8-01 ITB-2026-43GH Re-Bid Fleet Repairs and PM Services.pdf

Gallup-McKinley County Schools Procurement Office

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

INVITATION TO BID

RE-BID FLEET REPAIRS &

PREVENTATIVE MAINTENANCE SERVICES

ITB-2026-43GH

Commodity Code(s): 928

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: May 06, 2026 F.O.B. Point: DESTINATION

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

Issue Date: April 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, April 28, 2026, at 11:00 am (MDT). Attendance is not required; however, it is highly recommended in order to submit a responsive bid.

Location: Microsoft Teams online meeting or Zoom.

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.

SPECIAL CONDITIONS

RE-BID FLEET REPAIRS AND PREVENTIVE MAINTENANCE

1. Purpose: To establish a firm fixed price contract for Gallup-McKinley County Schools (GMCS) to place orders for repairs, mechanical, parts, maintenance, component/attachment services from qualified Bidders who possess the background, experience, ability and resources on an as needed basis for new and existing school and fleet, vehicles and equipment. Contracted vendors awarded under ITB-2026-29GH need not submit for solicitation.

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: The scope of this solicitation shall include all the GMCS fleet, automobiles, medium duty, heavy-duty trucks and equipment including but not limited to light and medium lawn, garden, backhoes and tractors.

4. 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.

5. Pricing: Parts pricing is to be based on a discount off current manufacturer’s published list price. Cost plus pricing is not acceptable and will lead to Bidder’s bid to be declared as non-responsive. Successful Bidder(s) to provide current manufacturer’s published list upon award and upon new list publication.

6. 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.

7. 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.

8. 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 awards are intended to allow for the various manufacturers 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.

9. 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.

10. 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.

11. Competency/Capability of Bidder: Bids will be considered only by 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.

12. Purchase Orders: ALL SERVICES PURCHASED MUST HAVE A VALID, SIGNED PURCHASE ORDER. Contractor(s) shall be responsible for ensuring 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 not to honor the invoice.

13. Payment or 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 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 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.

14. 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

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. 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

RE-BID FLEET REPAIRS AND PREVENTIVE MAINTENANCE

I. INTRODUCTION

A. The Gallup-McKinley County Schools (GMCS) desires to contract for the mechanical, electrical, or body repairs and potential preventive maintenance of fleet vehicles (as needed). The fleet consists of:

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

2. Diesel Engines: Cummins, Ford, General Motors, Dodge, Jeep, International and Ram

3. Allison Transmissions and Aisin

B. GMCS staff will perform the majority of routine maintenance and repair of fleet vehicles.

The intent of this solicitation is to allow for repairs which staff is not able to perform due to backlog of repairs, emergency, or lack of facilities tools or equipment to complete repair.

C. Gallup-McKinley County School facility locations

1. GMCS has auto and fleet facilities throughout McKinley County. The primary location is GMCS Motor Pool located at 700 S. Boardman, Gallup, NM 87301

2. Other locations include: Crownpoint, Gallup, Thoreau, Navajo Pine, Ramah, Tohatchi and Tse Yi Gai.

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, model and mileage.

2. All preventive maintenance and repairs to motor vehicles shall be in accordance with manufacturer’s specifications and maintenance schedules.

a. All repair costs (parts and labor) must receive approval from the designated GMCS Contract Administrator prior to executing any repair. Approval shall be accompanied with a signed Purchase Order.

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

3. Repair and services to include, but are not limited to: tune-ups, preventative maintenance, oils and lubrication systems, diagnostics, overhauls, upfitting services, installation, charging, starting, ignition, exhaust systems, air conditioning, cooling and heating systems, emissions, engines, engine parts and mounts, transmissions, powertrain, transfer case, transaxle, differential, lighting, electrical, computer calibration and programming, belts, hoses, filters, PVC valves, steering, bus wheel alignment, suspension, fuel systems, brake systems, suspension, equipment, attachments and routine maintenance services.

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 shall meet or exceed original equipment manufacturer’s requirements.

3. After-market parts shall be at the discretion of the Fleet Supervisor.

4. Freight for parts 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 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. Core charges shall be in the amount equivalent of any core charge paid by an eligible agency upon receipt of the core. Core charges shall be billed at actual cost.

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

8. GMCS reserves the right to request the return of or inspection of any part(s), accessory(ies), assembly(ies), or subassembly(ies) replace on motor vehicles that effect the repair. Parts and materials must be new and conform to the original manufacturer’s specifications, unless otherwise approved by the GMCS Contract Administrator. Rebuilt assemblies may be used in the repair of motor vehicles, with prior approval when such is standard industry practice and the rebuilt assembly or subassembly carries the same manufacturer or remanufacture warranty as a new assembly or subassembly. Any part(s) removed are the property of GMCS and price is predicated upon an exchange basis with the part replaced.

9. All repairs under this contract shall be subject to complete inspection by GMCS prior to acceptance. Inspection criteria shall include, but not be limited to, mechanical 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 repairs after implementing all final settings and adjustments in accordance with manufacturer's/owner’s/engineer’s specifications.

10. 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 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, model and mileage.

2. If maintenance 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 warranty on power train, drive drain, and other major components shall be for a period of six (6) months from the date of repair 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 repairs 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 parts thereof, at no additional cost.

3. The successful bidder(s) shall ensure that all work will be professionally diagnosed, and that maintenance repairs and/or adjustments will be performed only by factory trained, master technicians and certified mechanics and/or ASE certified mechanics.

4. All work shall be performed without unnecessary delays. In the event of malfunctioning of any given part while under warranty, vendor shall replace such part 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 repairs. 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 repair orders. The hour of labor will be supported by the manufacturers’ published flat rate.

10. Cost of repairs 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 or vehicle health report, and estimated time shall be provided prior to commencement of any work under this contract. All diagnostic testing shall require prior authorization and shall begin within one (1) business day of receiving vehicles. Repairs shall be started with twenty-four (24) hours of receiving purchase order.

12. Each vehicle repaired 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 repair services to include the Contractor waiting on parts or capacity to complete the repair. If a repair has not been started and the repair parts or repair 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 repairs shall be at the Contractor's expense if the vehicle 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 repairs 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 repairs and shall meet or exceed all manufacturer’s recommendations and standards. Repair 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 diagnosed, and that repairs will be professionally diagnosed, that repairs will be performed by factory trained and/or manufacturer certified mechanics. 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.