FY27_ACHD_Commuteride_Light_Duty_Vehicle_Maintenance_(LDVM)_and_Repairs_Re-Bid.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 (LDVM) and Repairs Re-Bid

CR227-05

Contract Documents November 3, 2026

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

Request For Proposal #CR227-05 Title: FY27 ACHD Commuteride Light Duty Vehicle Maintenance (LDVM) and Repairs Re-Bid

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

Ada County Highway District

REQUEST FOR PROPOSAL

CR227-05

FY27 ACHD Commuteride Light Duty Vehicle

Maintenance (LDVM) and Repairs Re-Bid

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 - MARKET BASKET

Attachments:

A - Scope of Work B - Equipment List

C - SAMPLE AGREEMENT

NOTICE

Ada County Highway District

REQUEST FOR PROPOSAL

FY27 ACHD Commuteride Light Duty Vehicle Maintenance (LDVM) and Repairs Re-Bid

CR227-05

Sealed proposals for FY27 ACHD Commuteride Light Duty Vehicle Maintenance (LDVM) and Repairs Re-Bid will be received within the Ada County Highway District (ACHD) eProcurement portal, https://procurement.opengov.com/portal/achdidaho, until 3:00 pm (local time), Wednesday, November 18, 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 Ada County Highway District (ACHD) seeks competitive Requests for Proposals (RFP) from Firms to provide preventive maintenance, comprehensive vehicle safety inspections, mechanical and electrical repairs, and vehicle transportation services for the ACHD Commuteride vanpool fleet. Services shall include routine and scheduled maintenance, diagnostics, authorized repairs, and vehicle pickup and return, performed in accordance with applicable manufacturer specifications and ACHD requirements to ensure vehicle safety, reliability, and minimal disruption to commuter operations.

MANDATORY PRE-SUBMISSION PROPOSAL MEETING AND SITE WALKTHROUGHS:

All prospective Respondents are hereby advised that attendance at a Mandatory Pre- Submission Proposal Meeting and Site Walkthroughs is required. The meeting will be conducted in person.

The purpose of the meeting is to provide prospective Respondents with information and clarification regarding the Request for Proposal (RFP), including applicable solicitation requirements, proposal preparation and submission requirements, and other matters related to the solicitation documents. ACHD will also address questions from prospective Respondents and conduct required site walkthroughs of the applicable ACHD facilities.

Meeting Location:

Ada County Highway District (ACHD) Headquarters Sawtooth Boardroom 5800 North Meeker Avenue Boise, Idaho 83713 Date: Tuesday, November 10, 2026 Time: 1:00 pm (Mountain Standard Time) Mandatory Attendance and Responsiveness:

Attendance at the Mandatory Pre-Submission Proposal Meeting and completion of all required site walkthroughs are mandatory conditions of responsiveness. Failure to attend the meeting in person or complete any required site walkthroughs shall result in the Respondent's Proposal being deemed "Non-Responsive" and ineligible for further consideration by ACHD.

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 12:00 pm on Thursday, November 12, 2026. Questions submitted by any other method, including phone call, 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 https://procurement.opengov.com/portal/achdidaho eProcurement Portal for updates and responses regularly. Any interpretation, clarification, or modification of the RFP 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 will be issued to all registered Respondent Holders no later than 4:00 pm on Friday, November 13, 2026.

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

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 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, November 3, 2026

ADA COUNTY HIGHWAY DISTRICT

Dates of Publication: November 3 and 10, 2026

INTRODUCTION

Summary The Ada County Highway District (ACHD) seeks competitive Requests for Proposals (RFP) from firms to provide preventive maintenance, comprehensive vehicle safety inspections, mechanical and electrical repairs, and vehicle transportation services for the ACHD Commuteride vanpool fleet. Services shall include routine and scheduled maintenance, diagnostics, authorized repairs, and vehicle pickup and return, performed in accordance with applicable manufacturer specifications and ACHD requirements to ensure vehicle safety, reliability, and minimal disruption to commuter operations.

MANDATORY PRE-SUBMISSION PROPOSAL MEETING AND SITE WALKTHROUGHS:

The purpose of the meeting is to provide prospective Respondents with information and clarification regarding the Request for Proposal (RFP), including applicable solicitation requirements, proposal preparation and submission requirements, and other matters related to the solicitation documents. ACHD will also address questions from prospective Respondents and conduct required site walkthroughs of the applicable ACHD facilities.

Meeting Location:

Ada County Highway District (ACHD) Headquarters Sawtooth Boardroom 5800 North Meeker Avenue Boise, Idaho 83713 Date: Tuesday, November 10, 2026 Time: 1:00 pm Mandatory Attendance and Responsiveness:

Attendance at the Mandatory Pre-Submission Proposal Meeting and completion of all required site walkthroughs are mandatory conditions of responsiveness. Failure to attend the meeting in person or complete any required site walkthroughs shall result in the Respondent's Proposal being deemed "Non-Responsive" and ineligible for further consideration by ACHD.

Background As written in the Legal Notice, including deadline dates: 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.

Questions submitted by any other method, including phone call, manual delivery, or email, will not be accepted, nor will questions be accepted after the designated Question and Answer deadline.

NOTE: Bid Opening Zoom Meeting Link: (The Date and Time are stated in the Legal Notice) 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 November 3, 2026

Dates of Publication November 3 and 10, 2026

Pre-Proposal Meeting (Mandatory) November 10, 2026, 1:00pm All prospective respondents are required to attend a Mandatory Pre- Submission Meeting and Proposal Workshop:

Location: ACHD Headquarters – Sawtooth Boardroom

5800 N. Meeker Avenue

Boise, Idaho 83713

Date: November 10, 2026

Time: 1:00 p.m. to 2:00 p.m.

Failure to attend the mandatory meeting shall result in the proposal being deemed "Non-Responsive" and ineligible for consideration.

https://achdidaho-org.zoom.us/j/85349200922?pwd=dtq8xszPhoE9Sg6Zw9WxR0KcaLRxgM.1 mailto:mfagerness@achdidaho.org tel:(208)387-6316

Question Submission Deadline November 12, 2026, 12:00pm

Question Response Deadline November 13, 2026, 4:00pm

Response Submission Deadline November 18, 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 (LDVM) and Repairs Re-Bid 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 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, November 18, 2026 at 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 ten percent (10%) https://secure.procurenow.com/portal/achdidaho/projects/321544/document?section=3042300 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.

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

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.

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 https://secure.procurenow.com/portal/achdidaho/projects/321544/document?section=undefined

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 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.

Evaluation Phase Methodology

Scoring Method: 0 - 10 Points

Rating Guidelines: Score - Points

EXCEPTIONAL 10

EXCELLENT 9

VERY GOOD 8

GOOD 7

SATISFACTORY 6

MARGINAL 5

FAIR 4

POOR 3

VERY POOR 2

UNSATISFACTORY 1

NON-RESPONSIVE / NO VALUE 0

DISADVANTAGED 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 Please refer to the "Attachments" section for the Scope of Work and other pertinent supporting documents.

EVALUATION PHASES

Evaluation Phase Methodology

Scoring Method: 0 - 10 Points

Rating Guidelines: Score - Points

EXCEPTIONAL 10

EXCELLENT 9

VERY GOOD 8

GOOD 7

SATISFACTORY 6

MARGINAL 5

FAIR 4

POOR 3

VERY POOR 2

UNSATISFACTORY 1

NON-RESPONSIVE / NO VALUE 0

No. Evaluation Criteria Scoring Method Weight (Points)

1. PROPOSAL COST

• First Low Cost = 10,

• Second Low Cost = 9

• Third Low Cost = 8

• All Other Cost = 7

0-10 Points 5 (5% of Total) https://procurement.opengov.com/portal/achdidaho/projects/321544/document?section=3042304

2. FIRM HISTORY,

EXPERIENCE, AND

REFERENCES:

A. Quality Work and Satisfactory Project Completion

B. Positive Customer Service, Communication, and Responsiveness

C. Relevant Experience and Comparable Projects with Government Agencies and with ACHD, if applicable

0-10 Points 25 (25% of Total)

3. FIRM QUALIFICATIONS and

KEY PERSONNEL:

A. Evaluate the Firm's technical qualifications, service facilities, equipment, operational resources, and the experience and certifications of assigned personnel.

B. Consider the Firm's demonstrated capacity to perform the required maintenance, repairs, and vehicle transportation services in accordance with the Scope of Work.

0-10 Points 35 (35% of Total)

4. PROJECT APPROACH AND

UNDERSTANDING:

A. Scope of Work/Specification Understanding.

B. Project Approach.

0-10 Points 30 (30% of Total)

5. DISPUTES, CLAIMS WITH

ACHD OR ANY NOTICES OF

INSUFICIENT WORK BY

ACHD

PER ACHD POLICY SECTION

2009.2.6:

A. No Past or Pending disputes or claims with ACHD or any notices of insufficient work by ACHD = 10 Exceptional / Excellent (No deduction from total score.)

B. Past or Present disputes or claims with ACHD or any notices of insufficient work by ACHD = 0 Non- Responsive / No Value (10-point deduction from total score.)

0-10 Points 5 (5% 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* Provide Firm's Full Address (Number, Street and any Suite, City, State and Zip Code) *Response required Firm's Contact and Title* Must provide the "Full Name" and "Title" of the individual responsible for overseeing this contract.

Example: Joe Smith, Manager *Response required Firm's Individual Contact Phone Number* The Bidder shall provide the contact telephone number for the individual responsible for overseeing this contract.

Telephone numbers shall include dashes and follow either of the following formats:

123-456-7890 or (123) 456-7890.

*Response required Firm's Fax Number* The Bidder shall provide the Firm’s fax number in either of the following formats: Dashes are required.

123-456-7890 or (123) 456-7890.

If the Firm does not maintain a fax line, the Bidder shall enter “N/A *Response required https://na4.docusign.net/Member/PowerFormSigning.aspx?PowerFormId=d22da8b2-7e16-44b4-b4a6-bc24b860c44a&env=na4&acct=94a6fb97-f6a3-406b-8ab2-8282d73a5796&v=2

Contact Individual 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 Proposers shall provide a clear, complete, and concise Proposal Narrative demonstrating the Firm's ability to successfully perform the Services in accordance with the requirements of this solicitation and the Scope of Work.

The Proposal Narrative shall be organized in the order listed below and shall provide sufficient information for ACHD to evaluate the Proposer's relevant experience, qualifications, resources, personnel, and proposed approach to performing the required services:

• 11.1 Firm History

• 11.2 Firm Experience

• 11.3, 11.4, 11.5 References

• 11.6 Firm Qualifications

• 11.7 Key Personnel

• 11.8 Project Understanding / Approach

• 11.9 Other Information

• 11.10 Prior ACHD Disputes, Claims, or Notices of Insufficient Work

• 11.11 Explanation of Prior ACHD Disputes, Claims, or Notices of Insufficient Work

• 11.13 Confirming Certification and Acknowledgment

FIRM'S HISTORY*

Respondents shall provide a concise narrative describing the Firm’s history, including the year established, number of years in business, organizational background, ownership and business structure, and any significant organizational changes.

The response shall identify the Firm's primary business operations and history of providing automotive maintenance, vehicle repair, and fleet management support services.

Maximum response length: 3500 characters *Response required

FIRM EXPERIENCE AND REFERENCES*

Proposers shall describe the Firm's demonstrated experience providing preventive maintenance, comprehensive safety inspections, mechanical and electrical repairs, and vehicle transportation services for commercial, passenger, or governmental vehicle fleets of similar size, scope, and complexity.

The Response shall specifically address experience servicing passenger vans, including Ford Transit and Honda Odyssey vehicles, or comparable vehicles, and managing scheduled maintenance, authorized repairs, service turnaround requirements, and fleet downtime.

Proposers shall identify relevant experience providing similar services to governmental agencies, public-sector organizations, transportation providers, or other fleet operators.

Firm References shall be provided separately in Sections 11.3, 11.4, and 11.5.

Maximum response length: 5500 characters *Response required

REFERENCE ONE (1)*

Provide Company/Firm Name, Contact Person Name, Firm Address, Firm Phone Number, Contact Number, and E-mail Address.

*Response required

REFERENCE TWO (2)*

Provide Company/Firm Name, Contact Person Name, Firm Address, Firm Phone Number, Contact Number, and E-mail Address.

*Response required

REFERENCE THREE (3)*

Provide Company/Firm Name, Contact Person Name, Firm Address, Firm Phone Number, Contact Number, and E-mail Address.

*Response required Firm Qualifications* Respondents shall provide a concise narrative demonstrating the Firm's technical qualifications, operational capabilities, and resources necessary to perform the services identified in the Scope of Work.

The response shall address the following:

A. Facilities and Equipment: Identify the proposed service facility locations, available service bays, diagnostic equipment, specialized tools, and capacity to accommodate the vehicle dimensions, weights, and maintenance requirements of the ACHD Commuteride fleet.

B. Technical Qualifications: Describe the Firm's automotive maintenance and repair qualifications, including Automotive Service Excellence (ASE) certifications or equivalent documented technical training and experience.

C. Service Capabilities: Identify the Firm's ability to perform routine preventive maintenance, comprehensive safety inspections, mechanical and electrical diagnostics, tire services, and authorized repairs.

D. Subcontractor Qualifications: Identify any proposed subcontractors, their qualifications, service locations, and the specific services they would perform.

E. Service Coverage: Describe the Firm's ability to provide vehicle pickup and return services at ACHD-designated locations, including arrangements for access to applicable military installations.

The response shall demonstrate that the Firm possesses the necessary facilities, equipment, personnel, and technical resources to fulfill the Contract Requirements.

*Response required Key Personnel* Respondents shall identify the Key Personnel proposed to perform, supervise, coordinate, and administer the services required under this Contract.

For each Individual, provide the name, proposed position, and assigned responsibilities, relevant experience, and applicable technical certifications or qualifications.

A written summary résumé, not to exceed one-half (1/2) page per individual, shall be provided and shall identify the individual's qualifications and experience relevant to the assigned responsibilities.

At minimum, identify the proposed primary service coordination contact, alternate contact, and personnel responsible for maintenance supervision, vehicle diagnostics, repairs, and service quality oversight.

Technicians shall possess applicable ASE certifications or equivalent documented training and experience acceptable to ACHD, as specified in the Scope of Work.

Hyperlinks or external references shall not be submitted and will not be accepted in lieu of the required written information.

*Response required Project Understanding/Approach* Respondents shall provide a clear, complete, and concise narrative demonstrating the Firm’s understanding of the ACHD Commuteride fleet maintenance requirements and describing the proposed approach to successfully performing the Scope of Work.

The response shall address the following:

A. Understanding of the Scope of Work Describe the Firm’s understanding of the objectives, operational requirements, and responsibilities associated with maintaining approximately 112 ACHD Commuteride vehicles, including the applicable Honda Odyssey and Ford Transit vehicle groups.

The response shall demonstrate an understanding of the importance of vehicle safety, manufacturer-required maintenance, timely repairs, accurate documentation, and minimizing interruptions to Commuteride passenger services.

The response shall address the following approach:

B. Preventive Maintenance and Safety Inspections

Describe the Firm's proposed procedures for performing scheduled preventive maintenance, manufacturer-required services, and comprehensive vehicle safety inspections.

Explain how maintenance intervals, inspection findings, vehicle service histories, and safety-critical deficiencies will be documented, communicated, and addressed in accordance with ACHD requirements.

C. Mechanical and Electrical Repairs

Describe the Firm's approach to diagnosing and performing authorized mechanical and electrical repairs, including brake systems, steering and suspension, drivetrain, cooling systems, air conditioning, electrical systems, and other applicable vehicle components.

Explain how the Firm will ensure that repairs comply with applicable manufacturer specifications, approved service procedures, and ACHD authorization requirements.

D. Vehicle Transportation and Service Coordination Describe the Firm's proposed procedures for coordinating vehicle pickup, transportation, custody, and return delivery at ACHD-designated locations.

Identify the Firm's transportation resources, geographic service coverage, arrangements for accessing applicable military installations, and procedures for safeguarding ACHD vehicles, keys, equipment, and related property.

E. Scheduling and Service Turnaround Describe the Firm's ability to coordinate maintenance and repair services around Commuteride operations while meeting the service turnaround requirements established in the Scope of Work.

The response shall address:

• Completion of routine maintenance and common repairs within twenty-four (24) elapsed hours, subject to the conditions specified in the Scope of Work,

• Completion of more complex repairs within forty-eight (48) elapsed hours unless otherwise approved in writing by ACHD.

• Availability for weekend maintenance, normal-business-hours roadside service, and any optional emergency or after-hours services.

• Procedures for addressing service delays, coordinating approved loaner vehicle exchanges, and minimizing vehicle downtime.

F. Repair Authorization, Documentation, and Reporting Describe the Firm's procedures for obtaining ACHD authorization before performing non-routine diagnostic services or repairs.

Explain the Firm's ability to prepare itemized estimates, document repair authorizations, maintain vehicle-specific service records, and electronically submit completed repair orders and inspection records within the required timeframe.

G. Quality Assurance and Warranty Administration Describe the Firm's procedures for verifying completed maintenance and repairs, identifying safety-related deficiencies, administering applicable warranties, and correcting defective workmanship or material.

Explain how the Firm will manage subcontracted services, maintain accountability for completed work, and ensure compliance with the warranty requirements specified in the Scope of Work.

The response shall provide sufficient detail to demonstrate that the Firm has a practical, effective, and adequately resourced approach to successfully performing the Contract requirements.

*Response required Other Information Proposers may provide additional information relevant to ACHD's evaluation of the Firm's experience, qualifications, technical capabilities, and ability to perform the required services.

Such information may include professional certifications, industry awards, specialized equipment, manufacturer training, fleet maintenance technology, service improvements, or other qualifications that demonstrate the Firm's ability to enhance service quality, vehicle reliability, or operational efficiency.

Any proposed additional services intended to reduce vehicle downtime shall be identified, including whether such services are included in the proposed pricing or would require separate authorization and compensation.

Maximum response length: 2000 characters

PRIOR ACHD DISPUTES, CLAIMS OR NOTICES OF INSUFFICIENT WORK*

Respondents shall disclose whether the Firm has been involved in any disputes, claims, or notices of insufficient work arising from or relating to a prior or current contract, agreement, or project with the Ada County Highway District (ACHD).

☐ Yes ☐ No *Response required

EXPLANATION OF PRIOR ACHD DISPUTES, CLAIMS, OR NOTICES OF

INSUFFICIENT WORK

If the response to Section 11.10 is "Yes," the Respondent shall provide a brief explanation of each applicable dispute, claim, or notice of insufficient work. At a minimum, the response shall include:

A. The contract, agreement, or project associated with the dispute, claim, or notice of insufficient work;

B. The general nature and circumstances of the dispute, claim, or notice of insufficient work;

C. The resolution of the current status of the matter; and D. Any other information the Respondent considers relevant to ACHD's evaluation.

If the response to Section 11.10 is "No," no response to this Section is required.

CONFIRMING CERTIFICATION AND ACKNOWLEDGMENT*

By submitting a Proposal, the Respondent certifies that the information provided in Section 11.10, Prior ACHD Disputes, Claims, or Notices of Insufficient Work, and Section 11.11, Explanation of Prior ACHD Disputes, Claims, or Notices of Insufficient Work, is complete and accurate to the best of the Respondent's knowledge.

The Respondent further acknowledges and understands that the information disclosed will be considered by ACHD as part of its evaluation of the Proposal, in accordance with the evaluation criteria established in this RFP.

The Respondent acknowledges and confirms the certification above.

☐ Please confirm *Response required

COST SCHEDULE - MARKET BASKET

SCHEDULE PM A/B - ROUTINE MAINTENANCE PACKAGE

One (1) combined routine Preventive Maintenance (PM) package shall be priced separately for each vehicle group. Enter $0 for services included at no additional charge. Entries of “N/A” do not require an explanation in the Cost Schedule. However, each “N/A” entry shall be clearly identified and explained in the Proposal Narrative under the Vendor Questionnaire section.

Blank entries shall be deemed incomplete. No exceptions shall be permitted. If an explanation is required, provide it in the “Explanation, if Applicable” section located at the far right.

Line Item

Description Quantity Unit of Measure

Unit Cost

Total Explanation if

Applicable

2018-2023 HONDA ODYSSEY - ROUTINE MAINTENANCE SERVICE PACKAGE

COMPONENT

Line Item

Description Quantity Unit of Measure

Unit Cost

Total Explanation if

Applicable AB1-01 Engine Oil and Filter

Replacement (Scope:

Full manufacturer service - fill quantity, correct specification, filter and disposal.)

1 Package Task - Lump Sum

AB1-02 Chassis Inspection and Applicable Lubrication (Scope: Lubricate only designated serviceable fittings.)

1 Package Task -

AB1-03 Transmission/transaxle fluid check (Scope:

Applicable manufacturer procedure; correct level as appropriate;

report leaks.

1 Package Task -

AB1-04 Brake-Fluid Level Check (Scope: Correct level as appropriate;

report abnormal loss.)

1 Package Task -

AB1-05 Brake Inspection and Measurements (Scope:

Pad/lining thickness and applicable rotor measurements by wheel position.)

1 Package Task -

AB1-06 Engine-Coolant Level

Fluid/Level; Report abnormal loss.)

1 Package Task -

AB1-07 Washer-Fluid Check and Fill (Scope:

Included consumable.)

1 Package Task -

AB1-08 Engine and Cabin Filter Inspection (Scope: Report replacement need;

replacement requires authorization.)

1 Package Task -

Item

Description Quantity Unit of Measure

Unit Cost

Total Explanation if

Applicable AB1-09 Tire Inspection and

Pressure Correction (Scope: Record tread depths/pressures;

inspect spare and equipment where fitted.)

1 Package Task -

AB1-10 Comprehensive Safety Inspection (Scope Section 4: Safety equipment, doors, belts, lights, leaks, and onboard equipment.)

1 Package Task -

AB1-11 Tire Rotation (Scope:

Applicable pattern;

document restrictions.)

1 Package Task -

AB1-12 Battery Starting and Charging System Check (Scope: Record results and inspect connections; no sealed-battery electrolyte service.)

1 Package Task -

AB1-13 Service Record Sticker and Indicator Reset (Scope: Update windshield sticker;

reset completed services only;

electronic report.)

1 Package Task -

2015-2021 FORD TRANSIT 3.5L TURBO - ROUTINE MAINTENANCE SERVICE PACKAGE

COMPONENT

AB2-01 Engine Oil and Filter Replacement (Scope:

Full manufacturer service - fill quantity, correct specification, filter and disposal.)

1 Package Task -

AB2-02 Chassis Inspection and

(Scope: Lubricate only designated serviceable fittings.)

1 Package Task -

Item

Description Quantity Unit of Measure

Unit Cost

Total Explanation if

Applicable AB2-03 Transmission/transaxle fluid check (Scope:

Applicable manufacturer procedure; correct level as appropriate;

report leaks.

1 Package Task -

AB2-04 Differential Fluid Check (Scope:

Separately serviceable components only;

correct level as appropriate.)

1 Package Task -

AB2-05 Brake-Fluid Level level as appropriate;

report abnormal loss.)

1 Package Task -

AB2-06 Brake Inspection and

Pad/lining thickness and applicable rotor measurements by wheel position.)

1 Package Task -

AB2-07 Hydraulic Power- Steering Fluid Check (Scope: Hydraulic systems only; N/A for electric steering.)

1 Package Task -

AB2-08 Engine-Coolant Level

Fluid/Level; Report abnormal loss.)

1 Package Task -

AB2-09 Washer-Fluid Check

Included consumable.)

1 Package Task -

AB2-10 Engine and Cabin

(Scope: Report replacement need;

replacement requires authorization.)

1 Package Task -

Item

Description Quantity Unit of Measure

Unit Cost

Total Explanation if

Applicable AB2-11 Tire Inspection and

Pressure Correction (Scope: Record tread depths/pressures;

inspect spare and equipment where fitted.)

1 Package Task -

AB2-12 Comprehensive Safety

Section 4: Safety equipment, doors, belts, lights, leaks, and onboard equipment.)

1 Package Task -

AB2-13 Tire Rotation (Scope:

document restrictions.)

1 Package Task -

AB2-14 Battery Starting and

Check (Scope: Record results and inspect connections; no sealed-battery electrolyte service.)

1 Package Task -

AB2-15 Service Record Sticker

(Scope: Update windshield sticker;

reset completed services only;

electronic report.)

1 Package Task -

2026-2027 FORD TRANSIT 3.5L NON-TURBO - ROUTINE MAINTENANCE SERVICE

PACKAGE COMPONENT

AB3-01 Engine Oil and Filter Replacement (Scope:

Full manufacturer service - fill quantity, correct specification, filter and disposal.)

1 Package Task -

AB3-02 Chassis Inspection and

(Scope: Lubricate only designated serviceable fittings.)

1 Package Task -

Item

Description Quantity Unit of Measure

Unit Cost

Total Explanation if

Applicable AB3-03 Transmission/transaxle fluid check (Scope:

Applicable manufacturer procedure; correct level as appropriate;

report leaks.

1 Package Task -

AB3-04 Differential Fluid Check (Scope:

Separately serviceable components only;

correct level as appropriate.)

1 Package Task -

AB3-05 Brake-Fluid Level level as appropriate;

report abnormal loss.)

1 Package Task -

AB3-06 Brake Inspection and

Pad/lining thickness and applicable rotor measurements by wheel position.)

1 Package Task -

AB3-07 Hydraulic Power- Steering Fluid Check (Scope: Hydraulic systems only; N/A for electric steering.)

1 Package Task -

AB3-08 Engine-Coolant Level

Fluid/Level; Report abnormal loss.)

1 Package Task -

AB3-09 Washer-Fluid Check

Included consumable.)

1 Package Task -

AB3-10 Engine and Cabin

(Scope: Report replacement need;

replacement requires authorization.)

1 Package Task -

Item

Description Quantity Unit of Measure

Unit Cost

Total Explanation if

Applicable AB3-11 Tire Inspection and

Pressure Correction (Scope: Record tread depths/pressures;

inspect spare and equipment where fitted.)

1 Package Task -

AB3-12 Comprehensive Safety

Section 4: Safety equipment, doors, belts, lights, leaks, and onboard equipment.)

1 Package Task -

AB3-13 Tire Rotation (Scope:

document restrictions.)

1 Package Task -

AB3-14 Battery Starting and

Check (Scope: Record results and inspect connections; no sealed-battery electrolyte service.)

1 Package Task -

AB3-15 Service Record Sticker

(Scope: Update windshield sticker;

reset completed services only;

electronic report.)

1 Package Task -

TOTAL

SCHEDULE PM-C/D - REPAIR PACKAGE

Services shall be performed separately only upon prior ACHD authorization. All fixed prices shall include all applicable labor, parts, fluids, materials, and fees required by the Scope of

Work. Enter $0 for services included at no additional charge. Entries of “N/A” do not require an explanation in the Cost Schedule; however, all applicable product or vehicle configuration exceptions shall be clearly identified and explained in the Proposal Narrative under the Vendor Questionnaire section. Blank entries shall be considered incomplete. No exceptions will be permitted.