REQUEST FOR PROPOSAL

RFP 2027-08

MASTER PREVENTIVE MAINTENANCE & OUTSIDE VENDOR

SERVICES

City of Edinburg

415 W. University Drive

Edinburg, TX 78541

RELEASE DATE: September 30, 2026

DEADLINE FOR QUESTIONS: October 9, 2026

RESPONSE DEADLINE: October 20, 2026, 3:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/cityofedinburg https://secure.procurenow.com/portal/%7bproject.government.code%7d

City of Edinburg

REQUEST FOR PROPOSAL

Master Preventive Maintenance & Outside Vendor Services

I. Introduction II. Legal Notice

III. Instructions, Terms and Conditions IV. Specifications V. Vendor Questionnaire

VI. Pricing Proposal VII. Evaluation Criteria

Attachments:

B - Rules for Electronic Bidding

Request For Proposal #RFP 2027-08 Title: Master Preventive Maintenance & Outside Vendor Services

1. Introduction

1.1. Summary

The City of Edinburg is soliciting formal, competitive proposals from qualified third-party vendors to establish a master services agreement for fleet preventive maintenance, complex mechanical and structural repairs, off-route mobile servicing, seasonal thermal audits, and heavy-duty emergency towing/recovery across all Municipal Solid Waste (MSW) and departmental support assets. The objective of this Request for Proposals (RFP) is to secure a turnkey fleet maintenance partner capable of maximizing asset availability, extending severe-duty vehicle lifespans, and maintaining strict compliance with municipal standards.

1.2. Contact Information

Dalinda Cardenas

Administrative Specialist

PO Box 1079

8601 N. Jasman Rd

Edinburg, TX 78540

Email: dcardenas@cityofedinburg.com

Phone: (956) 381-5635

Department:

Solid Waste

Department Head:

Ramiro Gomez

Solid Waste Director

1.3. Timeline

Release Project Date September 30, 2026

Question Submission Deadline October 9, 2026, 3:00pm

Proposal Submission Deadline October 20, 2026, 3:00pm mailto:dcardenas@cityofedinburg.com tel:(956)381-5635

2. Legal Notice

2.1. Notice to Respondents

The City of Edinburg is soliciting sealed proposals from qualified vendors for Master Preventive

Maintenance & Outside Vendor Services.

Sealed Proposals must be submitted electronically or received by the City Secretary’s Office no later than:

3:00 pm, Tuesday, October 20, 2026.

All sealed proposals must be received either electronically or at the designated location by the deadline shown. Proposals received after the deadline will not be considered for the award of the contract and shall be considered void and unacceptable.

All proposals will be opened, and bidder’s names publicly read aloud promptly in the City Hall

Community Room, at 415 W. University Dr., Edinburg, TX 78539, at 3:00 pm, Tuesday, October 20, 2026.

To obtain a copy of the Request for Proposals or submit an electronic proposal please visit:

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

If a Respondent chooses to submit a Hard Copy Proposal, it must be delivered in a sealed envelope with a return address and clearly marked “City of Edinburg RFP No. RFP 2027-08" to the City Secretary's

Office prior to the RFP opening date and time. The receiving time in the City Secretary's Office will be the governing time for acceptibility of the proposals. The Respondent's firm name shall appear on the outside of the envelope.

Submit Proposals to:

If submitting Electronic: https://procurement.opengov.com/portal/cityofedinburg

If Hand-Delivering Bids: 415 W. University Drive c/o City Secretary Department (1st Floor)

RFP No. RFP 2027-08

If you have any questions or require additional information contained the RFP, you may contact Lorena

Fuentes, Interim Purchasing Manager, please submit your questions via OpenGov Procurement at the website listed above no later than 3:00 pm on Friday, October 9, 2026.

The City of Edinburg reserves the right to reject any or all proposals and to waive informalities or technicalities and to accept the Proposal deemed most advantageous to the City, and hold the proposal for a period of 90 days without taking action.

3. Instructions, Terms and Conditions

3.1. General Instructions

PURPOSE

The purpose of these solicitation documents is to provide a Proposals for: Master Preventive

Maintenance & Outside Vendor Services

INTENT

The services to be provided under this RFP shall be in accordance with and shall meet all specifications and/or requirements as shown in this solicitation for RFP. There is no intention to disqualify any respondent who can meet the requirements.

SUBMITTAL OF "HARD COPY" RFP

If submitting a Hard Copy RFP, it must be submitted in a sealed envelope by the vendor. Submit two (2) complete sets of the response, one (1) original marked “ORIGINAL,” and one (1) Digital Copy in a flash drive. Each RFP must be completely filled out and SUBMITTED IN ORIGINAL FORM complete with all supporting documentation. RFPs submitted by facsimile (fax) will not be accepted. Submittal of an RFP in response to this solicitation constitutes an offer by the respondent. Once submitted, RFPs become the property of the City of Edinburg and as such the City reserves the right to use any ideas contained in any

RFP regardless of whether that respondent/firm is selected. Submission of a RFP in response to this solicitation, by any respondent, shall indicate that the respondent(s) has/have accepted the conditions contained in the RFP, unless clearly and specifically noted in the RFP submitted and confirmed in the contract between the City and the successful respondent otherwise. RFPs which do not comply with these requirements may be rejected at the option of the City. RFPs must be filed with the City of

Edinburg before the deadline day and hour. No late RFPs will be accepted. Failure to meet RFP requirements may be grounds for disqualification.

If Hand-Delivering Bids: 415 W. University Drive c/o City Secretary Department (1st Floor)

If submitting Electronic: https://procurement.opengov.com/portal/cityofedinburg

TIME ALLOWED FOR ACTION TAKEN

The City of Edinburg may hold RFPs 90 days after deadline without taking action. Respondents are required to hold their RFPs firm for same period of time.

RIGHT TO REJECT/AWARD

The City of Edinburg reserves the right to reject any or all RFPs, to waive any or all formalities or technicalities, and to make such awards of contract as may be deemed to be the best and most advantageous to the City of Edinburg.

ASSIGNMENT

https://procurement.opengov.com/governments/956100/portal/cityofedinburg

Respondents are advised that the City of Edinburg shall not allow the successful respondent to sell, assign, transfer, or convey any part of any contract resulting from this RFP in whole or in part, to a third party without the written approval of the City of Edinburg.

AWARD

Respondents are advised that the City of Edinburg is soliciting RFPs and award shall be made to the respondent that in the opinion of the City of Edinburg is the best qualified.

The City of Edinburg reserves the right to award contract(s) based solely on the written proposals. The

City also reserves the right to request oral interviews.

FINAL SELECTION AND THE CITY COUNCIL APPROVAL

Selection shall be made of one or more proposers deemed to be fully qualified and best suited among those submitting Proposals on the basis of the evaluation factors included in the Request for Proposals, if so stated in the Request for Proposals. Negotiations shall be conducted with the proposers selected.

After negotiations have been conducted with each proposer selected, the agency shall select the proposer which, in its opinion, has made the best proposal, and shall award the contract to that proposer. The City may cancel this Request for Proposals or reject the Proposals at any time prior to an award, and is not required to furnish a statement of the reasons why a particular proposal was not deemed the most advantageous. Should the City determine in writing and in its sole discretion that only one proposer is fully qualified, or that one proposer is clearly more highly qualified than the others under consideration, a contract may be negotiated and awarded to that proposer. The award document will be a contract incorporating by reference all the requirements, terms and conditions of the solicitation and the contractor's proposal as negotiated. After the selection of the most qualified firm(s), scope of services and billing rates will be negotiated and used as attachments to the City’s Professional

Services Agreement. This Agreement will then be submitted to the City Council for approval. If the City and the selected firm cannot successfully negotiate an agreement, then the City will enter into negotiations with the next best qualified firm on the evaluation rating list. This procedure may be repeated until one (1) or more firms has been selected and approved by the City Council.

NUMBER OF CONTRACTS

THE CITY reserves the right to award one or no contract in response to this RFP.

STATUTORY REQUIREMENTS

It shall be the responsibility of the successful respondent to comply with all applicable State & Federal laws, Executive Orders and Municipal Ordinances, and the Rules and Regulations of all authorities having jurisdiction over the work to be performed hereunder and such shall apply to the contract throughout, and that they will be deemed to be included in the contract as though written out in full in the contract documents.

ALTERATIONS/AMENDMENTS TO RFP

RFP CANNOT be altered or amended after opening time. Alterations made before opening time must be initialed by respondent guaranteeing authenticity. No RFP may be withdrawn after opening time without acceptable reason in writing and only after approval by the City of Edinburg.

NO RESPONSE TO RFP

If unable to submit a RFP, respondent should return inquiry giving reasons.

LIST OF EXCEPTIONS

The respondent shall attach to his/her RFP a list of any exceptions to the specifications/ requirements.

PAYMENT

The City of Edinburg will execute payment by mail in accordance with the State of Texas Pay Law after

SERVICES have been completed, introduced to the City, and found to meet City of Edinburg specifications/requirements. No other method of payment will be considered.

SYNONYM

Where in this solicitation package SERVICES is used, its meaning shall refer to the request for Master

Preventive Maintenance & Outside Vendor Services as specified.

RESPONDENT’S EMPLOYEES

Neither the Respondent nor his/her employees engaged in fulfilling the terms and conditions of this

Service Contract shall be considered employees of the City. The method and manner of performance of such undertakings shall be under the exclusive control of the vendor on contract. The City shall have the right of inspection of said undertakings at any time.

INDEMNIFICATION CLAUSE

The Respondent agrees to indemnify and save harmless the City, from all suits and actions of every nature and description brought against them or any of them, for or on account of the use of patented appliances, products or processes, and he shall pay all royalties and charges which are legal and equitable. Evidence of such payment or satisfaction shall be submitted upon request of the Purchasing

Manager, as a necessary requirement in connection with the final estimate for payment in which such patented appliance, products or processes are used.

INTERPRETATIONS

Any questions concerning the project and/or specifications/requirements with regards to this solicitation for Proposals shall be directed to the e-procurement portal as outlined in the RFP. Such interpretations, which may affect the eventual outcome of this request for Proposals, shall be furnished in writing to all prospective Respondents via Addendum. No interpretation shall be considered binding unless provided in writing by the City of Edinburg in accordance with paragraph entitled “Addenda and

Modifications”.

VERBAL THREATS AND OFFICIAL CONTACT

Any threats made to any employee of the City, be it verbal or written, to discontinue the providing of item/material/services for whatever reason and/or reasons shall be considered a breach of contract and the City will immediately sever the contract with the Respondent/Consultant on contract.

Respondents shall not offer gratuities, favors or any monetary value to any official or employee of the

City for purpose of influencing the selection. Any attempt by any Respondent to influence the selection process by any means, other than disclosure of Proposals and credentials through the proper channels, shall be grounds from exclusion from the selection process. Once the project is advertised, there shall be no contact with any city official or employee unless using the formal process through the Purchasing

Department. Failure to comply will result in the firm being disqualified from the process.

CONFIDENTIAL INFORMATION

Any information deemed to be confidential by the respondent should be clearly noted on the pages where confidential information is contained; however, the City cannot guarantee that it will not be compelled to disclose all or part of any public record under Texas Public Information Act, since information deemed to be confidential by the respondent may not be considered confidential under

Texas Law, or pursuant to a Court order.

PAST PERFORMANCE

Respondent’s past performance shall be taken into consideration in the evaluation of RFP submittal.

JURISDICTION

Contract(s) executed as part of this solicitation shall be subject to and governed under the laws of the

State of Texas. Any and all obligations and payments are due and performable and payable in Hidalgo

County, Texas.

RIGHT TO AUDIT

The City of Edinburg reserves the right to audit the vendor’s books and records relating to the performance of this contract. The City of Edinburg, at its own expense, shall have the right at all reasonable times during normal business hours and upon at least twenty-four (24) hours’ advance notice, to audit, to examine, and to make copies of or extracts from the books of account and records maintained by the vendor(s) with respect to the Supply/Service and/or Purchase Contract. If such audit shall disclose overpayment by City to vendor, written notice of such overpayment shall be provided to the vendor and the amount of overpayment shall be promptly reimbursed by vendor to the City. In the event any such overpayment is not paid within ten (10) business days after receipt of such notice, the unpaid amount of such overpayment shall bear interest at the rate of one percent (1%) per month from the date of such notice until paid.

VENUE

The parties agree that venue for purposes of any and all lawsuits, cause of action, arbitration, and/or any other dispute(s) shall be in Hidalgo County, Texas.

CONSIDERATION OF LOCATION OF BIDDER'S PRINCIPAL PLACE OF BUSINESS

The City may give local vendors, whose principal place of business is located within the City of Edinburg, and whose bid is within five percent (5%) of the lowest bid price preference as allowed by Section

271.9051 of the Local Government Code.

MATHEMATICAL ERRORS

In the event that mathematical errors exist in any bid unit prices/rates will govern.

CONFIDENTIALITY OF INFORMATION AND SECURITY

Should the successful respondent become the holder of and have access to confidential information in the process of fulfilling its responsibilities in connection with an awarded contract the successful respondent agrees that it shall keep such information confidential and will comply fully with the laws and regulations of the State of Texas, ordinances and regulations of the City, and any applicable federal laws and regulations relating to confidentiality.

TERMINATION OF CONTRACT

The City of Edinburg reserves the right to terminate the contract if, in the opinion of the City of

Edinburg, the successful vendor’s performance is not acceptable, no funds are available, or if the City wishes, without cause, to discontinue this contract. Termination will be in written form allowing a 30-day notice.

ADDENDA AND MODIFICATIONS

Respondent shall carefully examine the RFP forms, specifications/requirements, and instructions to

Respondents. Should the respondent find discrepancies in, or omissions from specifications/requirements, or other documents, or should he/she be in doubt as to their meaning, he/she should request an interpretation via the OpenGov portal:https://procurement.opengov.com/portal/cityofedinburg and obtain clarification by addendum prior to submitting any RFP. Explanations, interpretations, and supplemental instructions shall be in the form of written Addenda which shall become a part of the Contract documents. Said Addenda shall be available thru the e-procurement portal, and e-mailed, to all prospective Respondents. All Addenda issued in respect to this project shall be considered official changes to the original RFP documents.

Verbal statements in response to inquiries and/or requests for explanations shall not be authoritative nor binding. It shall be the Respondent(s) responsibility to ensure that they have received all Addenda in respect to this project. Furthermore, Respondents are advised that they must recognize, comply with, and attach a signed copy of each Addendum which shall be made part of their RFP Submittal if submitting a Hard Copy Solicitation. Electronic submittals should be acknowledged through

OpenGov. Respondent(s) signature on Addenda shall be interpreted as the respondent’s “recognition and compliance to” official changes as outlined by the City of Edinburg and as such are made part of the original solicitation documents. Failure of any respondent to receive any such addendum or interpretation shall not relieve such Respondent from its terms and requirements. The City may issue a written addendum no later than five calendar days prior to the date bids must be received. Addendums are available online at https://procurement.opengov.com/portal/cityofedinburg

RFP PREPARATION COSTS

The City of Edinburg shall not be held liable for any costs incurred by any respondent for work performed in the preparation of and production of a RFP or for any work performed prior to execution of contract.

EQUAL EMPLOYMENT OPPORTUNITY

Respondent agrees that they will not discriminate in hiring, promotion, treatment, or other terms and conditions of employment based on race, sex, national origin, age, disability, or in any way violate Title

VII of 1964 Civil Rights Act and amendments, except as permitted by said laws.

AUTHORIZATION TO BIND RESPONDENT TO RFP

RFPs MUST give full firm name and address of respondent, and be manually signed. Failure to do so will disqualify your RFP. Person signing bid must show title or AUTHORITY TO BIND HIS/HER FIRM IN A

CONTRACT. Firm name and authorized signature must appear on each page that calls for this information. The legal status of the Respondent whether corporation, partnership, or individual, shall also be stated in the RFP. A corporation shall execute the RFP by its duly authorized officers in accordance with its corporate by-laws and shall also list the state in which it is incorporated. A partnership Respondent shall give full names and addresses of all partners. All partners shall execute the

RFP. Partnership and Individual Respondent shall state in the proposal the names and addresses of all persons with a vested interest therein. The place of residence of each Respondent, or the office address in the case of a firm or company, with county and state and telephone number, shall be given after the signature.

COOPERATIVE PRICING

Bidders are advised that in addition to responding to our “local” solicitation for bids/Bids with Dealer pricing, vendors/contractors are encouraged to provide pricing on the below referenced items/products/services based on BuyBoard, TX-MAS, H-GAC and/or any other State of Texas recognized and approved cooperative which has complied with the bidding requirements for the State of Texas. If bidding other than or in addition to “dealer” pricing, kindly duplicate the bid forms for each bid being provided from a cooperative contract. Any and all applicable fees must be included. All cooperative pricing must be submitted on or before bid opening date and hour.

ETHICAL STANDARD

No City official or employee shall have interest in any contract resulting from this bid.

IF YOU HAVE ANY QUESTIONS ABOUT COMPLIANCE, PLEASE CONSULT YOUR OWN LEGAL COUNSEL.

COMPLIANCE IS THE INDIVIDUAL RESPONSIBILITY OF EACH PERSON OR AGENT OF A PERSON WHO IS

SUBJECT TO THE FILING REQUIREMENT. AN OFFENSE UNDER CHAPTER 176 IS A CLASS “C”

MISDEMEANOR.

3.2. INSURANCE REQUIREMENTS

Staff may waive insurance requirements for contracts $0 - $4,999.99, including but not limited to contracts for food, materials, supplies, and construction. Workers’ Compensation in amounts which satisfy statutory coverage shall be required for construction projects.

The following insurance requirements will be included in all City contracts of $5,000 - $14,999.99. In contracts not involving building and construction projects, as that activity is defined in TEX. LABOR CODE

§406.096, contractors may obtain alternative form of worker accident insurance with minimum limits of liability of $100,000 per claim.

Minimum Insurance Requirements

Type of Coverage Limits of Liability

Worker’s Compensation Statutory Coverage

Comprehensive General Liability

(City named as additional insured)

Bodily Injury $250,000 each person/$500,000 each occurrence

Property Damage $100,000 each occurrence/$100,000 aggregate or $500,000 combined single limits

The following insurance requirements will be included in all City contracts of $15,000 or more.

(1) The successful bidder will be required to carry the following insurance coverage and limits of coverage, as well as list the City as an additional insured to liability coverage as requested by the City. In addition, the successful bidder shall provide the City with evidence of coverage and furnish acceptable proof of payment of insurance premiums.

(2) The successful bidder will be required to secure and/or have insurance coverage in force with an admitted property and casualty insurance company licensed by the State of Texas to conduct business in the State of Texas.

(3) In contracts not involving building and construction projects, as that activity is defined in TEX. LABOR

CODE §406.096, contractors may obtain alternative form of worker accident insurance with minimum limits of liability of $100,000 per claim.

Minimum Insurance Requirements

Type of Coverage Limits of Liability

Worker’s Compensation Statutory Coverage

Employer’s Liability Bodily Injury by Accident:

$100,000 each accident

Bodily Injury by Disease:

$100,000 each employee/$500,000 policy limit

Comprehensive General Liability

Bodily Injury $250,000 each person/$500,000 each occurrence

Property Damage $100,000 each occurrence/$100,000 aggregate or $500,000 combined single limits

Comprehensive Auto Liability

Bodily Injury $100,000 each person/$500,000 each occurrence

Property Damage $100,000 each occurrence/$100,000 aggregate or $500,000 combined single limits

City’s Protective Liability

Bodily Injury $250,000 each person/$500,000 each occurrence

Property Damage $100,000 each occurrence/$100,000 aggregate or $500,000 combined single limits

Policies must name the City of Edinburg as an Additional Insured.

Certificates of insurance naming the CITY as an additional insured shall be submitted to the CITY for approval prior to any services being performed by Contractor. Each policy of insurance required hereunder shall extend for a period equivalent to, or longer than the term of the Contract, and any insurer hereunder shall be required to give at least thirty (30) days written notice to the CITY prior to the cancellation of any such coverage on the termination date, or otherwise. This Contract shall be automatically suspended upon the cancellation, or other termination, of any required policy of insurance hereunder, and such suspension shall continue until evidence that adequate replacement coverage is provided to the CITY. If replacement coverage is not provided within thirty (30) days following suspension of the Contract, the Contract shall automatically terminate.

4. Specifications

4.1. Proposal Submission & Public Opening

Sealed formal proposals for RFP 2027-08 — Master Preventive Maintenance and Outside Vendor

Services will be received by the City of Edinburg Purchasing Department until Tuesday, October 20,2026 at 3:00 P.M. CST, located at https://procurement.opengov.com/portal/cityofedinburg. Proposals will be publicly acknowledged and logged at the designated time. Late submissions will not be accepted under any circumstances.

Evaluation & Best Value Award Basis (Tex. Loc. Gov't Code § 252.043)

In accordance with Texas Local Government Code § 252.043, contract award will be made to the responsive, responsible bidder providing the Best Value to the City. Proposals will be evaluated and scored based on the following weighted criteria:

• Operational Capacity & Facility Capability (25%): Proof of Class 8 refuse repair capabilities, mobile PM units, laser alignment gear, ISO 17025 lab integration, and completion of mandatory site/yard inspection.

• Technical Expertise & Staff Qualifications (20%): ASE Master/OEM certifications (Cummins

L9/B6.7, Mack MP7, Allison TES 295, Heil/Labrie hydraulics), EPA Sec 609 HVAC compliance, and warranty protection protocols.

• Pricing & Cost Effectiveness (25%): Competitive fixed PM pricing (PM A, B, C, HYD), labor/shop

T&M rates, fixed towing fees, and strict adherence to the Cost + 10% parts markup ceiling.

• SLA Compliance & Response Commitment (15%): Ability to guarantee turnaround times (12 hrs for PM A/B; 48 hrs for PM C/HYD) and emergency towing response windows (60–120 mins).

• Past Performance & Municipal References (15%): Documented heavy-duty fleet experience, municipal references, financial stability, FMVSS-121 compliance, and 90-day warranty guarantee history.

Reservation of Rights

The City reserves the statutory right to accept or reject any or all proposals, to waive any informalities, technicalities, or irregularities, and to award the contract in its entirety to a single primary vendor or split awards among multiple specialized vendors across operational scopes as deemed most advantageous to the municipality.

Contract award will be made to the responsive, responsible bidder(s) offering the Best Value and most advantageous overall proposal to the City based on the weighted evaluation criteria herein, rather than strictly to the lowest initial monetary bid.

Mandatory State Certifications & Disclosures https://procurement.opengov.com/governments/portal/cityofedinburg

Awarded vendors must submit and execute the following state-mandated disclosures prior to contract execution:

• Form 1295 (Texas Ethics Commission): Certificate of Interested Parties (Tex. Gov't Code §

2252.908).

• Form CIQ: Conflict of Interest Questionnaire (Tex. Loc. Gov't Code Ch. 176).

• State Anti-Boycott & Verification Forms: Written verification regarding non-boycott of Israel

(Tex. Gov't Code Ch. 2271), non-discrimination against firearm/ammunition industries (Tex.

Gov't Code Ch. 2274), and non-boycott of energy companies (Tex. Gov't Code Ch. 2274).

SOLICITATION OBJECTIVES & TECHNICAL CONTROLS

Vehicle Maintenance Reporting Standards (VMRS) establish a universal digital coding language (Code

Key 33) that translates every repair task, vehicle component, and failure cause into a precise 9-digit numerical "address," replacing vague vendor descriptions with structured, auditable data. To ensure technical precision and billing equity, all allowable labor allotments are bound to industry-validated

Standard Repair Times (SRTs) derived from authoritative heavy-duty guides—including the Technology &

Maintenance Council (TMC) of the American Trucking Associations (ATA) VMRS Code Key 34, Mitchell 1

TruckSeries, and OEM Flat Rate Guides (Cummins, Mack, Peterbilt, PACCAR, Allison, Heil, Labrie). These baseline hours are specifically custom-calibrated for the City’s severe-duty Municipal Solid Waste (MSW) operating environment to account for heavy cycle fatigue, high idle hours, leachate corrosion, and complex body-chassis integration—guaranteeing technicians realistic, sufficient time to perform thorough, safe, and warranty-compliant repairs while capping billable hours against unearned labor inflation.

The City incorporates this VMRS and SRT framework directly into municipal operations as a legally binding contractual RFP mandate, requiring third-party contractors to submit designated VMRS codes and baseline SRT estimates for Municipal Fleet Manager approval prior to initiating any work. Integrated directly into the City’s fleet management software (MTC/CORE), VMRS powers an automated invoice auditing workflow where billable labor is calculated strictly as:

Billable Labor Total=Contracted Hourly Shop Rate×Approved Matrix SRT Hours

This system automatically approves compliant line items while flagging labor overages or unauthorized parts markups exceeding Cost + 10% for manual audit. Furthermore, capturing standardized component failure data across assets allows the municipality to track Mean Time Between Failures (MTBF), driving proactive preventive maintenance that prevents unscheduled breakdowns on active collection routes.

Operational Standards

This solicitation establishes a master services agreement across nine primary operational scopes. All proposals and post-award billings must strictly conform to the following mandatory controls:

• VMRS Code Key 33 Labor Matrix: All mechanical, hydraulic, electrical, and structural repairs must map directly to Vehicle Maintenance Reporting Standards (VMRS) System-Assembly-

Component codes and standard repair times.

• Structured Pricing Caps: PM schedules and routine wear items are contracted at fixed per-unit rates. Time-and-materials (T&M) repairs are billed at contracted hourly rates with replacement parts capped at actual vendor cost plus Cost + 10%.

• OEM Warranty Preservation: Unauthorized Electronic Control Module (ECM) programming, CAN-bus harness splicing, chassis frame welding, or internal engine/emissions modifications on active OEM warranty assets are strictly prohibited.

• Mandatory On-Site Fleet Verification: Bidders must independently audit fleet VINs, fluid capacities, and equipment configurations prior to submitting bids. Post-award change orders due to vendor misinterpretation are barred.

Strategic Rationale

• Fiscal Accountability: Enforces industry Standard Repair Times (SRTs) and caps parts markups to eliminate labor padding and protect public funds.

• Maximizing Fleet Availability: Enforces calendar-based PMs and 60–120 minute response SLAs to prevent route breakdowns and ensure public sanitation compliance.

• Level Playing Field: Standardizes bidding metrics so contractors compete fairly on technical capability and true shop rates.

• Asset Protection: Mandates ISO 17025 lab testing, 2-micron fuel filtration, and fluid decontamination to extend severe-duty asset lifespans.

UNLISTED REPAIR PROCEDURES & VMRS TIMING ENFORCEMENT

Unlisted Repair & VMRS Compliance Clause

For any diagnostic, maintenance, mechanical, hydraulic, or structural repair service not explicitly itemized within the fixed-price bid schedules, the awarded vendor must strictly adhere to the following standards:

• VMRS Code Key 33 Coding: Every line-item repair must be categorized using the VMRS System-

Assembly-Component structure defined in Appendix B: Integrated VMRS Labor Matrix.

Unmapped or generic job descriptions will result in immediate invoice rejection.

• Standard Repair Time (SRT) Billing: Labor hours billed for unlisted repairs shall not exceed the baseline hours established in the VMRS labor matrix at the contracted Standard Hourly Rate

($_______ / hr) or **Specialized Welding Rate** ($_______ / hr).

• Parts Markup Cap: Unlisted repair parts must be OEM or approved equals billed at actual wholesale cost plus a maximum markup capped at Cost + 10%.

• Written Pre-Authorization: The vendor shall not perform any unlisted repair without submitting an itemized written estimate (detailing VMRS codes, standard labor hours, and parts costs) and obtaining written approval from the Municipal Fleet Manager.

EXECUTIVE SUMMARY & SOLICITATION OVERVIEW

The City of Edinburg is soliciting formal, competitive proposals from qualified third-party vendors to establish a master services agreement for fleet preventive maintenance, complex mechanical and structural repairs, off-route mobile servicing, seasonal thermal audits, and heavy-duty emergency towing/recovery across all Municipal Solid Waste (MSW) and departmental support assets. The objective of this Request for Proposals (RFP) is to secure a turnkey fleet maintenance partner capable of maximizing asset availability, extending severe-duty vehicle lifespans, and maintaining strict compliance with municipal standards.

4.2. Section 1: Scope & Procurement Standards

The contracted vendor will be responsible for executing services across nine primary operational scopes:

• Class 8 Refuse Fleet Preventive Maintenance: Execution of strict calendar-based quarterly PMs

(PM A, PM B, PM C) and annual hydraulic overhauls (PM HYD) across severe-duty refuse automated/rear loaders (Peterbilt 320/520, Battle Motors LET2-46), roll-offs (Peterbilt 348, Freightliner 108SD), heavy haulers (Mack Granite GR64B), and box-body brush trucks (Hino 338, Freightliner M2/114SD).

• Master Mechanical & Structural Repairs: Fixed-price wear repairs and specialized time-and-materials (T&M) servicing for engines, transmissions, brakes, suspensions, laser alignments, Heil/Labrie packer body mechanisms, and AR400/AR450 structural hopper welding.

• Heavy Towing & Landfill Recovery: 24/7 emergency roadside towing, mobile repair, and landfill extraction services equipped for heavy equipment exceeding 100,000 lbs GVW, backed by strict

60–120 minute response SLAs and pre/post-recovery inspection protocols.

• Support Fleet & Small Engine Maintenance: Staggered maintenance schedules for light/medium 4x4 support trucks (1/2-ton to F-450), Polaris UTVs/ATVs, and hurricane-prep small engine equipment.

• Strict Quality & Technical Controls: Full compliance with ISO 17025 lab oil testing, EPA Section

609 refrigerant standards, 2-micron fuel filtration, a parts markup cap of Cost + 10%, and absolute adherence to OEM warranty preservation protocols (prohibiting unauthorized ECM, CAN-bus, or frame modifications).

• Fleet HVAC Diagnostic & Repair Services: Full HVAC diagnosis, component replacement, and

EPA Section 609-compliant refrigerant management (R-134a/R-1234yf) for Class 8 heavy-duty and light-duty fleet assets.

• Seasonal Readiness & Thermal Audits: Annual scheduled winterization, summer HVAC seasoning, and extreme high-heat thermal system audits.

• On-Site Mobile Execution: Turnkey on-site mobile lube and PM services conducted during off-route fleet availability windows.

• Mandatory Site Audit & Fixed Pricing: Bidders must perform an on-site yard inspection to independently verify VINs, fluid capacities, and filter matrices prior to submitting fixed-price PM bids.

All vendor personnel performing work on City-owned equipment must meet minimum qualification requirements and strictly adhere to City of Edinburg work standards, safety protocols, and security guidelines. Vendors are required to conduct an on-site review of the fleet and guarantee that all oils, lubricants, replacement parts, and services provided meet or exceed OEM specifications. Failure to adhere to these personnel standards, fleet review requirements, or product quality specifications will result in immediate termination of the contract.

1.1 Service Schedule & Fleet Inventory

Services must be performed on a strict quarterly calendar schedule, as listed, regardless of vehicle hours or mileage.

Heavy-Duty Chassis Model

& Configuration

PM A

(January & July)

PM B

(April)

PM C

(October)

PM HYD

(October)

The contract year commences October 1 and terminates September 30. The covered fleet consists of the following heavy-duty assets, but vendors are encouraged to conduct their own audit of the fleet:

• Peterbilt 320 / 520 (Refuse Automated/Rear Loaders)

• Peterbilt 348 (Roll Off)

• Battle Motors LET2- 46 (Refuse Low Entry Tilt 2)

• Mack Granite GR64B (Refuse/Heavy Haul)

• Hino 338 (Box Body Brush Trucks)

• Freightliner 108SD (Roll Off Truck)

• Freightliner M2 106 and 114SD (Box Body Brush Trucks)

• International 4300 SBA

• STERLING LT-7500

• Collection Bodies: Heil and Labrie systems

1.1 a Mandatory Site Inspection & Fleet Verification

Prior to submitting a bid, all potential vendors are strongly encouraged/required to conduct an on-site yard visit to inspect the municipal fleet and independently verify the exact makes, models, engine types, transmission models, body configurations, and emissions aftertreatment systems across all potential vehicles.

Site visits must be coordinated in advance through the Municipal Fleet Manager. Bidders are responsible for physically auditing the fleet to accurately assess fluid capacities, filter matrix requirements, and specialty equipment needs.

1.1 b Vendor Responsibility & Disclaimer

Failure of a bidder to visit the yard, inspect the vehicles, or thoroughly verify fleet specifications will not relieve the awarded vendor from performing all contractually required PM services at the agreed-upon rates. No post-award price adjustments, supplemental billings, or change orders will be approved due to a vendor's misinterpretation or lack of verification regarding fleet equipment, engine variations, or chassis configurations.

1.1 c PM Pricing Requirements

Vendors must provide a fixed bid price for each PM service interval per chassis model. Prices must include all labor, approved fluids, comprehensive filter matrices, grease, shop supplies, and environmental fees as defined in Section 2: Detailed Task Breakdown & Schedules.

1.2 Procurement Compliance Note

Where specific brand names, models, or OEM parts are listed, they establish a baseline standard of quality and performance. Vendors may submit an "or approved equal" product, provided they supply documented proof that the alternative meets or exceeds the specified OEM standards.

1.3 Severability of Award & Partial Bidding: The City reserves the right to award this master contract in its entirety to a single primary vendor, or to split the award among multiple specialized vendors by section (e.g., awarding Towing & Recovery to one vendor, and Heavy Fleet PMs to another). Vendors are highly encouraged to bid on the entire package, but may choose to submit pricing strictly for the specific sections in Appendix A that align with their operational capabilities and facility specializations.

4.3. Section 2: Detailed Task Breakdown & Schedules

2.0 Parts Specification & OEM Verification Disclaimer

The specifications, part numbers, fluid types, and component descriptions provided within this section and associated bid schedules are provided solely for general reference and fleet context. They shall NOT be construed as absolute, true, or binding representations of exact vehicle requirements.

It is the sole responsibility of the prospective vendor to independently verify all part numbers, filter matrices, fluid specifications, capacities, and equipment configurations directly against current Original

Equipment Manufacturer (OEM) technical literature, dealer catalogs, and specific vehicle VINs prior to submitting a bid and prior to performing any maintenance work.

The City assumes no liability for errors, omissions, or obsolete part numbers referenced in these documents. No post-award price adjustments, work order modifications, or change orders will be granted due to a vendor’s reliance on reference information in lieu of current OEM-verified specifications.

2.1 PM A (Quarterly Service) - Executed in January & July

Primary Focus: Severe-Duty Lube & Safety Focus. Because of the high-idle, severe-duty nature of refuse collection, a full engine oil drain, filter matrix replacement, and fluid analysis are required every 90 days.

Vendors must complete the following:

Crankcase Lube & Filter Service (Drain & Refill Specifications)

Bulleted Specification List

• Peterbilt / Battle Motors (Cummins L9): 32 +/- quarts. Replace combination filter (Fleetguard

LF14009 or approved equal).

• Mack Granite (Mack MP7 - 11L): 44 +/- quarts. Replace two (2) full-flow and one (1) centrifugal bypass filter (Mack OEM or approved equal). (Procurement Enforcement: If bidding non-OEM filters, vendor must provide documentation proving the centrifugal bypass filter maintains a 99% efficiency rating at 40 microns).

• Freightliner M2 106 / International 4300 SBA (Cummins B6.7): 19 +/- quarts. Replace filter

(Fleetguard LF16015 or approved equal).

• Freightliner 108SD / 114SD (Cummins L9 / Detroit DD8): 32 +/- quarts (Cummins L9) / 28 +/-quarts (Detroit DD8). Replace filter (Fleetguard LF14009 for Cummins / Detroit OEM

A4700900351 for DD8, or approved equal).

• Hino 338 (Hino J08E): 16 +/- quarts. Replace filter (Hino OEM or approved equal).

• Sterling LT-7500 (Cat C7 / Cummins ISC): 28 +/- quarts (±1 qt). Replace filter (Cat 1R-1808 for

Cat C7 / Fleetguard LF9009 for Cummins ISC, or approved equal).

Tabular Format

Chassis Model(s) Engine Model Oil Capacity Required Filter Setup & Part Numbers

Peterbilt / Battle Motors Cummins L9 32 +/- Quarts 1 Combo Filter (Fleetguard LF14009 or approved equal)

Mack Granite Mack MP7 (11L) 44 +/- Quarts 2 Full-Flow + 1 Centrifugal Bypass (Mack OEM or approved equal; 99% efficiency @ 40µ required for non-OEM)

Freightliner M2 106 / Intnl

Cummins B6.7 19 +/- Quarts 1 Filter (Fleetguard LF16015 or approved equal)

Freightliner 108SD / 114SD Cummins L9 / Detroit

DD8

32 Qts (L9) / 28 Qts

(DD8)

1 Filter (Fleetguard LF14009 [Cummins] / Detroit OEM

A4700900351 [DD8] or approved equal)

Hino 338 Hino J08E 16 +/- Quarts 1 Filter (Hino OEM or approved equal)

Sterling LT-7500 Cat C7 / Cummins ISC 28 +/- Quarts (±1 Qt) 1 Filter (Cat 1R-1808 [Cat C7] / Fleetguard LF9009 [Cummins

ISC] or approved equal)

• Fluid Top-Offs & Checks: Check and top off windshield washer, power steering, and DEF fluids.

Visually check hydraulic reservoir sight-glass; top off with AW46 if below the fill line.

• Hydraulic Summer Baseline (Executed during July PM A): Extract a hydraulic fluid sample to test for water content and thermal degradation.

• Under-Hood & Cab Inspections: Inspect accessory drive belts, radiator hoses, battery box terminals, and wiper blades. Test cab HVAC blower motor and A/C output temperature.

• Under-Carriage & Chassis: Apply NLGI No. 2 Heavy-Duty Synthetic EP Grease to all zerk fittings:

kingpins, tie-rod ends, drag links, steering shafts, driveline U-joints, slip splines, S-cam shafts, and slack adjusters. Drain wet-tank air reservoirs to check for excessive moisture or oil blow-by.

Perform visual inspection of suspension and steering linkages.

• Brakes & Tires: Measure and record brake shoe/pad thickness and tire tread depth. Check tire pressures and inflate to municipal fleet standard (typically 100-110 PSI).

2.2 PM B (Semi-Annual Service) - Executed in April

Primary Focus: Emissions & Deep Fluid Focus. Includes ALL tasks from PM A (including the full oil change), plus critical fuel filtration, emissions system care, and thermal system checks:

https://procurement.opengov.com/governments/956100/projects/295274/sourcing/document?section

=2839782

• Fuel & Air Service: Replace primary fuel/water separator (30-micron) and secondary fuel filter

(2-micron).

o Procurement Enforcement: If bidding aftermarket filters, vendors must submit manufacturer specification sheets verifying the secondary fuel filters actively meet the 2-micron threshold.

• Emissions & Exhaust System: Inspect the DPF/SCR housing for exhaust soot leaks and the DEF doser for crystallization.

o Mack AHI Doser Service: For Mack Granite MP7 (11L) units, remove and professionally clean the Aftertreatment Hydrocarbon Injector (AHI) doser nozzle.

• Cooling System Health: Perform a 15-PSI pressure test on the cooling system to verify seal integrity. Replace one (1) cooling system coolant filter (OEM or approved equal). Perform refractometer freeze-point testing and verify pH levels using OAT-compatible test strips. Blow out the radiator face, charge air cooler (CAC), and condenser fins with compressed air.

• Hydraulic & PTO Systems: Inspect Power Take-Off (PTO) engagement and listen for gear whine.

Inspect all high-pressure hydraulic lines routing to the refuse body for weeping or chafing.

• Electrical & Lighting: Perform a full DOT 360-degree lighting check. Verify backup camera and reverse alarm operation.

2.3 PM C (Annual Service) - Executed in October

Primary Focus: Total Drivetrain & Roadworthiness. Includes ALL tasks from PM A and PM B, plus comprehensive drivetrain fluid exchanges, air system overhauls, and structural validation:

https://procurement.opengov.com/governments/956100/projects/295274/sourcing/document?section=2839782 https://procurement.opengov.com/governments/956100/projects/295274/sourcing/document?section=2839782

• Automatic Transmission Service: Drain transmission fluid pan. Refill using only fully approved

Allison TES 295 fluid (Castrol Transynd, Mobil Delvac Synthetic ATF, Shell Spirax S6 ATF, or approved equal) capped at 19–24 +/- quarts. Install two (2) new internal/external Allison fluid filter kits (Allison OEM or approved equal).

• Differential Gearbox Service: Drain front and rear differential gearboxes completely. Refill with approved Synthetic Gear Oil SAE 75W-90 API GL-5 (Mobil Delvac Synthetic Gear Oil, Chevron

Delo XDM, Shell Spirax S6 AXME, or approved equal) to 18–22 +/- quarts. Inspect front and rear differential breather valves to ensure they are clear of debris.

• Drivetrain & Wheel-End: Inspect driveshaft carrier bearings and slip yokes for excessive play.

Remove wheel-end caps where required to check wheel bearing end-play. Replace three (3) hub gaskets per vehicle to prevent gear oil migration.

• Air, Pneumatic & Cab Systems: Replace main chassis air dryer desiccant cartridge (Bendix OEM or approved equal). Inspect the air compressor discharge line for excessive carbon build-up.

Replace primary cabin air filter and recirculation filter; lubricate cab door hinges.

• Road Test & Certification: Vendor must perform a dynamic road test to verify transmission shifts, steering, and braking. Sign and affix a new Annual Federal DOT Inspection decal to the vehicle exterior.

2.4 PM HYD (Annual Hydraulic Overhaul) - Executed in October

Primary Focus: Fluid purification, system decontamination, and high-pressure system recovery.

Executed concurrently with October PM C services to minimize asset downtime.

• Volumetric Fluid Purge: Fully retract all hydraulic cylinders (packer blades, tailgate lift, and automated arm mechanisms) prior to draining the tank to maximize the purge volume of old fluid out of the lines into the reservoir. Drain the reservoir completely.

• Refill Operations: Refill reservoirs using approved petroleum-based Anti-Wear (AW) hydraulic fluid matching the seasonal application.

o Heavy-Duty Refuse Bodies (Heil/Labrie): Refill with 60–80 +/- gallons of AW46 winter-grade

(Mobil DTE 25 Ultra, Chevron Clarity AW 46, Shell Tellus S2 MX 46, or approved equal).

o Medium-Duty Brush Trucks: Refill dump hoists with 15–25 +/- gallons of AW46 winter-grade (or approved equal).

• Reservoir Sanitization: Inspect, remove, and clean all internal magnetic suction strainers within the reservoir.

• Decontamination & Filtration: Remove and replace one (1) main suction filter assembly, one (1) high-pressure return filter rated at a strict 5-micron or 10-micron efficiency, and the reservoir breather cap (OEM or approved equal). The replacement breather cap shall be a high-efficiency, water-absorbing desiccant style cap to actively prevent moisture emulsification of the petroleum-based oil. Remove, clean, and solvent-wash all internal magnetic suction strainers, inspecting for metallic wear shrapnel.

• Performance Diagnostics: Test, measure, and record hydraulic body cycle times (e.g., pack, sweep, arm stow) to ensure compliance with Heil and Labrie factory cycle speed benchmarks.

4.4. Section 3: Approved Premium Oil Specifications & Compliance

3.0 Fluid & Part Specification Verification Disclaimer

All fluid grades, oil viscosities, engine oil specifications, and component part numbers referenced within this section are provided solely as general baseline information. Listed specifications should be independently verified and must not be taken as true and correct prior to bidding or performing work.

All vendors are required to independently verify all information against current Original Equipment

Manufacturer (OEM) listed part numbers, technical bulletins, and model specifications before submitting a bid and prior to initiating any service. The awarded vendor remains solely responsible for ensuring that all products used comply fully with active OEM warranty and engineering standards for each specific chassis, engine, and component model in the fleet.

The Municipality assumes no liability for errors or outdated specifications in these documents, and no price adjustments or contract modifications will be granted due to a vendor’s failure to cross-reference current OEM requirements.

3.1 Laboratory Certification Standard

All oil and fluid analysis must be conducted by a facility carrying active ISO/IEC 17025 certification to ensure legal validity in OEM warranty disputes.

3.2 Core Fleet Compatibility Matrix

• Cummins Engines (L9, B6.7): Must meet or exceed Cummins CES 20086 specifications.

• Mack Engines (MP7 (11L)): Must meet or exceed Mack EOS-4.5 specifications.

• Hino Engines (J08E): Must meet or exceed API CK-4 / JASO DH-2 specifications.

3.3 Detailed Component & Fluid Capacities (Reference)

Chassis Model(s) Engine Model Engine Oil Capacity Oil Filter Setup Fuel Filter Setup

Peterbilt 320 / 520 /

Cummins L9 32 +/- Quarts 1 Combo Filter (Fleetguard

LF14009 or approved equal)

2 Filters (Primary 30µ / Secondary 2µ or approved equal)

Battle Motors LET2-

Cummins L9 32 +/- Quarts 1 Combo Filter…