Automotive Repair Service RFQ FINAL.pdf

Rev. 3/2026- Services

Request for Qualifications No. AGENCY27-

PURC-6558

Automotive Repair/Maintenance Services

San Bernardino County Purchasing Department

777 E Rialto Ave San Bernardino, CA 92415-0760

October 2026

Request for Qualifications Automotive Repair/Maintenance

Services

No. AGENCY27-PURC-6558

I. INTRODUCTION

A. Purpose The San Bernardino County (County), is seeking Proposals from interested and qualified Proposers to provide Automotive Maintenance and Repair Services for fleet vehicles owned and operated by the County. The number of awards will be determined by the quality of the proposals received.

Purchasing will issue a nonexclusive agreement(s) to maintenance/repair vendors who meet the minimum qualifications of this RFQ and agree to the terms and conditions of this RFQ and the Sample Contract Template Attachment - M.

The County will compile a qualified pool of vendors who will be approved to provide the services outlined in this RFQ. Inclusion on this list of approved Proposers is not a guarantee that a Proposer will receive any business from the County, only that County departments may use the Proposer to provide those services as needed.

B. RFQ Contact The individual identified below is the RFQ Contact for general inquiries and technical assistance related to this RFQ:

San Bernardino County Fleet Management Department Attn: Dylan Newton 210 N Lena Rd Building #11 San Bernardino, CA, 92415 Phone: (909) 387-2060 Email: Dylan.Newton@pur.sbcounty.gov

The contact information above is provided for general inquiries and technical assistance only and may not be used to submit solicitation-related questions. All questions regarding this RFQ must be submitted through the County Electronic Procurement Network (ePro) in accordance with Section II

– Proposal Timeline.

Proposals will not be accepted by email or facsimile. Proposals must be submitted electronically through ePro, as specified in this RFQ, and must be received by the Deadline for Proposals specified in Section II – Proposal Timeline. All proposers must register in ePro and submit a complete proposal by the specified deadline. Failure to do so will result in disqualification.

C. RESERVED

D. Contract Term Services to be provided under this Request for Proposals (RFQ) are outlined under Section V, Scope of Work. The Contract period will be for a maximum of 5 years, beginning on July 9, 2027, and ending on July 8, 2032.

E. Location of Services Location(s) where Services are to be provided, completed and managed at the following Zones:

• ZONE 1: San Bernardino, Highland, Loma Linda, Redlands, Yucaipa and Mentone.

• ZONE 2: Colton, Grand Terrace, Rialto, Bloomington and Fontana.

• ZONE 3: Ontario, Rancho Cucamonga, Chino, Chino Hills, Upland and Montclair.

• ZONE 4: Crestline, Twin Peaks, Lake Arrowhead, Big Bear and Wrightwood.

• ZONE 5: Victorville, Hesperia, Apple Valley, Phelan, Adelanto and Barstow.

mailto:Dylan.Newton@pur.sbcounty.gov

Request for Qualifications Automotive Repair/Maintenance

Services

• ZONE 6: Needles, Colorado River.

• ZONE 7: Morongo Valley, Joshua Tree and Yucca Valley, 29 Palms.

F. Assistance to Proposers with a Disability

Proposers with a disability may request accommodation regarding the means of communicating this RFQ or participating in the procurement process. For more information, contact the RFQ Contact no later than ten (10) days prior to the Deadline for Proposals.

II. PROPOSAL TIMELINE

Release of RFQ October 28, 2026 Deadline for Submission of Questions November 4, 2026, at 4:00pm Deadline for Proposals November 25, 2026, at 4:00pm Date for Tentative Contract Award June 2027

Questions regarding the contents of this RFQ must be submitted in writing in ePro or email to the RFQ contact on or before the Deadline for Submission of Questions listed above. All questions will be answered, and both the question and answer will be posted as an Addendum to the RFQ in ePro.

III. DEFINITIONS

Capitalized terms used in this RFQ shall have the meanings given to them in the RFQ and as defined below:

Board: The San Bernardino County Board of Supervisors.

Contract: The Contract between the County and the Proposer resulting from the award issued pursuant to this RFQ to the successful Proposer.

Contractor: Any individual, company, firm, corporation, partnership or other organization to whom a contract award is made by the County.

Detailing: Vehicle detailing to include washing and waxing of the exterior, wipe clean all windows inside and out, wipe clean wheel rims and tires, wipe clean interior surfaces, shampoo and vacuum all carpeting and upholstery. Sanitizing when needed.

Facilitator: A County Purchasing Department buyer or designated individual tasked with managing the processes of the evaluation panel.

Maintenance: Regular and scheduled services required on a county vehicle for safety and dependability.

Such as oil changes, brake pad replacements, filter replacements, etc.

Medium and Heavy-Duty Vehicles: Vehicles having a Gross Vehicle Weight of 10,001lbs and above.

Medium-Duty includes commercial truck classes 4, 5, and 6. Heavy-Duty includes commercial truck classes 7 and 8. Buses are included in this description.

Proposal: The offer to provide specific goods or services at specified prices and/or other conditions specified in the RFQ.

Purchasing Agent: The Director of the County Purchasing Department.

Repair: Services that are essential on a county vehicle to perform safely and dependable. Such as wheel alignments, engine malfunctions, collision repair, transmission repairs, etc.

Request for Qualifications Automotive Repair/Maintenance

Services

Request for Proposal (RFP): The request for an offer from Proposers interested in providing the identified services sought to be procured by the County. The RFQ specifies the evaluation factors to be used and contains or incorporates by reference contractual terms and conditions applicable to the procurement.

Services: The requested services described in this RFQ.

Subcontractor: An individual, company, firm, corporation, partnership or other organization, not in the employment of or owned by Contractor who is performing services on behalf of Contractor under the Contract or under a separate contract with or on behalf of Contractor.

A. PROPOSAL CONDITIONS

Authorized Signatures All proposals must be signed by an individual authorized to bind the Proposer to the provisions of the

RFQ.

B. Term of Offer

Proposals shall remain open, valid and subject to acceptance anytime within nine (9) months after the Proposal submission.

C. Required Review Proposers should carefully review this RFQ for defects and questionable or objectionable material.

Comments from Proposers concerning defects and objectionable material in this RFQ must be made in writing and received by the RFQ contact prior to the deadline for submission of questions identified in Section II or at least ten (10) calendar days before the Deadline for Proposals (whichever occurs last).

This will allow issuance of any necessary amendments or addendums to the RFQ. It will also help prevent the opening of a defective RFQ and exposure of Proposals upon which an award could not be made.

Protests based on any omission or error, or on the content of this RFQ, may be disallowed if not submitted in writing to the attention of the RFQ Contact, prior to the deadline for submission of questions identified in Section II or at least ten (10) calendar days before the Deadline for Proposals (whichever occurs last).

D. Incurred Costs

The County is not obligated to pay any costs incurred by Proposer in the preparation of a Proposal in response to this RFQ. Proposers agree that all costs incurred in developing a Proposal are the Proposer’s responsibility.

E. Amendments/Addendums to RFQ The County reserves the right to issue amendments or addendums to this RFQ if the County considers that changes are necessary or additional information is needed.

Changes to a Proposal or withdrawal of a Proposal will only be allowed if a request is received prior to the Deadline for Proposals. No amendments or withdrawals will be accepted after the Deadline for Proposals.

F. Best Value Evaluation As established in this RFQ, the County realizes that criteria other than price are important and will award contract(s) based on the Proposal that best meets the needs of the County. The County seeks the optimal combination of quality, price, and various qualitative elements of the required Services that will provide the County the greatest or best value for its money.

G. Right of Rejection Offers must comply with all of the terms of the RFQ, and all applicable local, state, and federal laws, codes, and regulations. The County may reject as non-responsive any Proposal that does not comply with all of the material and substantial terms, conditions, and performance requirements of the RFQ.

Request for Qualifications Automotive Repair/Maintenance

Services

Further, the County may reject a proposal from any entity that is a parent, affiliate, or subsidiary, or that is under common ownership, control, or management with any other entity submitting a Proposal in response to this RFQ.

A Proposer may not qualify the Proposal nor restrict the rights of the County. If Proposer does so, the Proposal may be determined to be a non-responsive counter-offer and the Proposal may be rejected.

No Proposal shall be rejected, however, if it contains a minor irregularity, defect or variation. If the irregularity, defect or variation is considered by the County to be immaterial or inconsequential, the County may choose to accept the Proposal.

Minor irregularities may be waived by the Purchasing Agent when they are any of the following:

1. Do not affect responsiveness;

2. Are merely a matter of form or format;

3. Do not change the relative standing or otherwise prejudice other offers;

4. Do not change the meaning or scope of the RFQ;

5. Are trivial, negligible, or immaterial in nature;

6. Do not reflect a material change in the work; or

7. Do not constitute a substantial reservation against a requirement or provision.

In such cases the Proposer will be notified of the deficiency in the Proposal and given an opportunity to correct the irregularity, defect or variation or the County may elect to waive the deficiency and accept the Proposal. The decision to provide a waiver shall in no way modify or compromise the overall purpose of the submittal, nor excuse the Proposer from compliance with all requirements if awarded a Contract.

This RFQ does not commit the County to award a contract. The County reserves the right to reject any or all Proposals if it is in the best interest of the County to do so. The County also reserves the right to terminate this RFQ process at any time.

H. RESERVED

I. Clarification of Offers

In order to determine if a Proposal is reasonably susceptible for award, communications by the Facilitator for the evaluation panel are permitted with a Proposer to clarify uncertainties or eliminate confusion concerning the contents of a Proposal. Clarifications may not result in a material or substantive change to the Proposal. The evaluation by the panel may be adjusted as a result of a clarification under this section.

J. Public Records Act All Proposals and other material submitted become the property of the County and are subject to release according to the California Public Records Act (Government Code § 7920.000). All Proposal information, including cost information, will be held in confidence during the evaluation and negotiation process.

Thereafter, Proposals are subject to becoming a non-exempt public record.

If a Proposer believes that any portion of its Proposal is exempt from public disclosure, it must indicate the specific portions believed to be confidential and not subject to disclosure on Attachment I - Public Records Act Exemptions. The Proposer also must include a brief description that sets out the reasons for exemption from disclosure. Each stated exemption must include a citation to supporting legal authority, including statutory authority or case law, to support exemption from the Public Records Act. Requested exemptions that do not meet the requirements of this section will not be considered.

Request for Qualifications Automotive Repair/Maintenance

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The County will use reasonable means to ensure that such information is safeguarded, but will not be held liable for inadvertent disclosure of the information. Proposals marked “Confidential” in their entirety will not be honored, and the County might not deny public disclosure of any portion of Proposals so marked.

By submitting a Proposal with portions identified in Attachment I as “Confidential,” Proposer represents that it has a good faith belief that such portions are exempt from disclosure under the California Public Records Act. Proposer may be requested to obtain legal protection from disclosure should a Public Records Act request be received. In the event the County does not disclose the information marked “Confidential,” Proposer agrees to reimburse the County for, and to indemnify, defend (with counsel approved by County) and hold harmless the County, its officers, employees, agents, and volunteers from and against any and all claims, damages, losses, liabilities, suits, judgments, fines, penalties, costs and expenses, including without limitation, attorneys’ fees, expenses and court costs of any nature arising from or relating to the County’s non-disclosure of any such designated portions of a Proposal.

K. Employment of Former County Officials Information must be provided in Attachment G regarding former County Administrative Officials (as defined below) who are employed by or represent Proposer. The information provided must include a list of former County Administrative Officials who terminated County employment within the last five years and who are now officers, principals, partners, associates or members of Proposer and should also include the employment and/or representative capacity and the dates these individuals began employment with or representation of Proposer. For purposes of this section, “County Administrative Official” is defined as a member of the Board of Supervisors or such member’s staff, Chief Executive Officer or member of such officer’s staff, County department or group head, assistant department or group head, or any employee in the Exempt Group, Management Unit or Safety Management Unit.

Failure to provide this information may result in the Proposal being deemed non-responsive.

L. Iran Contracting Act of 2010 In accordance with Public Contract Code section 2204(a), the Proposer certifies upon submission that the Proposer signing the Proposal is not identified on a list created pursuant to subdivision (b) of Public Contract Code section 2203 (https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement- Division-Resources-List-Folder/List-of-Ineligible-Businesses)as a person (as defined in Public Contract Code section 2202(e)) engaging in investment activities in Iran described in subdivision (a) of Public Contract Code section 2202.5, or as a person described in subdivision (b) of Public Contract Code section 2202.5, as applicable.

Proposers are cautioned that making a false certification may subject the Proposer to civil penalties, termination of an existing contract, and ineligibility to bid on a contract for a period of three (3) years in accordance with Public Contract Code section 2205. Proposer agrees that signing the Proposal shall constitute signature of this Certification.

M. Disclosure of Criminal and Civil Proceedings The County reserves the right to request the information described herein from the Proposer selected for Contract award. Failure to provide the information may result in a disqualification from the selection process and no award of Contract to the Proposer. The County also reserves the right to obtain the requested information by way of a background check performed by an investigative firm. The selected Proposer may also be asked to provide information to clarify initial responses. Negative information provided or discovered may result in disqualification from the selection process and no award of Contract.

The selected Proposer may be asked whether the firm, or any of its partners, principals, members, associates or key employees (as that term is defined herein), within the last ten years, has been indicted on or had charges brought against it or them (if still pending) or convicted of any crime or offense arising directly or indirectly from the conduct of the firm’s business, or whether the firm, or any of it partners, https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-Resources-List-Folder/List-of-Ineligible-Businesses https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-Resources-List-Folder/List-of-Ineligible-Businesses

Request for Qualifications Automotive Repair/Maintenance

Services principals, members, associates or key employees, has within the last ten years, been indicted on or had charges brought against it or them (if still pending) or convicted of any crime or offense involving financial misconduct or fraud. If the response is affirmative, the Proposer will be asked to describe any such indictments or charges (and the status thereof), convictions and the surrounding circumstances in detail.

In addition, the selected Proposer may also be asked to disclose whether the firm, or any of its partners, principals, members, associates or key employees, within the last ten years, has been the subject of legal proceedings as defined herein arising directly from the provision of services by the firm or those individuals. “Legal proceedings” means any civil actions filed in a court of competent jurisdiction, or any matters filed by an administrative or regulatory body with jurisdiction over the firm or the individuals. If the response is affirmative, the Proposer will be asked to describe any such legal proceedings (and the status and disposition thereof) and the surrounding circumstances in detail.

For purposes of this provision “key employees” includes any individuals providing direct service to the County. “Key employees” do not include clerical personnel providing service at the firm’s offices or locations.

N. Debarment and Suspension; California Secretary of State Business Entity Registration.

Proposer certifies in Attachment D that neither it nor its principals or subcontractors are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal department or agency. (See Attachment D and the following United States General Services Administration’s System for Award Management website https://www.sam.gov). Proposer also certifies in Attachment D that if it or any of the subcontractors listed in the Proposal are business entities that must be registered with the California Secretary of State, they are registered and in good standing with the Secretary of State.

O. Unsatisfactory Performance Proposer affirms that it has no record of unsatisfactory performance with the County in the twenty-four

(24) month period immediately preceding the date of issuance of this RFQ.

P. Final Authority The final authority to award a contract(s) as a result of this RFQ rests solely with the County Board of Supervisors, or as delegated by the Board of Supervisors.

Q. RESERVED

IV. SCOPE OF WORK

A. BACKGROUND INFORMATION

San Bernardino County encompasses 20,160 square miles, the largest county in the continental United States. Current population is over 2.2 million, the majority of which is located in the southwest portion of the County. In order to provide adequate service to its citizens, the County has offices located throughout its jurisdiction, often separated by extensive distances.

The County owns and maintains a vehicle fleet that includes various models of passenger cars and light trucks, as well as various medium to heavy-duty vehicles and equipment. These vehicles include approximately 650 patrol cars, 1,800 miscellaneous law enforcement vehicles, 1,900 general purpose fleet cars and light trucks, and 1,500 miscellaneous medium and heavy-duty vehicles at various locations throughout the County. Some of the vehicles in the County’s fleet are alternative/multi-fuel or diesel powered.

https://www.sam.gov/

Request for Qualifications Automotive Repair/Maintenance

Services

B. SERVICES

The successful Proposer(s) shall provide services in one or more of the following service categories:

• General Automotive Maintenance and Repairs (Diagnostic, Maintenance)

Smog Certifications including BAR-97 Brakes, Oil changes, Warranty recommended Maintenance Chassis & Suspension including alignments Engine Cooling System Service/Repairs Ford Factory Warranty Service/Repair

• Medium, Heavy-Duty Vehicles (10,001 lbs. or more) and Bus Equipment Repairs

• Transmission Service and Repairs (including replacement)

• Auto Collision, Paint and Body Repairs, including paintless dent removal (PDR)

• Glass Repair and Replacement Services

• Towing Services

• Car Washing Services

• Air conditioning system Service and Repair

• Refrigeration Repair Service and Repair

• RV Trailer Repair

• Specialty repairs to watercraft, recreational vehicles/command posts, jail transport buses, motorcycles or all-terrain vehicles.

South Coast Air Quality Management District (AQMD) Requirements (as applicable) – The Proposer is responsible for complying with all requirements regarding air quality guidelines in accordance with Local, Regional, State and Federal regulations.

• Locations of Services

The County is seeking services to be provided in the following zones:

ZONE 1: San Bernardino, Highland, Loma Linda, Redlands, Yucaipa and Mentone.

ZONE 2: Colton, Grand Terrace, Rialto, Bloomington and Fontana.

ZONE 3: Ontario, Rancho Cucamonga, Chino, Chino Hills, Upland and Montclair ZONE 4: Crestline, Twin Peaks, Lake Arrowhead, Big Bear and Wrightwood.

ZONE 5: Victorville, Hesperia, Apple Valley, Phelan, Adelanto and Barstow.

ZONE 6: Needles, Colorado River.

ZONE 7: Morongo Valley, Joshua Tree and Yucca Valley, 29 Palms

C. DESCRIPTION OF SERVICES

1. Service Requirements – Proposer shall complete repairs according to the following turnaround times:

i. The County requires same day service for routine maintenance such as oil/filter changes, tires and brakes.

ii. Proposers shall give priority service to Safety and Law Enforcement Department vehicles.

Priority service means 4-hour turn-around on all routine repairs including brakes, etc. and routine maintenance.

2. Estimate – The following applies to all service categories listed above. The Proposer shall evaluate the entire vehicle in accordance with industry and manufacturer Original Equipment Manufacturer (OEM) standards. Vehicle may be required to be road-tested as part of this evaluation unless it is non-operational or unsafe.

Perform a full vehicle diagnostic to determine any defects or repair issues with the vehicle.

Non-routine repairs must meet the estimate time period given as stated in by the estimate and

Request for Qualifications Automotive Repair/Maintenance

Services approved by the County department. For all law enforcement repairs, estimates must be sent to automotive@sbcsd.org for approval.

Prepare a written estimate upon completion of inspection process prior to the beginning of maintenance/repair/service. For all law enforcement repairs, estimates must be sent to automotive@sbcsd.org for approval.

1. This report shall provide an estimate of cost and time for recommended work. The estimate shall list parts, labor (hours and rate), sublet work (if applicable), any miscellaneous charges (with explanation), and tax. When quoting parts, only pricing from the following will be accepted minus quoted discount in this RFQ:

a. Chilton Flat Rate Manual

b. Motor Flat Rate Manual

c. Glen Mitchell Basic Flat Rate Manual

d. National Auto Glass Calculator

e. AllData

3. Required Approvals – The Proposer must obtain verbal authorization or approval from the County department providing the vehicle for repair before any work is started. The Proposer shall note on the written estimate the name, department and title of the person who authorized the repair along with the date and time approval was obtained. For all law enforcement repairs, estimates must be sent to automotive@sbcsd.org for approval. The County will not be responsible for any charges resulting from repairs made without proper approval.

i. Proposer must check all recommended repairs against each vehicle’s manufacturer’s warranty.

ii. Proposers must notify County personnel if any repairs under manufacturer warranty prior to work being performed.

1. If the Proposer repairs a vehicle that would have otherwise been covered under no cost warranty, the Proposer will be responsible for reimbursement of any and all repair charges back to the County.

4. Site of work to be performed – In most cases the Proposer shall furnish the facility and all necessary supervision, labor, tools, vehicle manuals and supplies required to provide the repairs and service to all vehicles. No work shall be performed at County facilities except mobile glass repair/ replacement/ tinting, car washing/detailing and repairs appropriately pre-authorized by the County.

The County reserves the right to full and complete inspection of the Proposer’s facilities at any time within the Proposer’s normal work hours and with twenty-four(24) hour notification.

5. Security of vehicles – The Proposer shall be responsible for vehicles accepted for repair.

Responsibility entails ensuring reasonable steps are taken to secure vehicles and contents from theft and vandalism.

The Proposer shall inspect all vehicles for traffic accident damage and for missing communications and/or emergency equipment. Proposer shall note all damage and missing equipment at the time of inspection and inform the County of such. The Proposer shall be held responsible for the repair and replacement of all damaged/missing equipment, unless it has been reported to the County.

Incidents of theft or vandalism to County vehicles in the Proposer’s care must be reported to the County immediately and the Proposer shall notify and report theft/vandalism to local law enforcement.

The Proposer may be held liable for the replacement/repair of vehicles damaged or missing equipment while under the control of the Proposer.

mailto:automotive@sbcsd.org mailto:automotive@sbcsd.org mailto:automotive@sbcsd.org

Request for Qualifications Automotive Repair/Maintenance

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6. Subcontracting of Repairs - The Proposer is responsible for the performance of subcontractors as well as arranging, managing and paying for the performance of subcontracted repairs. Proposer shall ensure that all subcontractors comply with County insurance requirements and have copies available for the County upon request.

7. Inspection of Work - The County shall have the right at all times to inspect or otherwise evaluate the work being performed and parts or equipment used by the Proposer. The County reserves the right to reject materials and workmanship, at County’s sole discretion, to be unacceptable. Proposer shall immediately remedy unacceptable workmanship at no expense to the County.

8. Monitoring/Auditing of Automotive Repairs - Proposers are advised that the County may, at its discretion, randomly audit and/or monitor repairs done to County vehicles. All maintenance and repairs will be subject to random monitoring within 30 days of completion of work.

9. Part - All parts must meet or exceed Original Equipment Manufacturer (OEM) manufacturer’s specifications. Quality name brand aftermarket parts are acceptable. The County reserves the right to determine whether a part or brand of part is equivalent to OEM specifications. No used parts will be installed, except that used/reconditioned parts are acceptable for body and/or interior work as long as they meet/exceed the requirements of the repair/maintenance being performed and approval has been obtained (in writing) from the County authorizing their use before being purchased/installed by the Proposer.

County reserves the option of providing to the Proposer any parts required to effect maintenance and/or repairs to County vehicles.

10. Rebuilt/Remanufactured Parts - Components may be sent to the Proposer for rebuilding or remanufacturing, without the entire vehicle being sent for repair or service. The County requires that Proposers shall adhere to all terms outlined in this section. In addition, the warranty for rebuilt/remanufactured parts shall be the same as for nay other repair and the period of warranty shall begin from the re-installation date of such parts into a vehicle. The County will provide Proposer with proof of installation upon such warranty claims.

11. Proposer Requirements for General Automotive Repair and Medium-Heavy Truck & Equipment Repair (in addition to the General Proposer Requirements):

a. Warranties – Repair work performed by the Proposer shall be warrantied at a minimum for the lesser of 90 days or 4,000 miles (1 year for heavy equipment) for defective parts or workmanship, unless parts have warranty coverage for longer periods. All repeat repairs that fall within the above warranty period shall be corrected by the Proposer at no additional cost to the County.

b. Road Test Vehicles – All vehicles that have been in the Proposer’s shop for repairs, including safety related repairs or adjustments such as brakes, steering, etc., must pass a road test before they are returned to the County. The nature of the test and the test results must be noted on the work order.

Road test personnel must have proper licensing, training and familiarization with operational characteristics of the vehicle.

12. Requirements for Transmission Repair (in addition to the General Proposer Requirements):

a. Warranties - Repair work performed by the Proposer shall be warrantied for the lesser of one (1) year or 12,000 miles for defective parts or workmanship, unless parts have warranty coverage for longer periods. All repeat repairs that fall within the above warranty period shall be corrected by the Proposer at no additional cost to the County.

Request for Qualifications Automotive Repair/Maintenance

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b. Road Test Vehicles - All vehicles that have been in the Proposer’s shop for repairs, including safety-related repairs or adjustments such as brakes, steering, etc., must pass a road test before they are returned to the County. The nature of the test and the test results must be noted on the work order. Road test personnel must have proper licensing, training, and familiarization with the operational characteristics of the vehicle.

13. Requirements for Smog Certification (in addition to the General Proposer Requirements):

a. Report of Testing – All County vehicles are under government BAR code numbers. The department will supply the correct number for each vehicle that will be tested at the time of the test. The Proposer shall supply a printout copy of the testing and certification upon request by County departments.

14. Requirements for Towing Services (in addition to the General Proposer Requirements):

a. The Proposer shall meet California Vehicle Code (CVC) requirement sand have all necessary California Transportations (Caltrans) permits for towing in the State of California.

b. The Proposer shall have and maintain a valid California Highway Patrol (CHP) Tow Service Agreement. Submit a copy with your proposal.

15. Requirements for Oil and Filter Changes:

a. Proposers providing oil and filter changes shall also check and top off any other fluids such as brake fluid, power steering fluid, transmission fluid, coolant and windshield washer fluid.

b. Proposers will perform a basic safety check including, but not limited to, checking and correcting tire pressure and that all lights (brake/stop, turn signal and headlamps) are operative. Check all under the hood items (Belts and Hoses). Proposer shall advise County if any lamps need replacement and proceed as directed by County staff.

16. Car Wash “Drive-up” Service –Washing services shall include vacuuming the interior, cleaning the dashboard and console, washing and drying the exterior, cleaning the tires/wheels, and cleaning the windows.

a. Safety and Law Enforcement vehicles shall have Priority service for wash and clean to include vehicle detailing. Detailing will be considered part of normal service. Priority service means waiting no longer than 15 minutes for service per vehicle.

b. Invoices shall accompany a completed and legible log, (FLTM 008 or FLTM 008B Car Wash Register and Statement of Change; provided by Fleet Management), each vehicle receiving such services will log the Date, Vehicle Number, License Plate Number, Department, authorized employee's County ID badge, printed employee's name and signature, and the total charge for each car wash.

17. Mobile on-site car washing – will perform same service and invoicing as above and meet all Federal and California EPA requirements at County location.

18. Requirements for Tire Repair (in addition to the General Proposer Requirements):

a. Proposers providing tire repairs must follow manufacture requirements for tire repair to retain the tires speed rating.

Request for Qualifications Automotive Repair/Maintenance

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b. Goodyear, Dunlop or Kelly-Springfield manufactured speed-rated/pursuit-rated tires must follow PSB#2003-06 Goodyear Service Bulletin guidelines for all Safety and Law enforcement vehicles.

V. PROPOSAL SUBMISSION

A. General

1. All interested and qualified Proposers are invited to submit a Proposal for consideration. Submission of a Proposal indicates that the Proposer has read and understands the entire RFQ, including all appendixes, attachments, exhibits, schedules, and addenda (as applicable) and that all concerns regarding the RFQ have been resolved.

2. Proposals must be received by the designated date and time. All Proposers must register with the ePro system prior to the date and time to receive the proposal or they will be disqualified.

Late or incomplete proposals will not be accepted. Electronic response must be submitted through the San Bernardino County Electronic Procurement Network (ePro) https://epro.sbcounty.gov/bso/view/login/login.xhtml. System-related issues in ePro shall be directed to the Purchasing Department at (909) 387-2060. For procurement questions involving ePro, please contact the RFQ Contact identified in Section I, Paragraph B - RFQ Contact.

3. The Proposer acknowledges that its electronic signature is legally binding. Submittals in ePro will be opened from the system’s encrypted lock box after the deadline and evaluated as stated in this RFQ.

4. RESERVED

5. Proposals must be submitted in the format described below. Proposals are to be prepared in such a way as to provide a straightforward, concise description of capabilities to satisfy the requirements of this RFQ.

6. Proposals must be completed in all respects as required in this section. A Proposal may not be considered if it is conditional or incomplete.

B. Proposal Format Responses to this RFQ must be in the form of a Proposal package, which must be submitted in the following format:

1. Presentation

Format the Proposal to fit on an 8-½ v 11 sheet of paper with margins of at least ¾ inches. Text should be single spaced and font size should be no smaller than 11 point. Each page, including attachments, must be clearly and consecutively numbered.

2. Cover Page Use Attachment A as the cover page.

This form must be fully completed and signed by an authorized officer of the Proposer.

3. Table of Contents All pages of the Proposal, including the enclosures, must be clearly and consecutively numbered and correspond to the Table of Contents.

4. Statement of Certification

Include the following on Attachment B:

a. A statement that the offer made in the Proposal is firm and binding for nine (9) months from the

Deadline for Proposals.

https://epro.sbcounty.gov/bso/view/login/login.xhtml

Request for Qualifications Automotive Repair/Maintenance

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b. A statement that all aspects of the Proposal, including cost, have been determined independently, without consultation with any other Proposer (competitor) for the purpose of restricting competition.

c. A statement that all declarations in the Proposal and attachments are true and that this shall constitute a warranty, the falsity of which will entitle the County to pursue any remedy by law.

d. A statement that the Proposer agrees that all aspects of the RFQ and the Proposal submitted shall be binding if the Proposal is selected and a Contract awarded.

e. A statement that the Proposer agrees to provide the County with any other information the County determines is necessary for an accurate determination of the Proposer’s ability to perform the Services as proposed.

f. A statement that the Proposer, if selected will comply with all applicable rules, laws and regulations.

g. A statement that the Proposer has reviewed the RFQ and General Contract Terms in their entirety and have no exceptions to any requirements, terms or conditions, except as noted in Attachment H.

5. Statement of Experience and Qualifications

Include the following in this section of the Proposal:

a. Business name of the Proposer and type of legal entity such as corporation, partnership, etc. If

Proposer is a business entity that must be registered with the California Secretary of State, Proposer shall provide the County the entity number assigned to it by the Secretary of State.

b. Number of years the Proposer has been in business under the present business name, as well as related prior business names.

c. Statement that the Proposer does not have any commitments or potential commitments that may impact the Proposer’s ability to perform the Contract, if awarded.

6. Licenses, Permits, and/or Certifications

Provide copies of all licenses, permits and/or certifications in Attachment C as required under Section X. TERMS AND CONDITIONS Paragraph A, 22.

7. RESERVED

8. RESERVED

9. RESERVED

10. RESERVED

11. Certification Regarding Debarment or Suspension Complete Attachment D

12. Cost/ Service Information Questionnaire/Vendor Information

Complete proposed pricing on Attachment E Complete the Service Information Questionnaire on Attachment F Complete the Vendor Information on Attachment G

13. References Provide three (3) references from other entities, preferably public agencies, of same or similar size as the County, with whom you have established a contract on a project of this nature. Provide Contact Name, Address, Phone Number, email, and dates Services were provided on Attachment H.

14. Former County Officials Complete Attachment I

Request for Qualifications Automotive Repair/Maintenance

Services

15. Exceptions to RFQ

Complete Attachment J.

16. Public Records Act Exemptions Complete Attachment K – Public Records Act Exemptions if applicable.

17. Indemnification and Insurance Requirements Affidavit

Submit evidence of ability to insure as stated in Section X, Paragraph B – Indemnification and Insurance Requirements. Proposer must complete and submit Attachment L – Indemnification and Insurance Requirements Affidavit, and ensure the form is complete, including the signature from Proposer’s insurance broker/agent.

18. Sample Contract Template Please check Yes or No on page 40 of this RFQ after you review the County standard terms and conditions on Attachment M – Sample Contract Template

VI. EVALUATION

Proposals will be subject to an Initial Review to confirm responsiveness, by determining whether each Proposal includes the stipulated content, preferred certifications or licensing, etc., and is presented in the required format, in order for the Proposal to advance for evaluation. Any reasonable person reviewing for responsiveness must be able to ascertain that the Proposal meets these requirements.

The minimum qualifications evaluation process includes the following categories, and may include additional specific criteria. Likewise, the listed considerations are possible considerations and may not be the only factors involved in the evaluation.

A. Mandatory Minimum Qualifications

a. Proposers shall have no record of unsatisfactory performance within the past three (3) years.

Proposers who are or have been seriously deficient in current or recent contract performance, in the absence of circumstances properly beyond the control of the Proposer, shall be presumed to be unable to meet this requirement.

b. Proposers seeking to be authorized to do business with the County must have been in business as an automotive repair/service vendor for a minimum of one (1) year prior to the due date of the RFQ.

c. Provide proof of registration with the State of California Bureau of Automotive Repair (BAR) and have a San Bernardino County Hazardous Waste Generator Permit. Out-of-state repair shops must supply proof of being a licensed repair shop within their state or with the State of California for work in that state.

A BAR License is not required for the following:

• A business that services only vehicles over 14,000 GVW.

• A business that performs only minor maintenance services to motor vehicles, i.e., upholstery, etc.

• A business that provides only towing/auto transport services.

• Machine shops that meet all of the following criteria:

i. Primary business is the wholesale supply of new or rebuilt automotive parts, and

ii. Solely engages in the remanufacturing of individual automotive parts without compensation for warranty adjustments, and

Request for Qualifications Automotive Repair/Maintenance

Services

iii. Does not engage in repairing or diagnosing malfunctions of motor vehicles or motorcycles

d. Completeness submission of the RFQ in the format requested and agree to the terms and conditions of this RFQ and the Attachment – M

The County may, at its sole discretion, create a shortlist of Proposals for further evaluation; require an oral interview, presentation, or demonstration; and utilize outside experts to assist in the evaluation process;

and/or issue a request for Best and Final Offer (BAFO) from one or more Proposers.

The County will establish an evaluation panel with responsibility for reviewing all Proposals and conducting the evaluation. A Facilitator will manage the integrity of the evaluation process and will not be a voting member of the evaluation panel. An initial meeting will be scheduled and held with the evaluation panel members, wherein the Facilitator will distribute all relevant information to the evaluators including the RFQ, evaluation criteria, and evaluation instructions.

After the initial meeting, evaluators will independently review and score the Proposals. The evaluation panel will then convene again to discuss the individual scores to resolve questions and to discuss the basis for individual scores, but not for the evaluators to agree upon scoring. At the end of this discussion, each evaluator will be given an option to revise his/her scores.

Evaluators will make independent determinations for scores, including review and understanding of any additional information obtained by the group discussion. In the event a score is revised, the evaluator will, document the new score, and provide comments to support the revision.

If clarifying information is needed at any point, the Facilitator will contact Proposer(s) to obtain the necessary information. The Facilitator will then provide the information to the evaluation panel electronically or verbally, as appropriate.

If the evaluation process includes components such as oral interviews, product demonstration, and/or site visits, the Facilitator will coordinate those with evaluators. Individual scoring and any subsequent evaluation panel meetings with respect to such components must be conducted.

Once all ratings are finalized and documented, the Facilitator will create a final evaluation scoring worksheet.

VII. NEGOTIATIONS AND NOTICE OF INTENT TO AWARD

The County may require the potential Proposer(s) selected to participate in negotiations. This may include cost, technical, or other clarifications needed to make a decision.

A. Contract Negotiation

After selection, negotiations may be conducted with the Proposer(s) of the highest-ranked Proposal(s).

Negotiations, if held, shall be within the scope of work in the request for Proposals. If the contract negotiations take place in San Bernardino County, California, the Proposer will be responsible for its travel and per diem expenses of its personnel.

B. Failure to Negotiate

If the selected Proposer:

1. Fails to provide the information required to begin negotiations in a timely manner; or

2. Fails to negotiate in good faith; or

3. Indicates it cannot perform the Contract within the budgeted funds available for the Services; or

4. If the Proposer and the County, after a good faith effort, simply cannot come to terms;

Request for Qualifications Automotive Repair/Maintenance

Services

Then the County may terminate negotiations with the Proposer initially selected and commence negotiations with the next highest rated Proposer.

C. Notice of Intent to Award (NOIA) – Proposer Notification of Selection

After the completion of Contract negotiations a written or electronic Notice of Intent to Award (NOIA) and denial letters (or a copy of the NOIA) will be issued to all Proposers. The issuance date of the NOIA is the date the NOIA was delivered by email or into the care of the United States Postal Service for delivery to the Proposer.

D. RESERVED

E. Award

A Contract will be awarded based on a competitive selection of Proposals received. The contents of the Proposal of the successful Proposer will become contractual obligations and failure to accept these obligations in a Contract may result in cancellation of the award.

VIII. APPEAL AND AWARD

In the event a dispute arises concerning the Proposal process prior to the award of the Contract, the Proposer raising the dispute shall submit a request for resolution in writing to the Purchasing Agent. Proposer may appeal the recommended award or denial of award (Protest), provided the Protest:

1. Is submitted in writing.

2. Is submitted within ten (10) calendar days of the issuance date of the NOIA.

A Protest can only be brought on the following grounds:

1. Failure of the County to follow the selection procedures and adhere to requirements specified in the RFQ or any addenda or amendments.

2. Violation of conflict of interest as provided by California Government Code Section 87100 et seq.

3. Violation of State or Federal law.

Protests will not be accepted for any other reasons than those stated above. All Protests must be sent to:

Stephenie Shea, Acting Director of Purchasing

Purchasing Department 777 E. Rialto Avenue San Bernardino, CA 92415-0760

Upon receipt of the formal Protest, the Purchasing Agent, or his/her designee, will attempt to resolve the Protest. A Protest shall be disallowed when, in the judgment of the Purchasing Agent it has been submitted:

(1) as a delay tactic; (2) for the purpose of posturing the Proposer advantageously for future procurement;

(3) in a form that deviates from the one prescribed; (4) without adequate factual basis or merit; or (5) in an untimely manner.

The Purchasing Agent shall make a decision concerning the appeal, and notify the Proposer submitting the Protest, within a reasonable timeframe prior to the tentatively scheduled date for awarding the Contract. The decision of the Purchasing Agent shall be deemed final.

Request for Qualifications Automotive Repair/Maintenance

Services

Alternatively, at the Purchasing Agent’s discretion, an Appeal Panel consisting of five (5) members appointed by the Purchasing Agent shall hear the Protest. The Proposer will be provided reasonable notice of the time, date and location of the hearing. In the event that a protesting Proposer does not appear at the Protest hearing as scheduled, the Protest will be disallowed.

The hearing is informal, in that it is not subject to the strict rules of evidence or procedure, and live witnesses, if any, will not be sworn. All relevant evidence is admissible, including hearsay. It will be up to the Appeal Panel members to consider the credibility of the evidence and the weight to give it.

The Panel will determine by at least three (3) affirmative votes: 1) whether the Protest was submitted timely;

2) whether the Protest is based on at least one of the three designated grounds identified above; and 3) whether the grounds on which the Protest are based have been substantiated.

If any of the grounds are determined to be valid, the Panel will also decide if the valid portion of the Protest has so tainted the RFQ process that it is unfair to the Proposer or whether the valid grounds for the Protest are in the nature of harmless error and that the RFQ process was fair to the Proposer. The Panel will not re-evaluate the Proposals.

The Purchasing Agent shall notify the Proposer making the Protest of the decision, within a reasonable timeframe prior to the tentatively scheduled date for awarding the Contract. The decision of the Appeal Panel shall be deemed final. If the Contract must be approved by the Board, after receiving a decision from the Purchasing Agent or Appeal Panel, the Proposer may then present its Protest to the Clerk of the Board of Supervisors for the Board’s review and decision. The Proposer must file its written Protest with the Clerk of the Board or provide a verbal Protest (typically limited to three minutes) prior to the Board making a decision on the Contract. Any decision of the Board shall be deemed final.

A Proposer protesting the results of any of the processes described herein must follow the procedures set forth. By submitting a “Letter of Intent to Protest”, the Proposer has agreed that the protest procedures herein shall precede any action in a judicial or quasi-judicial tribunal regarding this Proposal. Protests that do not follow these procedures shall not be considered.