Ada County Highway District

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

Website: www.achdidaho.org

FY27 Fleet Maintenance Parts

FL27-02

Contract Documents July 21, 2026

Miranda Gold, President Alexis Pickering, Vice-President Kent Goldthorpe, Commissioner Dave McKinney, Commissioner Patricia Nillson, Commissioner Ryan Head, Director http://www.achdidaho.org/

Ada County Highway District

REQUEST FOR PROPOSAL

FL27-02

FY27 Fleet Maintenance Parts

I. NOTICE

II. INTRODUCTION

III. INSTRUCTIONS TO RESPONDENTS

IV. ADDITIONAL RESPONDENT INFORMATION

V. SPECIFICATIONS

VI. EVALUATION PHASES

VII. VENDOR QUESTIONNAIRE

VIII. COST SCHEDULE

Attachments:

A - 2026_Specification_Matrix_ B - Sample Agreement

NOTICE

Ada County Highway District

REQUEST FOR PROPOSAL

FY27 Fleet Maintenance Parts

FL27-02

Sealed proposals for FY27 Fleet Maintenance Parts 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 5, 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 staffing, transportation, management, and parts necessary to run an efficient and effective parts operation to support the ACHD Fleet..

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, July 29, 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, July 30, 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, July 21, 2026

ADA COUNTY HIGHWAY DISTRICT

Dates of Publication: July 21 and 28, 2026

INTRODUCTION

Summary The Fleet Department of Ada County Highway District (ACHD) is seeking competitive proposals from qualified firms to provide staffing, transportation, management, and parts https://procurement.opengov.com/portal/achdidaho https://procurement.opengov.com/portal/achdidaho https://procurement.opengov.com/portal/achdidaho necessary to run an efficient and effective parts operation to support the ACHD Fleet.

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:

Fleet Services

Timeline

Release Project Date July 21, 2026

Dates of Publication July 21 and 28, 2026

Question Submission Deadline July 29, 2026, 4:30pm

Question Response Deadline July 30, 2026, 4:30pm

Proposal Submission Deadline August 5, 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 Fleet Maintenance Parts 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 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/281779/document?section=2718604 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, August 5, 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.

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.

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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 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.

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.

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COST OF SUBMITTING

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

SPECIFICATIONS

Specifications The Maintenance Department of Ada County Highway District (ACHD) is seeking proposals from firms qualified to provide parts to support the ACHD Fleet. The selected vendor shall provide staffing, transportation, management, and parts necessary to run an efficient and effective parts operation that covers all hours worked by the ACHD Maintenance Department.

Operating hours are Monday through Friday, 7:00 a.m. - 3:30 p.m. Parts delivery must continue until 5:30 p.m. During emergencies, ACHD operates on a 24-hour basis. All parts, lubricants, and miscellaneous supplies necessary to maintain the ACHD Fleet will be covered by the contract. This initial contract is a one-year term with the option for one additional one-year renewal.

A. All proposals submitted should address how the following services will be provided:

1. Vendor shall have inventory control over all parts and equipment necessary to provide 70% of the parts requirements within one hour of the request and 90% within four hours. Any parts that are ordered from a third-party vendor should be ordered within an hour of initial request. Delivery of those parts from the third-party vendor to the ACHD site(s) shall occur within four hours upon parts arrival.

2. All parts will be the property of the selected vendor per ACHD terms and conditions.

3. Vendor electronic billing to ACHD for items used will be on a monthly basis.

4. Vendor shall provide Fleet Administration with monthly comprehensive reports on the parts activity. These reports shall include cost and inventory in stock and currently on order. Reporting on some activity items will be required on a daily basis, such as lost sales, back orders, on number-of-days on order.

5. Procurement of stock and non-stock parts, supplies, and shop equipment for resale to ACHD.

6. Outside maintenance services, including parts and labor, and warranty parts and labor as required by Fleet Administration.

A. In addition to the services listed above, all proposals submitted should address the following items:

1. The successful vendor shall inventory the present stock of on-site parts and supplies, and mark each item for sale back to ACHD on a no-charge basis as requisitioned by Fleet Administration.

2. For vendor-provided parts, supplies, and equipment, Original Equipment Manufacturer (OEM) parts, supplies, and equipment are to be replaced with equivalent or better. In addition, a minimum of Grade 5 is required on all fasteners. All hydraulic equipment and parts must meet JIC and SAE specifications. ACHD reserves the right to inspect the quality of materials, supplies, and equipment provided by the vendor and to reject items deemed inferior, e.g., not meeting OE standards or better.

3. The vendor shall use adequate computer systems to control and report on inventory operations. The vendor will install a terminal at the ACHD

Maintenance Parts Section that provides online inventory information to the vendor warehouse outside of the ACHD Facility.

a. The vendor must use Total Asset Management Systems (TAMS) and establish the Fleet Focus interface at their own expense. The estimated cost is approximately Fifteen Thousand Dollars ($15,000).

b. Response time is crucial. Therefore, the vendor computer system should have access to sufficient inventory within the local area, either at the vendor’s warehouse or by negotiation with one or more local parts operations to supply the majority of parts required.

c. Consequently, this back-up inventory must be located in or near ACHD to provide expedited service.

d. The vendor will utilize a computer hardware and software system capable of monitoring and reporting in one of the following:

i. Parts on hand, on order, usage, and costs. The vendor may use a bar coding system to identify and track all parts. If used, the system will be readable by the computer system used by the vendor and integrated with the system inventory control plan.

ii. Complete repair order information on vehicles and equipment, including history data, consumed quantities, and billing information.

4. The vendor shall evaluate the present inventory of parts quarterly to identify:

a. Vehicle parts that should remain in stock and/or be increased or decreased due to usage history.

b. Warranty parts.

c. Quarterly reports on the top 10 consumed parts per vehicle classification.

d. The vendor shall provide, at their own expense, an interface between their inventory management system and ACHD’s Fleet Management System (FMIS). At the time of this solicitation, ACHD utilizes AssetWorks FleetFocus integrated with Total Asset Management Systems (TAMS), a universal inventory management software used to manage parts transactions and inventory functions between the systems. The successful vendor shall be responsible for implementing and maintaining a compatible interface throughout the term of the contract.

The estimated implementation cost is approximately Fifteen Thousand Dollars ($15,000).

5. Obsolete vehicle parts that should be taken out of stock. These parts will be presented annually to ACHD for analysis.

B. The Vendor will provide sufficiently trained, knowledgeable, and service-oriented personnel to efficiently and effectively operate the total parts function as detailed.

1. The vendor will be responsible for hiring, staffing, promoting, transferring, and dismissing employees needed for the operation of the on-site parts services. Fleet Administration will interview and must agree with the vendor on the Parts Manager or the Supervisor selected by the vendor.

2. The vendor shall be responsible for all taxes, fringe benefits, and training for all their personnel needed for the performance of the resulting contract.

3. Fleet Administration reserves the right to demand that the vendor discipline/dismiss any vendor employee who is deemed detrimental to the parts operation. The vendor must comply with all such requests within five (5) business days of notification.

4. The vendor shall prepare and submit a manpower plan to ACHD for approval.

1.

C.

D. Fleet Administration will provide the vendor a secure area free of charge within an

ACHD facility to conduct the on-site parts operation, including storage. In addition to the floor space, this area includes the provision of heat, electricity, water, restrooms, office equipment such as telephone, fax and copier, and office furniture such as desks, chairs, and parts shelving.

1. The vendor will exercise control/responsibility of the stockroom.

2. No one may enter the parts facility without the permission of vendor personnel.

3. ACHD Facilities Maintenance will retain access to the area as may be necessary for maintenance requirements on the building or systems.

4. Current operation consists of one (1) full-time onsite parts representative and one

(1) dedicated parts delivery driver. ACHD provides this information for reference only and does not prescribe minimum staffing levels.

E. In addition to the services listed above, all proposals submitted should address the following items:

1. Vendor Inventory Proposal (VIP) to provide the following information.

a.) Number of stocked items in the local warehouse.

b.) Response time to parts requested.

c.) Vendor normal delivery schedule from:

1. Local warehouse to store; and

2. Regional warehouse to store; and

3. Vendor shall state the normal delivery time for emergency parts deliveries for locally available parts, both from vendor and non-vendor stock.

2. On-Site Store Plan, e.g., inventory analysis, OEM parts purchased, etc.

3. Proposed staff level, job description, and vendor-provided equipment, e.g., terminals, truck, etc.

4. Current onsite inventory is approximately $423,000, consisting of approximately 46,000 stocked parts. This information is provided for planning purposes only.

5. Cost Accounting:

a.) Vendor shall be responsible for all costs associated with providing inventory, pick-up, and/or delivery, personnel, and administrative costs to operate the store.

b.) Vendor to define the cost accounting methodology to incorporate a "cost plus" basis, the vendor shall provide ACHD with current verifiable price schedules of all ACHD-purchased parts and supplies during the contract period.

6. Hours of Operation:

a.) Normal - Monday through Friday 7:00 a.m. to 5:30 p.m.

b.) Holidays: New Year's DayPresident's DayMemorial DayJuneteenthIndependence DayLabor DayVeteran's DayThanksgiving DayDay after ThanksgivingChristmas EveChristmas Day c.) Emergencies: Vendor shall state in the VIP their ability to support Fleet Administration during any emergency.

Emergency situations are defined by Fleet Administration staff.

F. All prospective bidders are encouraged to be very specific and detailed in their response to this section. The responses to this section will be judged very heavily in the selection process.

G. Parts and Service Charge Method:

1. Parts, transportation charges, labor, and other applicable items specified in the proposal submitted shall be calculated on a monthly basis and be due the first week following the end of the month.

2. The report shall contain a complete account of all activity for the month ending, the cost of parts sold to ACHD, and the cost of transportation and special shipping for special order requests on direct charge and/or non-stock items.

3. ACHD will not pay freight charges on stock parts or parts available in the Treasure Valley area. In addition, stock part premium prices will not be paid if the vendor is not adhering to the established re-order plan.

4. If there is a freight charge on any part(s) ordered through a third-party, the vendor will not charge a markup on freight.

5. Any part(s) that are subject to a restocking fee through a third-party vendor per ACHD's request will be subject to the third-party's restocking policy; the vendor will not charge a markup rate on the restocking fee or freight.

6. ACHD does agree to buy back, at Vendor's cost, all third-party, specialty, or non-core merchandise in the inventory upon termination or expiration of this agreement for any reason.

H. Other Requirements:

1. No part(s) shall be issued to ACHD without a properly executed work order. A receipt for parts supplied will be given to each mechanic for each work requisition for parts or supplies. The receipt shall contain specific vehicle information, including, but not limited to, vehicle number, mileage/hours. A second copy of the receipt will be sent to the Fleet Administration.

2. All reports will be due by the fifth working day of the following month.

3. If the vendor cannot obtain the desired part(s) within a four (4) hour period upon order, ACHD reserves the right to purchase parts from other sources. In emergency situations, if the vendor cannot supply the part(s) in the desired timeframe, ACHD reserves the right to produce parts immediately from other sources.

4. Vendor shall provide a statement concerning commercial warranties available to ACHD and the terms/conditions for parts purchased from Vendor.

5. The successful vendor shall provide a statement to assume responsibility for the ACHD parts operation within 30 days of the execution of the contract.

6. ACHD reserves the right to obtain clarification of any point in a respondent submittal or to obtain additional information.

I. Cost Schedule Special Notes:

1. Schedule A:

a. In the Description is a sample of the part that indicates a vendor and part number for your reference.

b. The parts should be like this part in your proposal.

2. Schedule B:

a. The On-Site costs are wages, including an additional cost such as taxes and benefits, transportation costs, and equipment costs. Provide an itemized breakdown of all monthly costs.

3. Special Note: ACHD reserves the right to reduce or increase listed quantities and order additional quantities of any cost schedule item at the bid unit price listed in this submitted proposal for the 2027 Fiscal Year. Attached is a detailed list of ACHD’s drivable assets. This list is a living document and continues to fluctuate.

EVALUATION PHASES

No. Evaluation Criteria Scoring Method Weight (Points)

1. PROPOSAL COST

First Low Cost = 200, Second Low Cost = 180, et. al.

Points Based 200 (33.9% of Total)

2. PARTS MARK-UP COSTS:

First Low Cost = 150, Second Low Cost = 130, et. al.

Points Based 150 (25.4% of Total)

3. MONTHLY OPERATION COSTS

First Low Cost = 100, Second Low Cost = 80, et. al.

Points Based 100 (16.9% of Total)

4. FIRM HISTORY, EXPERIENCE, AND

REFERENCES:

A. Firm's History (5 points)

B. Quality Work and Satisfactory Project Completion (20 points max)

C. Positive Customer Service (10 points max)

D. Experience with Government Agencies (5 points max)

Points Based 40 (6.8% of Total)

5. FIRM QUALIFICATIONS:

A. Specifications Matrix

Completion. (40 points max)

Points Based 40 (6.8% of Total)

6. PROJECT UNDERSTANDING AND

APPROACH:

A. Scope of Work/Specification Understanding. (25 points max)

B. Experience and Knowledge of Requirements. (10 points max)

C. Project Approach. (10 points max)

D. Project Services Cost. (5 points max)

Points Based 50 (8.5% of Total)

7. FIRM PAST PERFORMANCE:

A. *Past Positive Work History with ACHD (10 points max)

B. No Past Work History with ACHD. (0 points)

0-10 Points 10 (1.7% 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 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)?

https://na4.docusign.net/Member/PowerFormSigning.aspx?PowerFormId=53c06061-04af-4876-a1d0-fe9f9f703133&env=na4&acct=94a6fb97-f6a3-406b-8ab2-8282d73a5796&v=2

☐ Yes ☐ No *Response required Proposal Narratives Firm History * Respondents shall provide a narrative of the Firm’s History.

Maximum response length: 2000 characters *Response required Firm Experience* Respondents shall provide a description of the Firm’s Experience including primary emphasis and interactions with government agencies.

Maximum response length: 2000 characters *Response required Firm Qualifications - Specification Matrix* Please download the below documents, complete, and upload.

• Specifications_Matrix.xlsx

*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 Project Understanding and Approach* A. Scope of Work Understanding by following every detail asked to provide within the Scope of Work.

B. Experience and knowledge of Requirements.

C. Project Approach D. Project Services Cost *Response required Specification Verification Information (SVI) Upload* Please upload the required Specification Information (15 page max) *Response required Expected Delivery / Lead Times* What is the expected lead time or delivery date?

*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: 2500 characters

Reference One (1)* Must provide Company/Firm Name, Contact Person Name, Firm Address, Firm Phone Number, Contact Number, and E-mail Address.

https://government-project.s3.us-west-2.amazonaws.com/281779/ce02b01b-4af3-4e64-b8fa-32b9785c19a8_Specifications_Matrix.xlsx

*Response required Reference Two (2)* Must provide Company/Firm Name, Contact Person Name, Firm Address, Firm Phone Number, Contact Number, and E-mail Address.

*Response required Reference Three (3)* Must provide Company/Firm Name, Contact Person Name, Firm Address, Firm Phone Number, Contact Number, and E-mail Address.

*Response required

COST SCHEDULE

SCHEDULE 1, FY27 FLEET MAINTENANCE PARTS

Line Item Description Quantity Unit of Measure

Unit Cost Total

1 OIL FILTER (Reference Only:

NAPA, Part# 1372)

24 EACH

2 OIL FILTER (Reference Only:

NAPA, Part# 7076)

12 EACH

3 OIL FILTER (Reference Only:

NAPA, Part# 1660)

18 EACH

4 OIL FILTER (Reference Only:

NAPA, Part# 7182)

24 EACH

5 OIL FILTER (Reference Only:

NAPA, Part# 1791)

24 EACH

6 AIR FILTER (Reference Only:

NAPA, Part# 2795)

12 EACH

7 AIR FILTER (Reference Only:

NAPA, Part# 6937)

12 EACH

8 AIR FILTER (Reference Only:

NAPA, Part# 6761)

24 EACH

9 AIR FILTER (Reference Only:

NAPA, Part# 6671)

12 EACH

10 AIR FILTER (Reference Only:

NAPA, Part# 6569)

12 EACH

11 AIR FILTER (Reference Only:

NAPA, Part# 9021)

24 EACH

12 AIR FILTER (Reference Only:

NAPA, Part# 6562)

12 EACH

13 HYDRAULIC FILTER (Reference Only: NAPA, Part# 1759)

18 EACH

14 FUEL FILTER (Reference Only:

NAPA, Part# 3977)

24 EACH

Line Item Description Quantity Unit of Measure

Unit Cost Total

15 FUEL FILTER (Reference Only:

NAPA, Part# 3978)

24 EACH

16 FUEL FILTER (Reference Only:

NAPA, Part# 3877)

24 EACH

17 FUEL FILTER (Reference Only:

NAPA, Part# 3965)

12 EACH

18 WIPER BLADES (Reference Only: NAPA, Part# 6022HB)

36 EACH

19 WIPER BLADES (Reference Only: NAPA, Part# 60-24-1)

24 EACH

20 SEAL (Reference Only: CATE EQUIPMENT, Part# 217-47)

6 EACH

21 NOZZLE (Reference Only: CATE EQUIPMENT, Part# 281420-2)

8 EACH

22 TRUNKING (Reference Only:

CATE EQUIPMENT, Part# 94992-2)

6 EACH

23 SWITCH (Reference Only: CATE EQUIPMENT, Part# 282187-1)

4 EACH

24 INTAKE SEAT (Reference Onlay:

CATE EQUIPMENT, Part# 94990-1)

6 EACH

25 VALVE (Reference Only: CATE EQUIPMENT, Part# 281372-1)

24 EACH

26 MANIFOLDS (Reference Only:

CATE EQUIPMENT, Part#

MEV200CF)

12 EACH

27 GUTTER & MAINBROOM

SEGMENTS (Reference Only:

CATE EQUIPMENT, Part#

412PATWWP2)

12 EACH

28 12V BATTERIES (Reference Only: NAPA, Part# Group 31S)

12 EACH

29 WARNING LIGHTS (Reference Only: NAPA, Part# 3870A)

18 EACH

30 WORK LIGHTS (Reference Only: NAPA, Part# 81260)

12 EACH

31 WARNING LIGHTS (Reference Only: NAPA, Part# 730-3089)

6 EACH

32 WARNING LIGHTS (Reference Onlay: NAPA, Part# 60250R)

12 EACH

Measure

Unit Cost Total

33 WARNING LIGHTS (Reference Only: NAPA, Part# 552)

6 EACH

34 MIRRORS (Reference Only:

NAPA, Part# 97872)

6 EACH

35 HEAVY DUTY BRAKE SHOES

23,000 LBS (Reference Only:

NAPA, Part# 4707 Q PLUS)

50 EACH

36 DRUMS (Reference Only:

NAPA, Part# 56964b)

50 EACH

37 FLUIDS (Reference Only:

GRANDEL 80-90 WT)

100 QUART

38 FLUIDS (Reference Only:

GRANDEL 15-40 WT)

1,000 QUART

39 FLUIDS (Reference Only:

GRANDEL DEXRON-III)

100 GALLON

40 FLUIDS (Reference Only: NAPA, ANTIFREEZE "RED")

100 GALLON

41 SEWER HOSE 600' 1"

(Reference Only: METROQUIP, Part#48783S6)

5 EACH

42 HOSE END M 1" (Reference Only: METROQUIP, Part#48783SC

12 EACH

43 WATER VALVE (Reference Only: METROQUIP, Part#1119171)

18 EACH

44 WATER PAN (Reference Only:

METROQUIP, Part#1101599)

10 EACH

45 AUGER (Reference Only:

THERMOLAY, Part#NMD-

LPSC-4-9/10)

4 EACH

46 IGNITER (Reference Only:

THERMOLAY, Part#22- 1000000-540

2 EACH

47 AIR BRAKE CANS (Reference Only: NAPA, Part#30-30-C

12 EACH

TOTAL

SCHEDULE 2, FY27 FLEET MAINTENANCE PARTS

Measure

Unit Cost Total

1 Monthly On-Site Costs 12 EACH

TOTAL

SCHEDULE 3, FY27 FLEET MAINTENANCE PARTS

Line Item Description Unit of Measure

Percentage

1 Monthly Parts Markup Cost (Percentage) PERCENTAGE

COST SCHEDULE