice.

17. Payment of Acceptance Not Conclusive: Vendor will supply the District with invoice(s) for payment. No payment made under this contract shall be conclusive evidence of the performance of this contract, either wholly or in part, and that no payment made for the delivery of the items in whole or in part shall be construed as an acceptance of defective work or improper materials, nor relieve the Bidder from corrections of the defects. The final acceptance shall not be binding upon the District, nor conclusive, should it subsequently develop the bidder has furnished inferior items or had departed from the Specifications and/or the terms of the Contract. Should such conditions become evident, the District shall have the right, notwithstanding final acceptance and payment, to cause the item(s) to be properly furnished in accordance with the Specifications

(and drawings, if any) at the cost and expense of the Bidder.

18. Prior Award: Paint & Body Shop vendors currently seeking award under contract ITB-2026-

29GH are not required to submit bids for this solicitation unless they wish to expand their scope of offerings and be considered for specialty painting and graphics design services.

19. Final Examination and Acceptances: Vendor will supply the District with invoice(s) for payment. No payment made under this contract shall be conclusive evidence of the performance of this contract, either wholly or in part, and that no payment made for the delivery of the items as a whole or in part shall be construed as an acceptance of defective work or improper materials, nor relieve the Bidder from corrections of the defects. The final acceptance shall not be binding upon the District, nor conclusive, should it subsequently develop the bidder has furnished inferior items or has departed from the Specifications and/or the terms of the Contract.

Should such conditions become evident, the District shall have the right, notwithstanding final acceptance and payment, to cause the item(s) to be properly furnished in accordance with the

Specifications (and drawings, if any) at the cost and expense of the Bidder. When all work called for under this contract has been completed, appropriate GMCS personnel will make a thorough examination of the same and if it is found to comply with the requirements of the contract it will be accepted and final payment will be made.

SCOPE OF WORK

ON-DEMAND FLEET PAINTING, GRAPHICS DESIGN,

I. INTRODUCTION

A. The Gallup-McKinley County Schools (GMCS) desires to contract for the specialty bus, fleet vehicle, and equipment custom painting services and related design, decal removal and install services on an as needed basis. Services may include vinyl wrap and minor repair work but the primary intent is for custom specialty painting services (as needed).

The fleet consists of:

1. Manufacturers: Bluebird, Dodge, Ford, General Motors, Jeep, International, Mopar and Toyota

II. SCOPE OF SERVICES

A. The procurement scope of services includes the following services.

1. All warranty and extended warranty maintenance and/or repair work to motor vehicles in accordance with the manufacturer’s specifications. Warranty and extended warranty periods will vary depending on vehicle make, year and model.

2. All painting, decals and service to motor vehicles shall be in accordance with manufacturer’s specifications and schedules.

a. All services (paint, decals and labor) must receive approval from the designated GMCS Contract Administrator prior to executing any services.

Approval shall be accompanied with a signed Purchase Order.

b. Successful bidder(s) shall contact the Contract Administrator for approval requirements prior to any service.

3. Services to include, but are not limited to: specialty bus, fleet vehicle, and equipment custom painting services and related design, decal removal and install, vinyl wrap and minor repair, specialty paint, decal install, decal removal, graphics design, wrap install, wrap removal, touch-ups to body, paint, basecoat, clearcoat.

aluminum, fiberglass, fabrication, on fleet vehicle and equipment work but the primary intent is for custom specialty painting services of school/activity buses, equipment in the GMCS fleet, trailers, automobiles, and medium duty, heavy duty trucks and equipment.

4. Body repairs may be requested. To include front end repair, aluminum body repair, windshield, headlamps, fenders, brackets, covers and assembly’s, refinish, patch, paint, materials, etc.

B. The repair and service scope of this agreement includes parts:

1. OEM Parts will be billed at the discount offered in the bid schedule. Cost for parts and supplies will be itemized separately on each invoice and will indicate list price less discount offered. In cases where the manufacturer’s current retail price or vendor’s cost list is non-existent, the invoice will reflect the actual net cost to the vendor for such items.

2. Parts, paint and decals shall meet or exceed original equipment manufacturer’s requirements.

3. After-market parts, paint and decals shall be at the discretion of the Fleet Supervisor.

4. Freight for parts, paint and decals will be invoiced at the actual freight and handling costs incurred, if applicable. Freight is to be prepaid and invoiced as a separate line item.

5. Freight for “Special Order” parts, paint and decals which are not normally stocked items will be billed at the actual freight and handling costs incurred. GMCS to provide prior authorization for special order parts prior to the time of order.

6. Successful vehicle service vendor must carry an adequate inventory supply of parts, paint and decals to service. All materials shall carry the manufacturer’s standard warranty. All other standard business practices shall be extended to

GMCS.

7. GMCS reserves the right to request the return of or inspection of any part(s), paint or decals that affect the service. Parts and materials must be new and conform to the original manufacturer’s specifications, unless otherwise approved by the GMCS Contract Administrator.

8. All service under this contract shall be subject to complete inspection by GMCS prior to acceptance. Inspection criteria shall include, but not be limited to, service integrity, quality, workmanship and materials, and invoice accuracy. The Contractor shall have ten (10) business days to correct any deficiencies found by the inspection. The Contractor shall be responsible for any additional costs associated with those corrections. Invoices shall be paid upon acceptance services after implementing all final settings and adjustments in accordance with manufacturer's/owner’s/engineer’s specifications.

9. GMCS reserves the right to provide parts procured by the District for a particular repair. The warranty for such part(s) provided by the District, shall be limited to the labor.

C. Warranty

1. All warranty and extended warranty repair and/or service work to motor vehicles in accordance with the manufacturer’s specifications. Warranty and extended warranty periods will vary depending on vehicle make, year and model.

2. If service or extended warranties are offered, the bidder must provide a complete and detailed description of each, along with the terms, conditions and cost.

3. Repair and warranty on major components shall be for a period of six (6) months from the date of repair/service or other accepted industry standard, whichever is greater.

4. All other components shall have a warranty of ninety (90) days or the accepted industry standard, whichever is greater.

5. Vendor will bear the cost (parts and labor) of warranty service done on a call-back basis.

D. General procurement, service, labor, reporting and invoicing requirements:

1. All vendors shall specify the manufacturer(s), type(s), part(s) and services of motor vehicles being bid. GMCS motor vehicle parts prices shall be those listed in the manufacturer’s published price schedules less discount offered (bid). If breakdown of discount is necessary, please submit as an attachment to this bid. “No add-on prices to list price will be allowed.” Indicate on the attached sheets the makes/models of motor vehicles your firm offers service/repairs for, parts discount, price list number, and price list effect date for manufacturers indicated.

2. All Bidders shall submit with their bid a copy of the price schedule(s) and flat rate manuals, or relevant service thereof, at no additional cost.

3. The successful bidder(s) shall ensure that all work will be professionally quoted, and that service and/or adjustments will be performed only by factory trained, master and/or certified applicator.

4. All work shall be performed without unnecessary delays. In the event of imperfection of any given service while under warranty, vendor shall replace such service at no extra cost for part or labor.

5. Calculated labor times shall be in accordance with the Bid Response Form. If the method of labor calculation is not a publicized manufacturer’s service guideline, the Contractor must submit that information at the time of the bid submittal.

6. Successful bidder(s) shall have adequate manufacturers or commercially published repair and specifications manual(s) for all motor vehicles bid.

7. Bidders are cautioned that they should have the capability and facilities to provide the services they are bidding. Bidders lacking the above may have their bid rejected or contract cancelled. GMCS reserves the right to inspect the prospective bidder’s repair facility prior to and/or after making a recommendation of award, and anytime during the term of this agreement.

8. Successful bidders shall provide an itemized list of parts and labor hours as part of an estimate for the needed services. Such an estimate will be provided at no charge if it can be performed without excessive tear-down time. Tear-down must have prior approval from the GMCS Contract Administrator.

9. Successful bidder(s) shall maintain detailed complete and accurate accounting of records on all service orders. The hour of labor will be supported by the manufacturers’ published flat rate.

10. Cost of service and supply of parts for work other than that authorized by the

Contract Administrator will not be paid for unless prior approval is granted by the Contract Administrator.

11. Response times of Contractor shall provide turnaround time as estimated or quoted when scheduling services in order to reduce downtime on vehicles. A written or electronic quote that includes parts, materials, labor hours, checkoff list, and estimated time shall be provided prior to commencement of any work under this contract. All estimates shall require prior authorization and shall begin within one (1) business day of receiving vehicles. Services shall be started with twenty-four (24) hours of receiving purchase order.

12. Each vehicle serviced shall be identified by unit number, license number, make/model, and mileage, and will be invoiced separately against a specific Purchase or Work Order.

13. Shop supplies shall not exceed 6% of the total labor cost per job and will not exceed a total of $300.00 per job. No item shall be charged as a part if it is charged as a shop supply.

14. Environmental fees and additional fees shall be listed separately on estimates and invoices and shall not exceed 3%, of the total job and will not exceed a total of $100.00 per job. Software fees, consultation fees, etc. shall not be included in the invoice.

15. The Contractor shall be responsible for adequate and secure storage of all vehicles at no cost during services to include the Contractor waiting on parts or capacity to complete the work. If a service has not been started and the parts or service lead time is deemed not acceptable, GMCS has the right to remove the vehicle and transfer to another location without incurring additional storage fees. The Contractor shall be responsible for any stolen or damaged vehicles while the vehicle is in the Contractor's possession.

16. Towing services after work shall be at the Contractor's expense if the service fails upon return trip to GMCS facilities.

17. Gross receipts tax (including local option tax) is to be invoiced as a separate line item and shall apply to labor only.

18. This agreement does NOT authorize the purchase of tires, antifreeze, oils, lubricants (unless a part of a service package), tire chains, sirens, warning lights, cool cushions, spray paint, automotive glass and convenience decorative items unless prior approval by GMCS Procurement Office. These items may be covered under a separate pricing agreement.

19. Notwithstanding the existence of this agreement, GMCS reserves the right to order any item(s) required for emergency purposes from a vendor who can service(s) to meet the requirements of the school district, without waiving or voiding any of the terms of this agreement.

20. For maintenance and service delivery shall be F.O.B. Vendor’s place of business.

E. Certification/Safety Standards/ Regulations requirements:

1. The Contractor shall provide all necessary parts, supplies and labor to perform service and shall meet or exceed all manufacturer’s recommendations and standards. Services shall be performed in conformance with all provisions of this contract, legal statues, code requirements, industry standards and applicable OEM specifications.

2. All work under this contract shall be performed by qualified personnel. Qualified personnel must have the training and certification required to perform the work according to all applicable federal, state, and local rules and regulations. The Contractor shall perform all services in a safe manner for means, methods, techniques, procedures and safety precautions.

3. The Contractor shall insure that all work will be professionally quoted, and that service will be performed by factory trained and/or manufacturer certified personnel. Contractor personnel shall possess all required licenses and certifications to perform these services. It is the Contractor's responsibility to ensure safety standards are met and all Contractors personnel certifications are current.

III. INVOICING

A. All invoices submitted to the District for payment shall include the following.

1. Valid GMCS Purchase Order Number.

2. Itemized details of items picked up or delivered to the District.

a. Note only items picked up or actually delivered may be invoiced. Pursuant to 13-1-158, NMSA 1978 as amended, the District may only provide payment for items received.

3. Core Charges may be applied to the invoice at the time of delivery (pickup). Credits for cores turned into the vendor shall be provided with reference to the original Invoice and GMCS PO Number.

IV. MISCELLANEOUS INFORMATION

A. Delivery shall be F.O.B GMCS designated destination listed below.

1. Freight Prices may be added to ONLY In-Bound freight from the Manufacturer, Wholesaler, etc. to the Vendor or Priority/Overnight delivery as requested and authorized by the District’s Contract Manager(s).

2. Freight shall be listed as a separate item and shall be ONLY for the actual charges incurred by the successful bidder.

B. Notwithstanding the existence of this agreement, GMCS reserves the right to order any item(s) required for emergency purposes from a vendor who can deliver such item(s) to meet the requirements of the school district, without waiving or voiding any of the terms of this agreement.

4. GMCS Fleet Supervisor, Roderick Joe, (505) 721-1192.