Automotive_Vehicle_Body_Refinishing_and_Repair_Services_(Addendum_#1_Revision).pdf

CITY OF TUCSON

REQUEST FOR PROPOSAL

250084

AUTOMOTIVE VEHICLE BODY REFINISHING AND REPAIR

SERVICES

Due Date: Thursday, September 4, 2025

City of Tucson

255 W Alameda St

Tucson, AZ 85701

Procurement portal https://secure.procurenow.com/portal/tucson-az

Public Portal https://secure.procurenow.com/portal/tucson-az/projects/138364

PUBLISH DATE: July 29, 2025 https://secure.procurenow.com/portal/%7Bproject.government.code%7D https://secure.procurenow.com/portal/%7Bproject.government.code%7D/projects/%7Bproject.id%7D https://secure.procurenow.com/portal/%7Bproject.government.code%7D/projects/%7Bproject.id%7D

CITY OF TUCSON REQUEST FOR PROPOSAL NO. 250084

BUSINESS SERVICES DEPARTMENT Page 2 of 41 SHARED SERVICES PROCUREMENT DIVISION RESPONSIBLE CONTRACT OFFICER: Maria Hartke

255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701 PH: (520) 837-3826

Attachments:

A - Offer and Acceptance E - 250084, Price Page

BUSINESS SERVICES DEPARTMENT Page 3 of 41

A. NOTICE

A.1. CITY OF TUCSON

NOTICE OF REQUEST FOR PROPOSAL NO 250084

TITLE: Automotive Vehicle Body Refinishing and Repair Services

SUBMITTAL DUE DATE: Thursday, September 4, 2025 AT 2:00 P.M. LOCAL AZ TIME

PRE-SUBMITTAL CONFERENCE DATE: Wednesday, August 13, 2025

TIME: 1:00 pm LOCAL AZ TIME

LOCATION: Microsoft Team Meeting

QUESTIONS SHALL BE DIRECTED TO: Maria Hartke

(520) 837-3826 maria.hartke@tucsonaz.gov

Posted Date: Tuesday, July 29, 2025

Competitive sealed offers for the material or service specified in this solicitation must be submitted through the City’s online bidding system. No late submitted offer will be accepted or considered.

Reponses submitted in physical form or by facsimile or email will not be considered. Offerors are cautioned to commence the submittal process sufficiently ahead of time to allow for unanticipated delays resulting from things like a slow internet connection, internet outage, difficulty uploading large documents, differing system requirements, etc.

Questions about this solicitation must be addressed to the responsible Contract Officer listed herein.

https://teams.microsoft.com/l/meetup-join/19%3ameeting_MDgyZDc2ZTAtZTU4MC00NjFhLWIzNWEtM2VkYjhlN2E4Njg4%40thread.v2/0?context=%7b%22Tid%22%3a%22d21e59ec-c208-43eb-aaf1-cf06d9a196e0%22%2c%22Oid%22%3a%2224b9bb39-f6c7-41f9-9402-0195e9ef849d%22%7d

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B. INTRODUCTION

B.1. Summary

The City of Tucson is seeking sealed proposals from qualified automotive body repair firms to establish an annual requirements contract for Automotive Vehicle Body Repair and Refinishing Services per the Scope of Work contained in this proposal. The City utilizes the Mitchell Estimating System. The City intends to make multiple non-positional awards, whereby the awarded Contractor(s) will have the opportunity to provide quotes on specific body repair and refinishing work when required by Fleet Services. When specific repair and/or refinishing jobs are required, the City's Fleet Services will provide completed repair/refinishing estimate to the awarded Contractor(s) and request a price quote. The request will also include a delivery deadline. Fleet Services will evaluate the responses and award the specific job to the Contractor whose quote is most advantageous to Fleet Services with respect to price and delivery time. Estimated contract spend is estimated at over $750K for the life of the contract term.

NOTE: Automotive exterior paint re-conditioning services is not included in this solicitation, rather paint re-conditioning service is provided under a separate contract.

The City of Tucson's Fleet includes approximately 1800 vehicles which include the following vehicle classes:

• Class 1 & 2: Types of vehicles to be serviced under the resulting contract will include, but are not limited to, sedans, vans, SUV's and pick-up trucks through one-ton models (class 1 & 2 vehicles).

• Class 3, 4 and 5: The resulting contract will also cover utility body trucks through classes 3, 4 & 5 that are similar in construction to their class 1 & 2 counterparts. Utility body manufacturers include Stahl, Koenig, and Knapheide.

B.2. Contact Information

Maria Hartke Contract Officer Email: maria.hartke@tucsonaz.gov Phone: (520) 837-3826 Department:

General Services

B.3. Timeline mailto:maria.hartke@tucsonaz.gov tel:(520)837-3826

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Release Project Date July 29, 2025

Pre-Proposal Meeting (Non- Mandatory)

August 13, 2025, 1:00pm

Microsoft Teams

Question Submission Deadline August 21, 2025, 2:00pm

Proposal Submission Deadline September 4, 2025, 2:00pm

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C. SCOPE OF WORK

C.1. Technical Requirements

A. Contractor must be in the primary business of automotive collision repairs and demonstrate a thorough knowledge of proper collision repairs.

B. Contractor's personnel must be equipped and experienced to work on sheet metal, fiberglass, aluminum and automotive plastics, corrosion resistance restoration standards, conventional frame correction, unibody correction with multiple pulling device, sectioning of structural members (in accordance with ICAR and manufacturer's guidelines).

C. Contractor's personnel shall provide the City a detailed written estimate of vehicle damage repair costs or refinishing charges for approval prior to commencing repair work. Cost estimates must include an estimate (in days) of the actual time required to perform the repairs or refinishing. The estimated time required to perform repairs may be a factor in the award of individual jobs.

D. It is the expectation of the City that vehicles will be repaired to pre-accident condition and to original equipment manufacturer's specifications. Aftermarket or used parts may be acceptable only upon prior written approval from the Fleet Services Contract Representative. Depending upon availability and at the Contractor's request, the City may provide salvage parts for repairs. The Contractor will not be responsible to warrant such parts, just the labor performed.

If City supplied salvage parts are utilized, the Contractor must note this on the estimate and not include the cost of the part on the estimate.

E. Contractor personnel shall be responsible to inspect for hidden damage not visible until the vehicle is dismantled. Upon discovery, Contractor shall notify City personnel of hidden damage found and request repair approval. Contractor must have the capability of emailing digital pictures when hidden damage is found. The City will not pay for any repairs performed to vehicles without prior authorization. For any hidden damage found, the Contractor shall submit a supplement to the original estimate for review and approval by the City prior to performing the repairs.

F. Contractor shall guarantee fit and appearance when after-market parts are used.

G. Contractor must have a paint spray booth large enough to accommodate equipment painting needs which meets all EPA standards and regulations in addition to all other Federal, State and Local regulatory and permitting requirements. All body shops shall be licensed with State of Arizona Environmental Protection Agency (EPA) and adhere to all regulations regarding disposal of hazardous materials.

H. When Contractor performs spot painting repairs, the Contractor must assure paint match. If blending is needed to assure paint match, cost of blending shall be included in the estimate.

The City shall have final approval of paint match.

I. Body shops will be required to provide the following information, as requested:

1. Frame specification readings

2. Alignment specifications

BUSINESS SERVICES DEPARTMENT Page 7 of 41

3. Parts invoices

4. Any and all pertinent materials requested by the City of Tucson

C.2. Painting Requirements

All painting shall be accomplished in accordance with the paint or vehicle manufacturer's specifications.

The Contractor shall maintain current and accurate samples of manufacturer's paint specifications. The specifications outlined in this section depict the level of detail that is expected by the City of Tucson;

however, if the specifications outlined within this section conflict with the manufacturer's specifications, the Offeror shall take exception to the specifications listed and detail their painting process and warranty.

Spot Painting

A. New Panel Preparation

1. Pre-washed panel with commercial quality wax, grease, and silicone remover.

2. Sand entire panel using abrasive paper as required by paint manufacturer's specifications.

3. Apply a commercial quality automotive sanding primer to the entire panel.

4. Sand entire panel as necessary to ensure a smooth, uniform finish for final painting, leaving no scratches or blemishes, which would be visible after final painting. Sanding shall be performed with abrasive paper as required by paint manufacturer specifications.

5. For vehicles which are finished with metallic paint, Contractor shall apply a commercial quality automotive non-sanding sealer to the entire panel, after all sanding is completed.

6. New plastic panels are to be washed with an OEM solvent to ensure proper paint adhesion occurs.

7. Apply paint to the vehicle using the number of coats as recommended by the paint manufacturer.

B. Repaired Panel Preparation

1. Apply a commercial quality automotive sanding primer to all repaired areas, and apply spot putty to blemishes in the repaired areas as necessary to ensure a smooth, uniform finish between repaired and un-repaired areas for final painting.

2. Sand all repaired areas using abrasive paper as required by paint manufacture's specifications.

3. Re-prime repaired areas as necessary, using commercial quality automotive sanding primer. Sand entire panel as necessary to ensure a smooth, uniform finish between repaired and unrepaired areas for final painting, leaving no scratches or blemishes which would be visible after final painting. Sanding shall be performed with abrasive paper as required by paint manufacturer's specifications.

4. For vehicles which are finished with metallic paint, Contractor shall apply a commercial quality automotive non-sanding sealer to the entire panel, after all sanding is completed.

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5. Apply paint to the vehicle. The number of coats as recommended by the paint manufacturer shall be applied.

6. Apply clear coat if noted as OEM on the vehicle identification plate. The number of coats as recommended by the manufacturer shall be applied. Three-coat minimum is required.

Complete Paint Job

A. Vehicle Preparation

1. Pre-wash vehicle with a commercial quality wax, grease, and silicone remover.

2. Sand entire vehicle using abrasive paper as required by paint manufacturer's specifications.

3. Apply a commercial quality automotive sanding primer to the entire vehicle as needed.

A sealer is to be applied to the whole vehicle.

4. Sand entire vehicle as necessary to ensure a smooth, uniform finish for final painting, leaving no scratches or blemishes, which would be visible after final paining. Sanding shall be performed as required by paint manufacturer's specifications.

5. For vehicles which are finished with metallic paint, Contractor shall apply a commercial quality automotive non-sanding sealer to the entire panel, after all sanding is completed.

6. Apply paint to the vehicle using the number of coats as recommended by the paint manufacturer. A minimum of two (2) coats is required for non-metallic and three (3) coats are required for metallic.

7. Apply clear coat if noted as OEM on the vehicle identification plate. The number of coats as recommended by the manufacturer shall be applied.

B. Material (Print)

1. A commercial-quality acrylic enamel paint with catalyst shall be used for both spot painting and complete paint jobs. Synthetic enamel paints shall not be used. Offeror shall state the brand(s) and type(s) of paint and primer/sealer to be used in their proposal.

2. The City will not pay additional charges for use of higher-quality paints (e.g. polyurethane, etc.) unless the use of such paints and any corresponding additional charges have been approved in advance, in writing, by the City's Fleet Control Supervisor or their designee.

Unless otherwise stated, the paint shall be according to Original Equipment Manufacturer (OEM) specifications.

3. Material cost for complete vehicle painting will be based on the estimated labor hours required for preparing repaired areas on the vehicle, if any, for final primer; the cost for the final coat of primer and all paint on these jobs will be included in the overall cost quoted on the Price Page.

4. When a clear coat is required or recommended, the Contractor shall make a notation and include the cost as a separate item on the estimate. The Contractor shall apply clear coat to the vehicle as indicated on the estimate unless the City gives specific written direction not to clear coat the vehicle.

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C.3. General Requirements

A. Movement of Vehicles: The City may be responsible for delivering vehicles to the Contractor's facility for repair, if located within the Tucson Metro area. The Contractor may offer to pick-up and deliver vehicles to the City at no additional cost to the City. The Contractor will coordinate with the City's designated personnel for the pick-up and/or return of the repaired vehicle. The Contractor shall maintain a secured facility for storage of City owned vehicles and at a minimum the facility shall be fenced, gated and locked.

B. Priority of Repairs: Contractor shall recognize priority requirements for City vehicles.

Estimates provided to the City shall include an approximate time frame for repairs and paint.

Contractor shall adhere to the time frame and must notify the City of any delay. Contractor's ability to adhere to stated time frames will be monitored. Extensive or repeated delays could result in Contractor being excluded from additional work until factors causing the delays are resolved. Contractor shall comply with the timelines prescribed in the Body Estimate Flowchart shown at the end of the Scope of Work section.

1. If repairs have begun and exceed the agreed upon time frame, Fleet Services reserves the right to stop work and remove the vehicle from the site location. If the City removes the vehicle prior to completion, City will compensate vendor for work which is completed prior to removal.

C. Maintenance Facilities: The services specified in this solicitation are dependent upon the availability of prompt professional automotive body repair service. Offeror is required to have an existing repair/maintenance facility with trained technicians experienced in providing quality service and sufficient parts inventory to meet the requirements outlined in the Scope of Work.

D. Maintenance Facility Inspection: The City reserves the right to inspect Contractor's facilities before final award and throughout the term of the contract for quality control.

Additionally, the City reserves the right to visit the Contractor's facility at any time after the award to determine compliance with the City's requirements and/or contract. Any visit shall be during normal business hours.

E. Key Personnel: It is essential that the Contractor provide adequate experienced personnel, capable of and devoted to the successful accomplishment of work to be performed under this Contract.

1. The Contractor must agree to assign specific individuals to the key positions.

2. The Contractor agrees that, once assigned to work under this Contract, key personnel shall not be removed or replaced without written notice to and subsequent concurrence by the City.

3. If key personnel are not available for work under this Contract for a continuous period exceeding thirty calendar days, or are expected to devote substantially less effort to the work than initially anticipated, the Contractor shall immediately notify the City, and shall, subject to the concurrence of the City, replace such personnel with personnel of substantially equal ability and qualifications.

F. Invoice Documentation: Contractor shall include the following invoice documentation when submitting invoices for payment to Fleet Control. Failure to submit the required invoice documentation may delay payment.

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1. Approved Estimate of Repair

2. Signed Work Order Receipt

G. Invoicing: The purchase order number and work order number shall be included on all invoices and related documents. The City will pay the Contractor following submission of itemized invoice(s) for the goods and/or services rendered. No payment shall be issued prior to receipt of material or service and a complete and correct invoice.

1. Invoices for Labor/Repair/Parts shall be emailed within one (1) business day, after the completion of repairs, to Fleet Control's email address: fleetcontrol@tucsonaz.gov

2. Failure to provide invoices within the specified time frame may delay invoice approval and processing.

3. Labor/Repair invoices shall include all applicable charges for items used, (i.e. freight and miscellaneous charges).

4. Invoices for Labor/Repair must show the number of labor hours, the labor rate and a complete breakdown of parts and/or material used with the parts and/or material prices.

Prices for parts and/or material used must be in accordance with the Labor Rates as listed on the Price Page.

5. The City shall make every effort to process payment for the purchase of materials or services with twenty-one (21) calendar days after receipt of materials or services and a correct invoice.

6. Vendor shall also submit invoices as follows:

a. Purchase Order Number shall be listed on all invoices and related documents.

b. Contract Number

c. Name and address of the Vendor

d. Vendor's remittance address

e. Vendor's representative to contact concerning billing questions

f. Contractual payment terms

g. Applicable taxes

h. Description of Line Item

i. Unit Price Per Item

j. Rebate Amount, if applicable

k. A copy of the invoice submitted shall be emailed to the Contract Representative and

l. Accounts Payable.

H. Estimated Quantities: Estimated quantities listed are estimates only and the City reserves the right to increase or decrease amounts as circumstances may require.

I. Warranty: All parts shall be guaranteed against defects in workmanship. Adjustments for part failures shall be made on a one for one basis. Warranty shall also guarantee accepted trade standards of quality, fitness for the intended uses, and conformance to promises or mailto:fleetcontrol@tucsonaz.gov

BUSINESS SERVICES DEPARTMENT Page 11 of 41 specified specifications. No other express or implied warranty shall eliminate the contractor's liability as stated herein.

J. Usage Report: The Contractor shall provide an electronic copy of a usage report to the Business Services Department. The report shall be sent after eleven (11) months of the Contract term or earlier upon request. The report shall provide complete information on the quantity, description and total sales of items purchased under this Contract for the most recent contract period.

K. Defective Product: All defective products shall be replaced or credited by the Contractor. The cost of transportation, unpacking, inspection, repacking, reshipping or other like expenses shall be paid by the Contractor. All replacement products or credits must be received by the City within ten (10) days of initial notification.

C.4. Body Estimated Flow Chart

NOTE 1: Contracted vendors shall have two (2) business days to provide estimate to Fleet Control. If after two (2) business days, vendor does not provide an estimate then Fleet Control will contact the vendor again and provide an additional one (1) business day to provide an estimate. If after three (3) business days, a contractor vendor does not provide an estimate, then the contractor vendor will not be considered for the job.

NOTE 2: All vendor supplements shall be approved by Fleet Control.

NOTE 3: All estimate notes, including but not limited to "OEM parts only" and "Used Part provided by Fleet Services", shall be reflected on all estimates for the vehicle.

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D. INSTRUCTIONS TO OFFERORS

D.1. DEFINITION OF KEY WORDS USED IN THE SOLICITATION

For purposes of this solicitation and any subsequent contract, the following terms have the meanings set forth below:

City:The City of Tucson, Arizona

Contract:The legal agreement(s) executed between City and the Successful Offeror(s). The Contract will be deemed to include all the conditions and requirements set forth in this solicitation and any Addenda to the solicitation, all the Special Terms and Conditions and Standard Terms and Conditions, and all the terms of the Offer submitted by Offeror as finally negotiated and accepted by the City.

Contractor/Consultant:A Successful Offeror that enters into a Contract with the City.

Contract Representative:The City employee or employees who have been designated to act as the City contact for this solicitation process and who are responsible for monitoring and overseeing the Contractor's performance under the Contract.

Business Services Director:The contracting authority for the City, authorized to sign contracts and addenda thereto on behalf of the City.

May: Indicates something that is not mandatory but permissible.

May not:The indicated party is prohibited from taking the action.

Must: The action or condition is required.

Offer:Any proposal, statement of qualifications, bid, or other submission provided by an Offeror in response to this Solicitation.

Offeror: Each individual or entity that submits an Offer in response to this solicitation.

Successful Offeror: An Offeror who received a Notice of Award or a Notice of Intent to Award from the City.

Will:The indicated party is promising to take the action or abide by the condition.

D.2. PRE-SUBMITTAL MEETING

A Pre-Submittal Meeting will be held at the date and time stated on the cover page of this solicitation, if such a date and time is provided. Attendance at this meeting is not mandatory, but written minutes and/or notes regarding the meeting will NOT be provided, so attendance is encouraged. The purpose of this meeting will be to clarify the contents of this solicitation in order to prevent any misunderstanding of the City's position.

D.3. INQUIRIES

Any questions about this solicitation or the proposed Contract must be presented at the Pre-Submittal Meeting, if there is one (see above), or submitted in writing, via email, or through the online bidding system, to the Contract Officer by the Question Submission Deadline. The email must refer to the solicitation number and the paragraph number of the provision that the question concerns. The Contract

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Officer may respond by email or may, if they deem it appropriate, address the question in a solicitation addendum or response through the question and answer portal in the online bidding system. Offeror may not rely on oral interpretations or clarifications about the solicitation; only questions answered in an email by the Contract Officer, posted through the online bidding system, or posted as a formal solicitation addendum will be binding.

D.4. ADDENDUM OF SOLICITATION

Solicitation Addenda will be posted on the City’s link to the online bidding website. Offeror is responsible for checking the webpage regularly for new solicitation addenda and must acknowledge each addendum to this solicitation in its submittal. Please note that vendors who have registered with the Business Services Department at https://procurement.opengov.com/portal/tucson-az and follow the City of Tucson will receive email notifications of solicitation addenda.

D.5. UNDERSTANDING SCOPE OF WORK

Before submitting an Offer to this solicitation, Offeror must familiarize itself with the Scope of Work, laws, regulations, physical conditions, and other factors affecting the obligations – including the expense and difficulty of fulfilling those obligations – that Offeror will have under the Contract if awarded to Offeror. No adjustment to the financial or other terms of the Contract will be justified by Offeror’s failure to fully understand or appreciate the Contract requirements or other factors affecting Contract performance.

D.6. PREPARATION OF OFFER

A. Form and Organization. If Offer forms are included in this Solicitation, Offeror’s Submittal must be on those forms. Supporting documentation must be arranged in a manner that follows and clearly refers to corresponding sections of the solicitation. Offeror may copy the submittal forms in order to complete them electronically but may not alter or rearrange them or change any paragraph designations.

B. Confidential Information. Any information in its submittal that Offeror wishes to be treated as confidential must be clearly marked “CONFIDENTIAL.”

C. Offer Contents. Offeror’s submittal must contain responses to all sections of this solicitation, any Offer forms provided must be completed and any requested supporting documentation must be attached.

D. Signatures. Offeror must include in their submittal signed copies of the Offer and Acceptance page. Any cover letter accompanying the proposal documents must be signed. Offeror must initial each erasure, interlineation or other modification in the submittal. The person signing and initialing on behalf of Offeror must be a person authorized to legally bind Offeror.

E. Prices. Where a unit price is provided it will govern over any erroneous extension of the price.

F. Time Periods. Periods of time, stated as a number of days, will be calendar days unless specifically stated otherwise.

G. Accuracy. Mistakes in preparation of its submittal confers on Offeror no right to modify or withdraw its submittal after the Submittal Deadline.

https://procurement.opengov.com/portal/tucson-az

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H. Cost of Preparation. The City will not reimburse Offeror for the cost of developing, presenting, submitting or providing any response to this solicitation.

I. Subcontractors. Offeror must, in their submittal, list any subcontractors that it will utilize in the performance of the Contract if they are awarded the Contract and must describe their qualifications in detail.

J. Incomplete Information. Failure to include all requested information may have a negative impact on the evaluation of Offeror’s submittal.

D.7. PAYMENT DISCOUNTS

Payment discount periods shall be computed from the date of receipt of the material/service or correct invoice, whichever is later, to the date City’s payment warrant is mailed. Unless freight and other charges are itemized, any discount provided shall be taken on full amount of invoice. Payment discounts of twenty-one calendar days or more shall be deducted from the proposed price in determining the price points. However, the City shall be entitled to take advantage of any payment discount offered by a vendor provided payment is made within the discount period. The payment discount shall apply to all purchases and to all payment methods.

D.8. TAXES

The City is exempt from federal excise tax, including the federal transportation tax, but is not exempt from any other taxes, including state and local sales and excise taxes.

D.9. EXCEPTIONS TO CONTRACT PROVISIONS

By submitting an offer in response to this solicitation, Offeror is offering to enter into the Contract with the City. If Offeror wishes to modify any Contract terms and conditions, Offeror must, in its Offer, clearly identify the changes it is requesting. No requested modification will be deemed accepted by the City unless and until the City’s Business Services Director or their designee expressly accepts it in writing.

D.10. PUBLIC RECORD

Any documents submitted by Offeror in response to this solicitation will become the property of the City.

Except as set forth below with respect to Confidential Information, the Submittal will be deemed to be a public record available for review by the public after the award notification.

D.11. CONFIDENTIAL INFORMATION

The City is obligated to abide by the Arizona Public Records Law, A.R.S. §§ 39-101 through 39-161. If Offeror believes that any portion of its Offer, specification, protest or correspondence contains information that is confidential and subject to being withheld from disclosure in the event that the City receives a public records request to which the record is responsive, Offeror must, when the record is submitted, provide the Contract Officer written notification of that fact. The records or portions of records that Offeror wishes to be treated as confidential must also be clearly marked “CONFIDENTIAL” on their face. Pricing will not be treated as confidential.

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If the City, after award notification, receives a public-records request the scope of which includes a document submitted by Offeror and marked "CONFIDENTIAL", the Contract Officer will make a written determination regarding whether the document will be provided to the requestor. If the Contract Officer determines that the document should be released, City will notify Offeror in writing. Unless Offeror, within 10 days after the date of that notice, obtains and provides to City an order from a court of competent jurisdiction prohibiting the City from releasing the documents, the City may release the documents without any liability to Offeror.

D.12. WHEN AND HOW TO SUBMIT OFFERS

In order to be considered, Offeror must, no later than the Offer Submittal Deadline, submit its Offer electronically through the City’s online bidding system:

https://procurement.opengov.com/portal/tucson-az

NOTE: THE ENTIRE OFFER MUST BE IN "“SUBMITTED"” STATUS IN THE CITY’S ONLINE

BIDDING SYSTEM IN ORDER TO BE CONSIDERED. RESPONSES THAT HAVE BEEN CREATED

IN THE SYSTEM, BUT THAT ARE NOT IN "“SUBMITTED"” STATUS BY THE OFFER SUBMITTAL

DEADLINE WILL NOT BE CONSIDERED.

D.13. CERTIFICATION OF NONCOLLUSION; CONFLICTS OF INTEREST

Offeror will not communicate, orally or in writing, with any member of the Mayor and Council, or with any City staff outside the Procurement Division of the Business Services Department, regarding this Solicitation. By submitting an Offer, Offeror warrants that:

A. Preparation and submission of the submittal did not involve collusion or other anti-competitive practices.

B. Offeror has not given, offered to give, nor intends to give at any time hereafter, any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, meal or service to a public servant in connection with this solicitation.

C. No person has been employed or retained to solicit or secure a Contract under this solicitation upon a promise of a commission, percentage, brokerage, or contingent fee.

D. No employee of the City involved in this Solicitation process, or any family member of such an employee, has any substantial financial interest in Offeror’s firm. No member of the City of Tucson Mayor and Council who has, or whose family member has, any substantial financial interest in Offeror’s firm will participate in any action taken by the Mayor and Council with respect to this Contract. The terms “relative” and “substantial interest” have the meanings assigned in A.R.S. § 38-502

The City may disqualify Offeror from further participation in the solicitation process if the City determines that any City employee or official involved in this Solicitation process has an actual or apparent conflict of interest or if Offeror has engaged in any collusion or anti-competitive practices.

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D.14. WITHDRAWAL OF OFFER; BINDING OFFER

By submitting an Offer in response to this Solicitation, Offeror is offering to enter into the Contract with the City. Offeror may withdraw a submitted Offer at any time prior to the Offer Submittal Deadline.

Telephonic or oral withdrawals are not effective.

Offeror cannot withdraw an Offer that is in “submitted” status as of the Offer Submittal Deadline unless the Director of the Business Services Department consents in writing to the withdrawal. The Offer will be irrevocable for 90 days after the Offer Submittal Deadline.

D.15. DISCUSSIONS

The City may, at its discretion, conduct discussions with Offeror for the purpose of eliminating minor irregularities, informalities, or apparent clerical mistakes in Offeror’s submittal in order to clarify the offer and assure full understanding of, and responsiveness to, solicitation requirements.

D.16. VENDOR REGISTRATION; BUSINESS LICENSE

In order to be eligible for award of a Contract, Offeror must:

A. Register with the City’s Business Services Department. Registration can be completed at https://procurement.opengov.com/portal/tucson-az

B. Obtain a City of Tucson Business License or a written determination from the City's Business License Section that a license is not required. For questions contact the City's Business License Section at

(520) 791-4566 or email at license@tucsonaz.gov mailto:license@tucsonaz.gov

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E. OFFER EVALUATION AND CONTRACT AWARD

E.1. PROPOSAL EVALUATION CRITERIA – (listed in relative order of importance)

A. Method of Approach

B. Qualifications & Experience

C. Price Proposal

E.2. INTERVIEWS

The City may interview some or all of the offerors at any point during the evaluation process. If interviews are conducted, information provided during the interview process will be taken into consideration in the evaluation process. The City will not reimburse the Offeror for any costs Offeror incurs during its participation in the interview process.

E.3. ADDITIONAL INVESTIGATIONS

The City may undertake any additional investigations it deems appropriate to evaluate the competence and financial stability of any offeror.

E.4. OTHER INFORMATION

Information that evaluation committee members have about an offeror beyond what is provided in the offeror’s Offer may be taken into consideration during the evaluation process.

E.5. PRICE

A. Tax Offset Policy. If applicable under Section 28-18(6) or Section 28-17(7)(d) of the Tucson Procurement Code, the City will include the amount of all business privilege taxes other than the City’s in evaluating the pricing component of each Offer.

B. Payment Discounts. Any discounts offered by Offeror for payments made within 21 calendar days or more will be deducted from the proposed price in evaluating an offeror’s pricing.

However, the City may take advantage of any early- or timely-payment discounts offered by a vendor. Any proposed payment discount will apply to all purchases and to all payment methods

E.6. CITY’S RIGHT TO WAIVE DEFECTS OR REJECT OFFERS

Notwithstanding any other provision of this solicitation, the City may:

A. Waive any immaterial defect or informality; or

B. Reject any or all submittals, or portions thereof; or

C. Reissue the solicitation.

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E.7. CONTRACT NEGOTIATIONS

At the City’s discretion, it may negotiate with one or more responsible offerors to agree upon the final conditions, terms and price of the Contract. In doing so, the City will treat offerors fairly and will not disclose to any offeror information from responses submitted by other offerors. Exclusive or concurrent negotiations do not constitute a contract award and do not confer any rights to the offerors participating in such negotiations. In the event the City deems that negotiations are not progressing, the City may formally terminate these negotiations and may enter into concurrent or exclusive negotiations with the next most qualified firm(s).

E.8. AWARD OF CONTRACT

A Contract is created when, and only when, it is formally awarded, which occurs when the Business Services Director and the City Attorney sign the Offer and Acceptance page of the Successful Offeror’s submittal. When a Contract is awarded, the City will send the Contractor a Notice of Award.

The City may first issue a Notice of Intent to Award to the Successful Offeror(s). Offeror, if it receives a Notice of Intent to Award from the City, must sign and file with the City, within ten (10) days after receipt of the Notice, all documents necessary for execution of the Contract. A Notice of Intent to Award does not create a contract. Only a subsequent formal award, as described above, creates a Contract.

E.9. MULTIPLE AWARDS

The City, at its sole discretion, may award multiple Contracts.

E.10. SUBMITTAL RESULTS

After the City issues a Notice of Award, the City will post the name(s) of the Successful Offeror(s) on the Business Services Department’s Internet site at https://procurement.opengov.com/portalucson-az/contracts

E.11. PROTESTS

Any interested party, may, in accordance with Article IX of the Tucson Procurement Code, protest either this solicitation or the award of a Contract under this solicitation. A protest based on alleged improprieties in this solicitation must be filed no later than five (5) working days before the Proposal Submittal Deadline. A protest of a proposed or actual award must be filed no later than ten (10) calendar days after the City issues a Notice of Intent to Award or, if no Notice of Intent to Award is issued, after the City issues a Notice of Award.

A protest must be made in writing and filed with the Contract Officer. It must include:

A. The name, address, and telephone number of the protestant;

B. The signature of the protestant or its representative;

C. The solicitation or Contract number;

D. A detailed statement of the legal and factual grounds for the protest along with copies of all relevant documents; and https://procurement.opengov.com/portalucson-az/contracts https://procurement.opengov.com/portalucson-az/contracts

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E. The form of relief requested.

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F. EVALUATION PHASES

No. Evaluation Criteria Scoring Method Weight (Points)

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1. Method of Approach

A. Offeror must provide a detailed written response that describes how they intend to meet the requirements of this solicitation as written in the Scope of Work:

1. Technical Requirements

2. Painting Requirements

3. General Requirements

B. Offeror shall provide detailed written information for manufacturer products, warranties, and offeror's warranties that will meet the requirements of this solicitation as written in the Scope of Work.

C. Offeror shall submit information that will aid the City in evaluating your firm's proposal:

1. Product specification sheets

2. Product brochures

3. Product website addresses, etc.

D. For House Brand or Private Label Products, offeror must submit evidence that documents how these products are equivalent to first line, professional grade product.

E. Current standard of repair time approximates that for each four

(4) hours of estimated repair time, a single workday is required.

1. State your procedure for estimating repair completion time for repairs and paint.

2. Describe how you will prioritize the repair of City vehicles to meet the standard repair time.

F. Provide a list of any and all sub-contractors your firm uses or will use to meet the requirements of this solicitation.

G. Describe your policy regarding pick-up and delivery of City vehicles.

N/A N/A

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H. Describe the facilities, equipment, resources and/or methodologies that are used by your firm to provide services under the resulting contract. Equipment shall include, but not limited to, paint booth, frame machine and measuring equipment.

I. Describe how you will comply with the timeline prescribed in the Body Estimate Flowchart.

J. Describe your standard turn-around time for repairs and describe how you will ensure that repairs of City vehicles will be repaired in a timely fashion.

K. Describe the brands of paint, primers and sealer to be used.

L. Describe warranty offered on parts, repairs and paint, including warranty against fading and peeling.

M. Describe your communication capabilities (i.e., fax, e-mail, digital camera, etc.).

N. Describe and provide example of your standard management reports that monitor and control similar fleet repair contracts.

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2. Qualifications & Experience

A. Provide detailed information of past experience in the performance of other projects of a similar nature to this solicitation.

1. Identify the type of work and scope of work performed.

Provide sufficient detail that illustrates the scope of work and quality requirements.

B. Provide a brief history of your business, including, but not limited to:

1. How long you have been in business in this capacity

2. Facility location(s) and hours of operation, etc.

C. Describe your business experience. Provide a list of agencies or utilities, preferably public, for whom you have performed automotive vehicle body repair services for within the last three (3) years.

1. Include a minimum of three

(3) contact names and phone numbers for reference purposes.

D. Offerer shall be experienced in a wide variety of repairs. Provide information regarding the type of repairs you are trained and equipped to perform; including, fiberglass, sheet metal, aluminum, plastic, corrosion resistance restoration (ICAR) standards, conventional frame correction, unibody correction with multiple pulling device and sectioning of structural members (in accordance with ICAR and manufacturers' guidelines).

E. List the key personnel/trained technicians (contractor and subcontractor) who will perform the functions of the proposed services described herein.

1. Provide resumes and contact information of key personnel (contractor and subcontractor). Include the number of technicians

BUSINESS SERVICES DEPARTMENT Page 24 of 41 engaged in body and paint repairs.

2. Provide any professional designations, certificates, training or licenses, length of employment etc. State the size of your professional repair staff at all store locations.

3. Include a copy of your training program for technicians to remain current in the field.

F. State the maximum dimensions (Height x Width x Length) that your paint booth can accommodate with the vehicle entirely in the booth and the door closed.

3. Price Proposal Provide price proposal as requested on the Price Page attached herein.

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G. SPECIAL TERMS AND CONDITIONS

G.1. AVAILABILITY OF FUNDS

The City's obligation for performance of this Contract is contingent upon the availability of funds from which payment for Contract purposes can be made. No legal liability on the part of the City for any payment may arise for performance under this Contract until funds are made available for performance of this Contract.

G.2. COOPERATIVE PURCHASING

Contractor will, when requested, provide goods and services at the same prices and under the same terms and conditions as set forth in this Contract to any public or nonprofit agency that, at the time of request, has a Cooperative Purchasing Agreement with the City or participates in the Strategic Alliance for Volume Expenditures (SAVE) cooperative. See http://www.tucsonprocurement.com/coop_partners.aspx and click on “Cooperatives” for a list of agencies that have Cooperative Purchasing Agreements with the City; see http://www.mesaaz.gov/home/showdocument?id=23638 for a list of agencies participating in SAVE.

These lists are subject to change. Contractor may, however, charge an agency that is outside the Tucson Metropolitan Area for additional out-of-pocket expenses that will be incurred by Contractor in providing goods and services to the agency (i.e., freight charges, travel related expenses, etc.).

Each participating agency that orders goods or services under this Contract as provided above is solely responsible for paying Contractor for those goods and services. The City is not responsible for any disputes arising out of transactions made by others.

G.3. LIVING WAGE REQUIREMENTS

Contractor will comply with all applicable provisions of the City’s Living Wage Ordinance (Article XIV of the Tucson Procurement Code). Contractor will, upon request, affirm in writing that Contractor is in compliance and will provide City with information and documentation demonstrating that compliance.

The City’s Living Wage ordinance can be found at the following link:

https://tucsonprocurement.com/bidders_livingwage.aspx.

G.4. PRICE ADJUSTMENT

At least 90 days before the date that the Contract is eligible for extension, Contractor may submit to the Contract Officer a request for price adjustments based on documented increased Contractor costs and the City may, at its discretion, make price adjustments, which will apply during the extension term.

G.5. TERM AND RENEWAL

The term of the Contract will commence when awarded to Contractor and remain in effect for a period of one (1) year, unless terminated, canceled or extended as otherwise provided herein. The City may, at its sole option, extend the Contract's term for up to four (4) additional one-year periods or portions thereof.

http://www.tucsonprocurement.com/coop_partners.aspx http://www.mesaaz.gov/home/showdocument?id=23638 https://tucsonprocurement.com/bidders_livingwage.aspx

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H. INSURANCE REQUIREMENTS

H.1. Required Insurance Policies

Contractor will obtain and maintain during the entire term of this Contract and for 2 years after the Contract term ends, the following insurance coverage from insurers that have an “A.M. Best” rating of not less than A-VII:

H.2. Commercial General Liability

Policy must include Bodily Injury, Property Damage, Personal Injury and Broad Form Contractual Liability with coverage limits no lower than:

A. Each Occurrence: $1,000,000

B. General Aggregate: $2,000,000

C. Products & Completed Operations Aggregate: $2,000,000

D. Personal and Advertising Injury: $1,000,000

E. Blanket Contractual Liability: $1,000,000

H.3. Commercial Automobile Liability

Policy must include bodily injury and property damage, for any owned, hired, and/or non-owned vehicles used in performance of work under this Contract, with a Combined Single Limit no lower than $1,000,000.

H.4. Worker's Compensation

Policy must have coverage limits no lower than:

A. Per Occurrence: Statutory

B. Employer's Liability: $1,000,000

C. Disease Each Employee: $1,000,000

D. Disease Policy Limit: $1,000,000

E. [If Contractor is a Sole Proprietor, include this waiver provision under A.R.S. § 23-961(M). To determine whether the Contractor is a Sole Proprietor, please request the Sole Proprietor/Independent Contractor form from the Contract Officer listed in the solicitation.] I am a sole proprietor, and I am doing business as [name of sole proprietor business]. I am performing work as an independent contractor for the City of Tucson. I am not the employee of the City of Tucson for workers' compensation purposes, and, therefore, I am not entitled to workers' compensation benefits from the City. I understand that if I have any employees working for me, I must maintain workers' compensation insurance on them.

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H.5. Garage Liability

Limit: $1,000,000

H.6. Garage Keepers Legal Liability - Direct Primary Coverage

Each Auto: $500,000 Each Occurrence: $1,000,000

H.7. Policy Change Notice

Contractor will give the City 30 days advance written notice before any of the above policies are changed in any manner that is inconsistent with the requirements of this Contract. The notice must be sent directly to the Procurement Division of the Business Services Department.

H.8. Additional Insured

The Commercial General Liability, Commercial Automobile Liability and umbrella policies where applicable will include the City as an additional insured with respect to liability arising out of the performance of this contract. The City must be covered to the full policy limits, even if those limits of liability are in excess of those required by this Contract. The coverage must be primary and any insurance carried by City is excess and not contributing.

H.9. Claims-Made Coverage

If any or part of the required insurance is written on a claims-made basis, any policy retroactive date must precede the date of the contract and the Contractor must maintain such coverage for a period not less than three (3) years following contract expiration, termination or cancellation.

H.10. Additional Requirements

Each insurance policy required by this Contract, excluding Professional Liability (Errors & Omissions), must include or be endorsed to include to provide the following:

A. A waiver of subrogation endorsement in favor of the City, for losses arising from work performed by or on behalf of the Contractor (Including Worker’s Compensation).

B. The policy is primary and any insurance carried by the City is excess and not contributing.

C. The coverage provided by the policy is not limited to the liability assumed under the indemnification provisions of this Contract.

D. The insurer will provide written notice to the City at least ten (10) calendar days before the policy is terminated or cancelled or the coverage is reduced.

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H.11. Verification of Coverage

A. Contractor will give the City certificates of insurance (ACORD form or equivalent approved by the City), signed by an authorized representative of the insurer, showing that the Contractor has all the insurance required by this Contract.

B. Contractor must deliver the certificates directly to the Procurement Division of the City’s Business Services Department before the Contractor commences work under this Contract.

C. The certificates must contain the City project/contract number and project description.

D. The City reserves the right to require complete copies of all insurance policies required by this Contract at any time.

H.12. Subcontractors

Contractors’ insurance certificate(s) must include all subcontractors as insureds under its policies or Contractor must give the City separate certificates and endorsements for each subcontractor showing that each subcontractor has the insurance coverage described above.

H.13. Public Entities

If Contractor or any sub-contractor is a public entity that self-insures…