FY27_ACHD_Commuteride_Light_Duty_Vehicle_Maintenance_and_Repairs.pdf

Ada County Highway District

5800 North Meeker Avenue – Boise, ID 83713 Phone (208) 387-6100 - FAX (208) 345-7650

Website: www.achdidaho.org

FY27 ACHD Commuteride Light Duty Vehicle Maintenance and

Repairs

CR27-01

Contract Documents August 11, 2026

Miranda Gold, President Alexis Pickering, Vice-President Kent Goldthorpe, Commissioner http://www.achdidaho.org/

Request For Proposal #CR27-01 Title: FY27 ACHD Commuteride Light Duty Vehicle Maintenance and Repairs

Dave McKinney, Commissioner Patricia Nillson, Commissioner Ryan Head, Director

Ada County Highway District

REQUEST FOR PROPOSAL

CR27-01

FY27 ACHD Commuteride Light Duty Vehicle

Maintenance and Repairs

I. NOTICE

II. INTRODUCTION

III. INSTRUCTIONS TO RESPONDENTS

IV. ADDITIONAL RESPONDENT INFORMATION

V. SCOPE OF WORK

VI. EVALUATION PHASES

VII. VENDOR QUESTIONNAIRE

VIII. COST SCHEDULE

Attachments:

A - Equipment List CR FY2027 B - Sample Agreement

NOTICE

Ada County Highway District

REQUEST FOR PROPOSAL

FY27 ACHD Commuteride Light Duty Vehicle Maintenance and Repairs

CR27-01

Sealed proposals for FY27 ACHD Commuteride Light Duty Vehicle Maintenance and Repairs will be received within Ada County Highway District (ACHD) eProcurement portal, https://procurement.opengov.com/portal/achdidaho, until 3:00 pm (local time), Wednesday, August 26, 2026, at which time the proposals will be publicly opened via Zoom. ACHD will conduct the bid openings scheduled for that date and time individually and in an order established solely by ACHD that best suits its business needs. All proposals must be electronically sealed and submitted via ACHD's eProcurement portal https://procurement.opengov.com/portal/achdidaho. Manual/Paper bids will be deemed non-responsive.

The RFP seeks competitive proposals from qualified Firms to provide light duty vehicle maintenance and Repairs for FY2027. .

All questions or requests for clarification regarding this Request for Proposal (RFP), including the content and requirements of the RFP and Documents, must be submitted in writing through the "Question and Answer" section of the ACHD eProcurement Portal and no later than 4:30 pm on Wednesday, August 19, 2026. Questions submitted by any other method, including manual delivery or email, will not be accepted, nor will questions be accepted after the designated Question and Answer deadline. Respondents are strongly advised to observe the stated deadline for submitting inquiries. To ensure timely receipt of updates, bidders are encouraged to select “Follow” on this Proposal within the eProcurement Portal to receive automated email notifications when responses are posted. Notwithstanding such notifications, it remains the sole responsibility of each bidder to monitor the eProcurement Portal for updates and responses regularly. Any interpretation, clarification, or modification of the ITB that may affect its substance will be issued only in writing in the form of an Addendum and will be made available through the eProcurement Portal. It is the Respondent's responsibility to review and acknowledge all Addenda before submitting a Proposal. Final Addendum, which will be issued to all registered Respondent Holders no later than 4:30 pm on Thursday, August 20, 2026.

The successful Bidder may be required, upon issuance of the Notice of Award, to furnish supply, material, payment, and performance bonds, each in an amount equal to one hundred percent (100%) of the total Contract value. No such bonds shall be required at the time of bid submission.

ACHD has prepared the RFP Documents and copies must be obtained from the eProcurement Portal.

ACHD reserves the right to reject all proposals or reject any proposal not conforming to the intent and purpose of the Contract Documents whenever such action appears to be in the best interest of ACHD. Award of a contract pursuant to this procurement may be delayed, without penalty, for up to sixty (60) calendar days after the date of submission.

Dated Tuesday, August 11, 2026

ADA COUNTY HIGHWAY DISTRICT

Dates of Publication: August 11 and 18, 2026

INTRODUCTION

Summary Commuteride seeks a maintenance provider for FY2027 services.

https://procurement.opengov.com/portal/achdidaho https://procurement.opengov.com/portal/achdidaho https://procurement.opengov.com/portal/achdidaho

Background NOTE: Bid Opening Zoom Meeting Link:

Join Zoom Meeting:

BID ZOOM MEETING LINK

Meeting ID: 853 4920 0922 Passcode: 028768

Contact Information Mike Fagerness

Procurement & Contracting Administrator

5800 N Meeker Ave

Boise, ID 83713

Email: mfagerness@achdidaho.org

Phone: (208) 387-6316 Department:

Commuteride

Timeline

Release Project Date August 11, 2026

Dates of Publication August 11 and 18, 2026

Question Submission Deadline August 19, 2026, 4:30pm

Question Response Deadline August 20, 2026, 4:30pm

Proposal Submission Deadline August 26, 2026, 3:00pm

INSTRUCTIONS TO RESPONDENTS

MULTIPLE DOCUMENTS TO MAKE UP ENTIRE AGREEMENT

All Sections as well as the Notice, taken together, shall make up the entire Agreement between the Ada County Highway District (ACHD) and the successful Respondent. The Respondent should carefully read and understand all these documents. By signing and submitting the Authorized Representative Signature Form, the successful respondent does herein agree to abide by the terms and conditions of the entire Agreement.

COMPLIANCE

The proposal submitted must comply with the Specifications and the General Terms and Conditions included herein, and any addendum issued. Failure to comply will result in rejection of the proposal as void and non-responsive.

PROPOSAL SUBMITTAL

Sealed proposals will be received for FY27 ACHD Commuteride Light Duty Vehicle Maintenance and Repairs through the Ada County Highway District’s eProcurement Portal located at https://procurement.opengov.com/portal/achdidaho The Ada County Highway District's (ACHD) e-Procurement Portal Clock is the official clock for the determination of all deadline dates and times.

Responses will not be accepted after the submission deadline regardless of any technical difficulties, such as internet connectivity issues. Submissions will not be considered, even if attempted within the final thirty (30) minutes, nor will exceptions be made for calls made to https://achdidaho-org.zoom.us/j/85349200922?pwd=dtq8xszPhoE9Sg6Zw9WxR0KcaLRxgM.1 mailto:mfagerness@achdidaho.org tel:(208)387-6316 https://secure.procurenow.com/portal/achdidaho/projects/288053/document?section=2775932 procurement close to the deadline. The Ada County Highway District strongly recommends that all respondents complete and submit their Request for Proposals (RFP) well in advance of the specified deadline.

Respondents are solely responsible for ensuring that their RFP's are timely submitted to ACHD via the eProcurement Portal.

ACHD assumes no responsibility for any failures of computer systems or equipment that may result in partial or incomplete submissions, nor for failure to meet the required deadline as outlined in the solicitation.

Should any technical issues arise during the submission of the Request for Proposals within OpenGov (ACHD e-Procurement Portal), please utilize the "chat" feature of the "contact us" section under OpenGov Support for assistance.

Neither OpenGov nor ACHD guarantees uninterrupted access to the OpenGov website or error-free services. Furthermore, neither party will be held liable for any inadvertent disclosure of repository information or unauthorized access by third parties.

"Disruption to electronic communications" or "service loss" refers to unplanned events that significantly hinder or entirely prevent the normal functionality of electronic communications systems, such as cyberattacks, intentional disruptions (e.g., government shutdowns), power outages, or natural disasters. It does not apply to other technical issues, including operator errors or internet connectivity problems.

In the event of a disruption to electronic communications or service loss by OpenGov within four (4) hours of submission deadline, ACHD will investigate the reported incident in coordination with OpenGov. If the disruption is confirmed, ACHD will work to provide the best possible resolution to ensure respondents have the opportunity to submit their responses.

ACHD will notify all affected parties via email through OpenGov regarding any incidents and the resolutions.

PROPOSAL FORMS

Respondents must provide all information required in the Proposal and submit the Proposal by the date and time specified. If supporting documentation is required, such documentation must be submitted with the response to this solicitation. If addenda have been issued in relation to the solicitation, respondents must acknowledge all addenda. Failure to submit these required documents will be a basis for rejecting the submission as non-responsive.

The respondent shall sign the Authorized Representative Signature Form. If the respondent is a corporation, the legal name of the corporation shall be entered together with the original signature of an agent authorized to sign contracts on behalf of the corporation. If the respondent is a partnership, the true name of the firm shall be entered together with the original signature of the partner(s) authorized to sign contracts on behalf of the partnership

All blank spaces in the proposal form must be filled in. No changes may be made in the phraseology of the forms nor may the respondent add any phraseology conditioning the acceptance of the award. In case of a discrepancy between unit and total prices, unit prices shall govern.

A proposal will be deemed unresponsive if it contains omissions, erasures, or alterations not initialed by the firm signatory, additions of any kind, prices not called for, prices which are obviously unbalanced, or items which fail to conform to the conditions of the Request for Proposal.

INTERPRETATIONS OF QUANTITIES IN COST SCHEDULE

The quantities appearing in the cost schedule are approximate and are prepared for the comparison of proposal. The scheduled quantities may be increased, decreased, or omitted.

ACHD retains the right to place multiple orders throughout the duration of the agreement.

Furthermore, ACHD may elect to extend the duration of the agreement.

PROPOSAL OPENING

Proposals will be opened at the date, time, and place specified in the Introduction. No person will be denied the right to be present during the proposal opening process. Proposals may be received up to but not later than Wednesday, August 26, 2026 and 3:00 pm via the eProcurement Portal. The ACHD eProcurement Portal Clock is the official clock for the determination of all deadline dates and times. Without exception, responses will not be accepted after the submission deadline regardless of any technical difficulties such as poor internet connections. ACHD strongly recommends completing your response well ahead of the deadline.

MODIFICATION OF PROPOSAL

In all instances, a Respondent may modify their Proposal at any time prior to the scheduled closing date and time for the receipt of proposals.

WITHDRAWAL OF PROPOSAL

Any proposal may be withdrawn prior to the scheduled date and time set for proposal opening by clicking un-submit within the eProcurement portal by the respondent or their authorized agent. No proposal may be withdrawn after the date and/or time set for the submission deadline.

BID SECURITY

If Bid Security is required, proposals must be accompanied by an original certified check, cashier's check, or a bid bond (collectively referred to hereafter as “Bid Security”) issued by a surety authorized to issue such bonds in the State of Idaho, in the amount of five percent (5%) of the total amount of the proposal submitted. Failure to include an original Bid Security as required with the bid, and/or submission of photocopies or electronic versions, e.g. PDF, FAX, etc. of the Bid Security, will, if not waived per Item 26, render said proposal void and non-responsive.

Special Note: Bid Security: If required by this solicitation, each bid shall be accompanied by the bid security specified in the solicitation documents. If Bid security is required, it will be listed under the "Vendor Questionnaire" section. If the Bid Security is not being requested under the Vendor Questionnaire Section, then please disregard.

RETURN OF BID SECURITY

If Bid Security is required, within 15-calendar days after award of the contract, ACHD will return Bid Securities, other than bid bonds, to all Bidders whose proposals are not to be further considered in awarding the contract. The Bid Security, including bid bond if applicable, of the Successful Bidder shall be retained until the contract has been fully executed and the Successful Bidder has furnished all required contract security and met all other conditions of the Notice of Award. Any guarantees which have been forfeited shall be retained.

ADDENDA

Prior to the proposal opening, any interpretation or change in the RFP Documents will be made only in writing in the form of addenda. Addenda, if any, will be furnished to all respondents receiving a set of the documents from ACHD through the eProcurement Portal.

It is the responsibility of all respondents to check the eProcurement portal for all addenda.

ACHD will not be responsible for any other explanation or interpretation of the RFP Documents. Any oral explanations, instructions, and interpretations given to respondents prior to the proposal opening will not be binding on ACHD unless supplemented by written addenda.

BURDEN OF PROOF

It is the respondent's responsibility to furnish ACHD with sufficient data to determine whether or not the product(s), service(s), and/or supplies offered conform to the specified requirements.

ACHD is not liable for any costs incurred by respondents prior to issuance of a purchase order or execution of the Agreement.

https://secure.procurenow.com/portal/achdidaho/projects/288053/document?section=2775933

FIRM COSTS

Prices submitted are to be considered firm. No cash discounts can be accepted or used in determining a low cost.

DATA TO BE FURNSHISED WITH PROPOSALS

The following submittal shall be provided with the proposal:

• List of additions, deletion or variation from the specification

• Description of service availability.

• Complete statements of all applicable warranties.

SERVICE REQUIRED

The successful respondent shall be able to provide service to ACHD, where applicable, for the items bid and delivered.

EXECUTION OF AGREEMENT

The successful respondent must execute an Agreement with ACHD within 15 days after award by ACHD.

FOREIGN ENTITIES

If respondent is an entity not organized and existing under the laws of the State of Idaho, that it will be appropriately authorized, registered, qualified, certified or otherwise in compliances with the laws of the State of Idaho relating to doing business in Idaho as a foreign entity prior to any award of a contract under this RFP. At any time after the proposal opening, at the request of ACHD, the respondent will provide ACHD with proof of compliances within five (5) business days following the request. The proposal may be rejected if respondent does not provide such proof prior to the date scheduled for the award.

PROTESTS FROM THE RESPONDENT

Any protests concerning the specifications, procurement procedures or method of evaluation must be made in writing and received by ACHD at least three (3) business days before the date and time upon which proposals are scheduled to be opened. Failure to timely raise such protest in writing shall be deemed to operate as a waiver as to any objections that may have been raised on the part of the respondent.

PROPOSAL ANALYSIS AND AWARD

1. PROPOSAL COST:

The Purchase or Service Agreement contract will be awarded to the highest ranked respondent submitting complying with the procurement procedures and best meeting the specifications for the goods or services sought to be procured.

Scoring Method: 0-5 Rating Guidelines:

• Excellent – 5

• Good – 4

• Satisfactory – 3

• Poor – 2

• Unsatisfactory - 1

• Non-responsive/no value – 0

ACCEPTABILITY

Acceptability of the item shall be judged solely by ACHD. Decisions shall be final and in the best interests of the ACHD.

MATERIALS

Materials shall be free from defects and shall be those ordinarily used for the intended service, unless otherwise specified herein. It is the intent of the Specifications to permit the respondent to supply any item(s) specified or offer an equivalent. Whenever any particular item is indicated by patent, proprietary or brand name, or by name of manufacturer, such wording is for the purpose of facilitating its description and shall be deemed to be followed by the words “or approved equivalent.” The respondent shall, at its own expense, furnish with its proposal, data concerning items offered as being equivalent to those specified. ACHD shall determine whether the material offered is equivalent to that specified.

RESERVATION OF RIGHTS

ACHD reserves the right to reject any or all proposals, to waive informalities, and to contract in the best interest of ACHD.

WAIVERS

Specifications and manufacturer’s models noted in this bid are those that are acceptable to ACHD. All deviations from these specifications must be listed. Failure to list all deviations from the specifications is an informality and irregularity which shall be a basis for ACHD to deem the proposal void and non-responsive, unless such deviations are waived by ACHD.

ADDITIONAL UNITS

ACHD may order additional units as budget restrains allow within 180 days of awarding. All terms and conditions and prices of proposal shall apply to additional units ordered.

NON-RESPONSIVE CRITERIA

All proposals submitted that fail to meet the following criteria (if applicable) shall be deemed void and non-responsive:

• Provide proof of licensure. (If Applicable)

• Submit their proposal to ACHD eProcurement Portal by the date and time stated in the Request for Proposal or other solicitation.

INFORMALTIES AND IRREGULARITIES

Informalities and irregularities may be waived by the ACHD Director following notification by ACHD staff managing the procurement and upon the Director’s findings that: (1) the subject cost amount is lower than the ACHD estimate; (2) the informality and irregularity has no substantive impact on any substantial or material requirements of the procurement; (3) waiver of the informality and irregularity will not create an advantage for the subject respondent; and

(4) the informality and irregularity can be corrected by the subject respondent within 48 hours of the waiver being granted by the ACHD Director. In all other circumstances, waiver of informalities and irregularities can only be considered by the ACHD Commission as part of the award process and at the request of the affected respondent. If not waived, these informalities and irregularities shall result in a proposal being deemed void and non-responsive.

Based upon the foregoing, the informalities and irregularities that may be waived include, but are not limited to, the following:

• Failure to list all deviations from the specifications.

• Failure by the Respondent to meet the specifications contained in the Request for Proposal or other solicitation.

• Failure to timely provide the required Bid Security.

• Failure to comply with any other procurement procedures.

• Failure to provide all other required Bid Security documentation.

• Failure by the Respondent to sign their proposal.

• Failure by the Respondent to obtain from ACHD and submit official Ada County Highway District Documents, Plans, and/or Addenda.

• Minor mathematical errors.

• Omissions, erasures, or alterations, not initialed by an authorized representative of the Respondent.

• Additions of any kind or prices which are uncalled for in the Request for Proposal.

ADDITIONAL RESPONDENT INFORMATION

DOCUMENT INTERPRETATION

All Respondents submitting a response shall have thoroughly examined all the content contained in the Request for Proposal (RFP) Documents. Should there be any doubt as to any meaning or intent of any RFP statement or provision, the Respondent should submit their inquiries in writing as prescribed in the RFP NOTICE. Any interpretation that may alter or change the RFP Documents will be in writing, in the form of an Addendum, which will be furnished to all respondents receiving the RFP Documents. ACHD will not be responsible for any other explanation or interpretation of the RFP Documents. Respondents shall acknowledge all Addenda or be deemed non-responsive.

RESPONDENT UNDERSTANDING

Each respondent must adequately inspect the RFP Documents and make themselves thoroughly familiar with the content of the RFP Documents. It shall be the Respondent's obligation to verify, to their complete satisfaction, all information contained in the RFP Documents.

The submission of a Proposal Document will constitute an incontrovertible representation by the Respondent that they have been given adequate opportunity to be acquainted with the RFP Documents. Further the Respondent has, to their satisfaction, resolved any questions regarding any perceived conflicts, ambiguities, errors, and discrepancies contained within the RFP Documents.

EVALUATION AND SELECTION PROCESSES

The selection of Respondent Firms for the proposed project will be based on the Evaluation Criteria.

A. The Selection Committee will evaluate the qualifications and other information presented in each Firm’s response to the RFP. To complete these tasks, the Selection Committee will use the Evaluation Criteria provided.

B. ACHD reserves the right to reject any or all Proposal Documents not conforming to the intent and purpose of this RFP whenever such action appears to be in the best interest https://secure.procurenow.com/portal/achdidaho/projects/288053?section=undefined of ACHD.

C. Once evaluated and selected, The contract will be awarded to the firm who, in the sole opinion of ACHD, is best qualified and available to perform the work.

DISADVANTAGE BUSINESS ENTERPRISE

Acknowledgement requirement to list the consideration as to whether the Firm is certified by the Idaho Transportation Department and listed in the Idaho Disadvantaged Business Enterprise (DBE) Directory or other comparable state registries. Including of DBE-certified firms endures maintenance of compliance and meets the goals of Federally assisted projects and ACHD policy.

PROPERTY OF ACHD

All information and material submitted in response to this RFP shall become the property of ACHD and will not be returned. At its sole discretion, ACHD reserves the right to use any and all information submitted.

COST OF SUBMITTING

ACHD is not responsible for any cost incurred by any respondent in the preparation of Proposal Documents.

SCOPE OF WORK

Scope of Work

A D A C O U N T Y H I G H W A Y D I S T R I C T

REQUEST FOR PROPOSALS

FY2027 COMMUTERIDE LIGHT VEHICLE MAINTENANCE AND SERVICES

SCOPE OF WORK

BACKGROUND:

Ada County Highway District (ACHD) seeks proposals from firms to perform preventative maintenance, safety inspections and repair services on ACHD Commuteride owned vehicles in accordance with all manufacturer’s requirements and warranties.

The Contract will encompass repair and service for all ACHD Commuteride vans.

Approximately 110 vehicles are owned and/or operated by ACHD Commuteride and are offered as the base for this Contract. See attached Commuteride Inventory.

A. MINIMUM CONTRACTOR QUALIFICATIONS

1. All firms must be primarily engaged in the business of providing vehicle preventative maintenance, safety inspections, and repair services.

2. Firms shall have full line service facilities capable of providing all aspects of vehicle service specified in this document excepting specialized factory and warranty repair work.

3. All work will be performed by qualified service personnel trained and authorized to do the work. Mechanic at work shall be Automotive Service Excellence (ASE) certified and be qualified to perform maintenance and repairs to all vehicle components. If the technicians are not ASE certified, provide an explanation of the equivalent training for Commuteride to review.

A firm’s bid may be rejected by Commuteride if the training level is deemed unsatisfactory.

B. SCOPE OF SERVICES

1. The successful Firm must be able to perform general and preventative maintenance and common repair services on vehicles and light trucks that include, but are not limited to, brakes, suspension.

2. If possible, ACHD preference is to have a primary Firm that has the ability to perform all required services. However, work may be sub-contracted. When sub-contractors are used, the Firm is primarily responsible for performance including, but not limited to, billing, reporting, scheduling, delivery, work quality, and warranty. The Contractor must have the ability to provide required preventative maintenance and repair service listed below.

C. PREVENTATIVE MAINTENANCE

1. Commuteride vehicles are routinely driven 18,000 miles annually.

D. REPAIRS AND MAINTENANCE

Provide service/repairs to all common mechanical and electrical systems as needed:

1. Parts and Labor:

1. The Firm shall provide all materials and labor to satisfy ACHD Commuteride need for light duty vehicle maintenance and repair as described herein.

2. The services will require the Firm to partner with and cooperate with the ordering agency to make sure ACHD receives the most current state-of-the-art services.

3. ACHD will require repairs in addition to those listed in the Agreement.

4. Firm is responsible for proper disposal of all old fluids, filters, and all parts or materials.

2. Vehicle and Key Storage:

When a vehicle is in the Firm’s possession, then the vehicle(s) and keys shall be stored in a secure area at the Firm’s site with precautions taken to protect the vehicle(s) and keys.

E. TRANSPORT OF VEHICLES

1. The Firm is responsible for transport (pickup and delivery) of vehicles for all preventative, scheduled, and non-scheduled services from locations throughout the Treasure Valley to include but not limited to; Boise, Meridian, Kuna, Star, Emmett, Nampa, Caldwell, Ontario, Garden Valley and Mountain Home. Firms must be able to access military sites such as MATES, Gowen Field, and Mountain Home Air Force Base.

2. For vehicles not drivable, additional towing charge may be billed upon approval of authorized ACHD staff.

3. All firms shall have service facility locations throughout the Treasure Valley and the ability to coordinate services in each of these locations so that a vehicle does not have transported more than 30 miles one way for service.

F. CONDITIONS ON REQUIRED SERVICES

1. A twenty-four (24) hour service turn-around is required on common repairs including brakes, etc., and routine maintenance. More complex repairs shall not exceed forty-eight (48) hours without ACHD approval. Maintenance performed on weekends will be preferred to minimize vehicle downtime.

G. REPAIR ORDER CONTENT AND PROCEDURE

The Firm shall provide repair orders for all services provided containing the following information:

1. Repair estimates with anticipated work to be performed, completion time, and cost signed by Commuteride upon pickup/drop off. A confirming copy with final cost shall be mailed to ACHD upon completion and billed to the monthly Purchase Order.

2. Actual work/cost above the written estimated requires Commuteride approval prior to starting work.

3. Authorization of work by Vanpool Operations Specialist or designee is required for all repair orders.

4. Individual vehicles charges shall be submitted on separate repair orders for each service visit. The repair order must include:

1. Date work preformed

2. Vehicle and/or license number and make/model

3. Vehicle mileage at time of service/repair

4. Date in/date, out/time completed

5. Pickup location of vehicle

5. Detail type of service, hours, material used, and cost associated with each.

a. Subcontracted repair orders containing same information shall be attached to Firm repair order.

6. The Firm guarantees and warrants that all material furnished, and services performed under said contract will be free from defects in material and workmanship and will conform to the requirements of the Contract for 4,000 miles or a period of ninety (90) days, whichever occurs first. The Firm shall remedy all such defects at his/her own expense within two (2) working days after notification to Commuteride staff.

7. The Warranty and subcontracted repair orders need to be provided by the Firm. The Firm is the prime contract; however, subcontractors may be used by Contractor. The Firm assumes responsibility for all work of subcontractors. The charges for such serves to ACHD shall be the amount of the subcontractor invoice for services performed or the contract price, whichever is less.

H. HOURS OF OPERATION

Commuteride services are active on a 5:00AM – 7:00PM basis and desires the most comprehensive hour coverage possible. Please identify normal business hours and emergency business hours, if available.

I. SPECIFIC SERVICES

Each item listed below is to be recorded on the inspection sheet provided by ACHD. See attached sample Vehicle inspection sheet and Service Sheet. Indicate if OK, replaced, serviced or cleaned. Some of the items call for a measurement, such as the brake linings or tire pressures. Items found defective shall be replaced or repaired upon approval of Commuteride.

Other items shall be scheduled for repairs at the earliest possible time.

1. Oil Change must include:

1. Change the vehicle oil with required by manufacture quarter of top-quality motor oil*

2. Replace the oil filter with top quality filter*

3. Total price of an oil change must include all oil to meet crankcase capacity specifications from manufacturer

4. Inspect the wiper blades and replace if needed (do not include price of parts)

5. Lubricate all grease fittings, if needed

6. Check and fill brake fluid, if needed

7. Check and fill transmission/transaxle fluid, if needed

8. Check and fill differential and coolant fluid if needed

9. Check and fill power steering fluid, if needed

10. Check and fill windshield was fluid, if needed

11. Check and fill battery water, if needed

12. Check and inflate the tires to proper pressure and condition, if needed

13. Check all exterior lights

14. Rotate tires

15. Multi-Point inspection

16. Re-set oil light system

(*Both must meet manufacture recommendations. Specify product details in Proposal. This Proposal will include all disposal and environmental fees)

2. Replacement of Fuel Filter**

3. Replacement of Brakes/Brake Parts**

4. Replacement of Hub Bolts

5. Replacement of Air Filter**

6. Replacement of cabin air filter

7. Battery**

1. Replacement – Must meet manufacture AMP specification for vehicle

2. Test the battery and charging system as needed or when requested.

8. Alignments

1. Front Pair (2-Wheel)

2. Rear Pair (2-Wheel)

3. Front and Rear (4-Wheel)

9. Shocks**

1. Front

2. Rear

10. Tires**

1. Repair - Specify type of repair: interior patch. Inter Patch only must be ¼” or less, hole in tire, must not be in edge or sidewall area. No tire plugs or no tire sealants

2. Remove and Replace

3. Balance

4. Rotate with inspection of brakes

5. Road repair service for tire repairs/replacement

6. Tire Pressure Monitoring System (TPMS)

11. Emergency Road Side Service – Normal Business Hours

12. Exterior: Check door handles and locks, window operations, door, trunk, and hood hinges, wiper operation/condition, fuel fill cap, lamps and light bulbs, overall condition to include body damage.

13. Interior: Seat belts operation, seat adjustments, mirrors, visors, heater defroster, air conditioning, light bulbs and fuses and gauge performance.

J. SERVICE LEVEL

The selected Firm shall agree to provide service according to the vehicle manufacturer recommended levels as well as services required by Commuteride.

K. SPECIAL SERVICE

Specify any special service provided to expedite the maintenance of repairs vehicles such as priority service, pick and delivery, etc.

L. PAYMENT

1. For each Preventative Maintenance Package (A through P), prices shall be based on six (6), eight (8) cylinder engines as listed in the Proposal Cost Form section. ACHD wants only one price for all makes, models and years of vehicles based only on the engine size or type.

2. Pricing for Safety Inspections, which are mandatory for all Commuteride owned passenger vans, shall be based on the Comprehensive Vehicle Safety Inspection listed in the Proposal Cost Form section.

3. Pricing shall not fluctuate for the period of the Agreement. Renewals and extensions pricing increases shall be considered upon market analysis by Commuteride.

4. Pricing included all costs associated with shipping and delivery.

EVALUATION PHASES

Scoring Method: 0-5 Rating Guidelines:

• Excellent – 5

• Good – 4

• Satisfactory – 3

• Poor – 2

• Unsatisfactory - 1

• Non-responsive/no value – 0

No. Evaluation Criteria Scoring Method Weight (Points)

1. PROPOSAL COST:

First Low Cost = 5 Second Low Cost = 4, et. al.

0-5 Points 40 (40% of Total)

2. QUALIFICATIONS:

• Firm's ability to perform the work in the time allotted for the project.

• Firm's Personnel - Mechanic shall be Automotive Service Excellence (ASE) certified as per Scope of Work.

0-5 Points 10 (10% of Total)

3. FIRMS HISTORY AND EXPERIENCE:

• History with vanpool/commuter services to government agencies.

• Demonstrate experience in providing equipment/services as identified in the Scope of Work.

• Firm's Years in Business

• Firm's References

0-5 Points 30 (30% of Total)

4. SERVICE LOCATIONS:

• Firm's Location relative to the location of required services.

• Firm's approach to prioritizing different locations where services are needed.

0-5 Points 20 (20% of Total)

VENDOR QUESTIONNAIRE

Authorized Representative Signature* Once you start your proposal you will be asked to complete a DocuSign form.

Click here to go to the form *Response required Firm's Name* Please provide the Firm's Name Example: ABC Contractor *Response required Firm's Address* Must provide Firm's "Full Address" (Number, Street and any Suite, City, State and Zip Code) *Response required https://na4.docusign.net/Member/PowerFormSigning.aspx?PowerFormId=53c06061-04af-4876-a1d0-fe9f9f703133&env=na4&acct=94a6fb97-f6a3-406b-8ab2-8282d73a5796&v=2

Firm's Individual Contact Name and Title* Must provide the "Full Name" and "Title" of the individual responsible for overseeing this contract.

*Response required Firm's Individual Contact Phone Number* Must provide the contact phone number of the individual overseeing this contract.

*Response required Firm's Fax Number* Please provide the firm's fax number.

Note: If the firm no longer utilizes a fax line, you may indicate "N/A."

*Response required Individual Contact E-mail Address* Must provide the email address of the individual overseeing this contract.

*Response required ACHD Policy for Equal Employment Opportunity* The Firm does not and will not discriminate against any person, employee, or applicant for employment because of these protected classes on the bases of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, military status, genetic information, or any other status protected by federal, state or local law in accordance with ACHD Policy for Equal Employment Opportunity Please confirm ☐ Please confirm *Response required Title 49 CFR Part 21 Non-Discrimination Statement* The Firm does not and will not discriminate against any person, employee, or applicant for employment because of race, color, religion, gender, national origin, age or disability in accordance with Title 49 CFR Part 21.

Please Confirm ☐ Please confirm *Response required Disadvantaged Business Enterprise (DBE) Status* Is the Respondent Firm a Disadvantaged Business Enterprise (DBE)?

☐ Yes ☐ No *Response required Proposal Narratives Firm Qualifications* Respondents shall provide a description of the Firm’s Qualifications. The Qualifications narrative shall address the following:

• Firm's information on their technical expertise, organization, and accreditation status.

• Respondents shall provide a description of the Firm’s Understanding of the requirements for the SoW and their project approach.

Maximum response length: 5000 characters

*Response required Key Personnel* Respondents shall submit the name of each individual proposed as Key Personnel for the Project, together with a written summary résumé not to exceed one-half (½) page per individual. Each résumé shall clearly describe the individual’s relevant qualifications, experience, and role in the project's performance. Hyperlinks or external references shall not be submitted and will not be accepted.

*Response required Firm History and Experience* Respondents shall provide a narrative of the Firm’s History and experience which includes:

• History with vanpool/commuter services to government agencies.

• Demonstrated experience in providing equipment/services as identified in the Scope of Work.

• A description of their experience that demonstrates they possess at least five (5) years of continuous experience in providing vehicle preventive maintenance, safety inspections, and repair services of a type similar to those described in this Proposal.

Maximum response length: 5000 characters *Response required Reference #1* Provide Company Name, Contact Person, Address, Phone Number and Email *Response required Reference #2* Provide Company Name, Contact Person, Address, Phone Number and Email *Response required Reference #3* Provide Company Name, Contact Person, Address, Phone Number and Email *Response required

SERVICE LOCATIONS*

Firms shall provide:

• The firm's location relative to the location of required services, outlined in the SoW.

• Firm's approach to prioritizing different locations where services are need

Maximum response length: 2000 characters *Response required Other Information* Respondents may provide other information pertinent to the evaluation of the Respondents’ Experience and Qualifications, i.e., awards, certifications.

Maximum response length: 2000 characters *Response required

COST SCHEDULE

SCHEDULE A-1 - STANDARD SERVICE PACKAGE - LUBE, OIL, FILTER

Line Item Description Quantity Unit of Measure

Unit Cost Total

2018-2023 ODYSSEY

1 Change Oil and Filter OE/OE Equivalent

15 EACH

2 Lubricate Chassis 15 EACH

3 Check and Fill Transmission Fluid

15 EACH

4 Check and Fill Differential Fluid 15 EACH

5 Check and Fill Brake Fluid 15 EACH

6 Check Brake Lining and Brake Rotor Thickness

15 EACH

7 Check and Fill Power Steering Fluid

15 EACH

8 Check and Fill Engine Coolant 15 EACH

9 Check and Fill Washer Fluid 15 EACH

10 Check Air Filter 15 EACH

11 Check and Correct Tire Pressures

15 EACH

12 General Safety Inspection 15 EACH

2015-2024 Transit 3.5L EB & NA

1 Change Oil and Filter OE/OE Equivalent

75 EACH

2 Lubricate Chassis 75 EACH

3 Check and Fill Transmission Fluid

75 EACH

4 Check and Fill Differential Fluid 75 EACH

5 Check and Fill Brake Fluid 75 EACH

6 Check Brake Lining and Brake Rotor Thickness

75 EACH

7 Check and Fill Power Steering Fluid

75 EACH

8 Check and Fill Engine Coolant 75 EACH

9 Check and Fill Washer Fluid 75 EACH

10 Check Air Filter 75 EACH

11 Check and Correct Tire Pressures

75 EACH

12 General Safety Inspection 75 EACH

2011-13 Ford E-350 5.4L

Measure

Unit Cost Total

1 Change Oil and Filter OE/OE Equivalent

25 EACH

2 Lubricate Chassis 25 EACH

3 Check and Fill Transmission Fluid

25 EACH

4 Check and Fill Differential Fluid 25 EACH

5 Check and Fill Brake Fluid 25 EACH

6 Check Brake Lining and Brake Rotor Thickness

25 EACH

7 Check and Fill Power Steering Fluid

25 EACH

8 Check and Fill Engine Coolant 25 EACH

9 Check and Fill Washer Fluid 25 EACH

10 Check Air Filter 25 EACH

11 Check and Correct Tire Pressures

25 EACH

12 General Safety Inspection 25 EACH

TOTAL

SCHEDULE A-2 - TOTAL STANDARD SERVICE PACKAGE COST PER SERVICE

Measure Unit Cost Total

1 2018-2023 Odyssey - Service Package Total Cost per service (1 vehicle)

1 EACH

2 2015-2024 Transit 3.5L EB & NA

- Service Package Total Cost per service (1 vehicle)

1 EACH

3 2011-13 Ford E-350 5.4L - Service Package Total Cost per service (1 vehicle)

1 EACH

SCHEDULE B - ANNUAL VEHICLE SAFETY INSPECTION PACKAGE (REQUIRED FOR ACHD

OWNED PASSENGER VANS - SEE ATTACHED FORMS FOR MORE DETAIL)

Measure

Unit Cost Total

1 Brakes: Specify Lining Measurement and Operation, Including the Emergency Brake

1 EACH

2 Tires: Check Pressure, Adjust to Manufacturer’s Standards and Reset TPMS if applicable

1 EACH

3 Electrical System: Starting Battery Condition (Clean and Service) Check Charging System Output

1 EACH

4 Filters, Belts, Hoses, Exhaust System: Inspect and Recommend Service

1 EACH

5 Steering System, Suspension System, Shocks: Inspect for Wear and Recommend Service.

1 EACH

6 Interior: Seat Belt Operation, Seat Adjustments, Mirrors, Visors, Heater/Defroster, Air Conditioning, Gauge Performance

1 EACH

7 Powertrain: Assess Engine, Transmission, Differential/Transaxle Condition

ADDITIONAL SERVICES - AS REQUESTED BY ACHD

Measure

Unit Cost Total

2018-2023 Odyssey

1 Air Filter Replacement 1 EACH

2 Battery Replacement 1 EACH

3 Tire Rotation 1 EACH

4 Wheel Alignment 1 EACH

5 4x Tire Replacement (A/T Tread preferred if available, though OE Size is Required).

1 EACH

6 Front Brake Service (Pads, Rotors, Seals)

Measure

Unit Cost Total

7 Front Brake Calipers Replacement (Axle)

1 EACH

8 Rear Brake Service (Pads, Rotors, Seals)

1 EACH

9 Rear Brake Calipers Replacement (Axle)

1 EACH

10 Rear Axle Seal Replacement (Transit and Econoline only)

1 EACH

11 4X Tire Siping (New Vans) 1 EACH

2015-2023 Transit 3.5L EB & NA

1 Air Filter Replacement 1 EACH

2 Battery Replacement 1 EACH

3 Tire Rotation 1 EACH

4 Wheel Alignment 1 EACH

5 4x Tire Replacement (A/T Tread preferred if available, though OE Size is Required).

1 EACH

6 Front Brake Service (Pads, Rotors, Seals)

1 EACH

7 Front Brake Calipers Replacement (Axle)

1 EACH

8 Rear Brake Service (Pads, Rotors, Seals)

1 EACH

9 Rear Brake Calipers Replacement (Axle)

1 EACH

10 Rear Axle Seal Replacement (Transit and Econoline only)

1 EACH

11 4X Tire Siping (New Vans) 1 EACH

2021-2013 Ford E-350 5.4L

1 Air Filter Replacement 1 EACH

2 Battery Replacement 1 EACH

3 Tire Rotation 1 EACH

4 Wheel Alignment 1 EACH

5 4x Tire Replacement (A/T Tread preferred if available, though OE Size is Required).

1 EACH

6 Front Brake Service (Pads, Rotors, Seals)

Measure

Unit Cost Total

7 Front Brake Calipers Replacement (Axle)

1 EACH

8 Rear Brake Service (Pads, Rotors, Seals)

1 EACH

9 Rear Brake Calipers Replacement (Axle)

1 EACH

10 Rear Axle Seal Replacement (Transit and Econoline only)

1 EACH

11 4X Tire Siping (New Vans) 1 EACH

Extra Work - Repairs For Items Other Than Those Listed In The Standard Service Package

1 Hourly Labor Rate (may be used for vehicle shuttling)

1 HOUR

COST SCHEDULE