City of South Fulton – RFP NO. 26-25 Municipal Fleet Collision Repair and Body Shop Services

City of South Fulton, Georgia

General Services

REQUEST FOR PROPOSAL

FOR

RFP NUMBER: 26-25

Municipal Fleet Collision Repair and Body Shop Services

ISSUED, April 28, 2026

Proposals due no later than 3:00 PM Eastern Time, May 28, 2026

City of South Fulton Procurement Department

4715 Frederick Dr. SW

South Fulton, GA 30336

THIS PROPOSAL SOLICITATION FORM

MUST BE SIGNED AND SUBMITTED WITH PROPOSAL

COMPANY NAME: DATE:

The City of South Fulton, Georgia, Procurement Department

Attn: Stacy Ann Roberts Treasure

4715 Frederick Dr. SW, Atlanta, GA 30336

Phone: 470-809-7667

Website: Procurement Department | South Fulton, GA

REQUEST FOR PROPOSAL

RFP # 26-25

MUNICIPAL FLEET COLLISION REPAIR AND SHOP SERVICES

SCHEDULE OF EVENTS DATE

Proposal Release Date: April 28, 2026

Non-Mandatory Pre-Proposal Conference:

The City will conduct a non-mandatory pre-Proposal conference virtually.

To attend the Pre-Proposal Conference, please refer to Information and Instructions to Proposers for details.

May 5, 2026, 11:30 AM

Eastern Time

Deadline for questions:

Questions must be submitted online at https://www.bidnetdirect.com/georgia/cityofsouthfulton

May 12, 3:00 PM

Eastern Time

Answers shall be issued by a written Addendum and posted at:

https://www.bidnetdirect.com/georgia/cityofsouthfulton May 19, 2026

All responses to this RFP must be submitted online at:

https://www.bidnetdirect.com/georgia/cityofsouthfulton. Proposers are required to submit responses electronically. If you need any assistance registering or using the platform, please call BidNet Direct Support Team at 800-835-4603 ext. 2 for assistance. To attend the Proposal Opening, please refer to Information and Instructions to Proposers for details.

May 28, 2026, 3:00 PM

Eastern Time

MAILING ADDRESS: PHONE:

CITY: FAX:

STATE: ZIP: SSN OR FEDERAL TAX ID#:

EMAIL: TITLE OF AUTHORIZED REPRESENTATIVE:

PRINTED NAME: AUTHORIZED SIGNATURE:

IF AWARDED THE PROJECT FOR THIS SOLICITATION, THE CITY SHALL

TRANSMIT THE CONTRACT TO THE SELECTED AWARDEE FOR FULL

REVIEW AND SIGNATURE.

TABLE OF CONTENTS

INFORMATION AND INSTRUCTIONS

INTRODUCTION

EVALUATION PROCESS

ATTACHMENT

ATTACHMENT A – Scope of Services

APPENDICES

APPENDIX A- Required Form Submittals APPENDIX B – Bonding and Insurance Requirements

INFORMATION AND INSTRUCTIONS TO PROPOSERS

1. Request for Proposal: The City of South Fulton (“City”), Georgia, through its Procurement Department, is issuing this Request for Proposals (“RFP” or “Solicitation”) to solicit sealed Proposals from qualified and experienced firms, entities, or other persons legally authorized to do business in the State of Georgia, each referred to herein as a “Proposer,” to provide Municipal Fleet Collision Repair and Body Shop Services in accordance with Attachment A, Scope of Services.

This Solicitation is issued pursuant to the City’s procurement authority and applicable law.

Submission of a Proposal constitutes the Proposer’s agreement to comply with all requirements of this Solicitation and all applicable federal, state, and local laws.

2. Solicitation Authority and Incorporation by Reference: This solicitation is issued under and governed by the City Code of Ordinances, applicable procurement policies, and all other applicable federal, state, and local laws, ordinances, rules, and regulations, all of which are incorporated herein by reference. By submitting a Proposal, the Proposer acknowledges that it has reviewed and will comply with all applicable legal requirements.

Any protest concerning this Solicitation shall be governed exclusively by the City’s applicable procurement ordinance, policy, and procedures. Failure to comply strictly with the applicable protest requirements, including deadlines and required content, shall constitute a waiver of the protest.

3. Minimum Qualifications: Each Proposer and all team members shall meet the minimum experience requirements set forth in this RFP.

4. Certificate of Authority to Transact Business in Georgia: The Proposer shall submit a valid Certificate of Authority to transact business in the State of Georgia, issued by the Georgia Secretary of State and valid at the time of Proposal submission. This requirement also applies to Joint Venture members, Sub-Consultants, and Sub-Contractors.

5. Business License: The Proposer shall submit a copy of a current, valid business license, certifications, and permits with their Proposal. If the Proposer is a Georgia corporation, it must submit a current and valid city of local business license. If the Proposer is a Joint Venture, each member must provide a valid business license. For non-Georgia corporations, they must submit a Certificate of Authority to Transact Business in Georgia, along with a copy of their current, valid business license from their home jurisdiction.

6. No Offer by City and Firm Offer by Proposer: This Solicitation is a Request for Proposals only and does not constitute an offer by the City. Proposals shall remain firm for ninety (90) calendar days following the Proposal Submission Deadline.

7. Order of Precedence: In the event of a conflict, ambiguity, or inconsistency among the Solicitation documents or resulting Contract documents, the following order of precedence applies, highest to lowest, unless expressly stated otherwise in writing by the City.

7.1. Executed Contract, including all negotiated modifications.

7.2. Addenda issued by the City.

7.3. RFP and all Attachments, Appendices, and Exhibits.

7.4. The Proposer’s Technical Proposal.

7.5. The Proposer’s Price Proposal.

8. Contract Type:

8.1. The resulting contract shall be an indefinite delivery, indefinite quantity, requirements-based service contract for municipal fleet collision repair and body shop services. No minimum quantity of work is guaranteed unless expressly stated in a written contract executed by the City. Work shall be authorized only by written purchase order or other written authorization issued by the City’s authorized representative.

8.1.1. Performance Credits: Any performance credits, liquidated damages, or similar remedies shall apply only if expressly stated in the final written contract, together with the applicable standards, calculation methodology, notice requirements, and cure rights.

8.2. Services shall be performed only upon request and authorization by the City’s authorized representative through a purchase order.

8.3. Any services performed without proper authorization from the City shall be considered unauthorized and shall not be compensated. No oral instruction, field direction, course of dealing, prior practice, or communication from any City department other than the City’s designated authorized representative shall modify this requirement or obligate the City to pay for unauthorized work.

8.4. Each purchase order will identify the vehicle information, scope of services, service location, estimated cost, and required turnaround time.

8.5. The contract shall establish unit pricing for labor, parts, materials, and services.

9. Interpretation, Ambiguities: If an ambiguity remains after applying this order of precedence, the ambiguity shall be resolved in accordance with applicable Georgia law and the City’s procurement authority.

10. Addenda Control: Only a written Addendum issued by the City modifies this Solicitation.

The Proposer is responsible for acknowledging receipt of all addenda and incorporating requirements into its Proposal.

11. Electronic Signature and Electronic Notices: Electronic signatures and electronic notices have the same legal effect as wet signatures and hard copy notices, consistent with applicable State and Federal law. The Proposer is responsible for monitoring the designated email and platform.

12. Proposal Submission Deadline: Responses to this RFP shall be accepted online at https://www.bidnetdirect.com/georgia/cityofsouthfulton until May 28, 2026, by 3:00 PM, Eastern Time.

Proposals received after 3:00 PM on the stated deadline shall not be accepted.

13. Proposal Modification and Withdrawal: A Proposer may modify or withdraw its

Proposal before the Proposal Submission Deadline only through BidNet. After the Proposal Submission Deadline, the Proposals shall remain firm and may not be withdrawn for ninety

(90) calendar days. Unauthorized withdrawal or modification after submission shall result in disqualification and may impact future eligibility.

14. Non-Mandatory Pre-Proposal Conference: A Non-Mandatory Pre-Proposal Conference has been scheduled for May 5, 2026, at 11:30 AM Eastern Time, and shall be hosted virtually by our staff and the responsible person. To attend the Pre-Proposal Conference, please access Microsoft Teams via the app or on the web by utilizing the information below:

Meeting ID: 220 608 055 412 755

Passcode: qn6No2NV

Download Teams | Join on the web

Or call in (audio only)

+1 929-583-6155,,30183641# United States, New York

Phone Conference ID: 301 836 41#

Find a local number | Reset PIN

15. Attendance at the Pre-Proposal Conference is non-mandatory. During the conference, the City will review the general requirements of the Project. Statements made at the conference are not binding unless issued by a written Addendum.

16. Solicitation Questions/Prohibited Contacts: Any questions and communications regarding this RFP shall be submitted in writing by logging into https://www.bidnetdirect.com/georgia/cityofsouthfulton on or before May 12, 2026, by 3:00 PM, Eastern Time. Questions received after the designated period shall not be considered. Any response made by the City shall be posted online at https://www.bidnetdirect.com/georgia/cityofsouthfulton by Addendum. No Proposer shall rely on any verbal response to any question submitted concerning this RFP.

17. Exclusive Means of Clarification and Modification: This Solicitation may be modified only by a written Addendum issued by the City. No interpretation, clarification, explanation, oral statement, site discussion, conference statement, or other communication from any person shall change the Solicitation unless expressly incorporated in a written Addendum. Proposers rely upon the Solicitation documents and written Addenda at their own risk and shall not rely upon any oral representation or unofficial communication.

18. Procurement Integrity, No Contact: From issuance of this RFP through final award by City Council, the Proposer and its representatives shall not communicate regarding this Solicitation with any City elected official, employee, evaluator, or agent other than the Procurement Department contact identified in this RFP, unless the City authorizes such contact in writing. Any attempt to influence the procurement process shall result in disqualification, at the City’s sole discretion, and placement on the ineligible source list.

The Proposer shall report any unauthorized contact to the Procurement Department within 24 hours.

19. Ownership of Proposal: Each Proposal submitted to the City shall become the property of the City without compensation to a Proposer, for the City’s use in its discretion. The City shall not be liable for any Proposal preparation costs incurred by the Proposer.

20. Georgia Open Records Act: Information provided to the City is subject to disclosure under the Georgia Open Records Act, O.C.G.A. § 50-18-70 et seq. Pursuant to O.C.G.A. § 50-18-72 (a) (34), an entity submitting records containing trade secrets that wishes to keep such records confidential under this paragraph shall submit and attach to the records an Affidavit affirmatively declaring that specific information in the records constitutes trade secrets pursuant to Georgia Code O.C.G.A. § 10-1-760 et seq.

21. Confidential Submittals: All materials submitted are subject to disclosure under the

Georgia Open Records Act. If Proposer contends any portion is exempt as a trade secret, Proposer must submit, at the time of Proposal submission, a specific trade secret affidavit and clearly mark each page claimed confidential. The City makes no guarantee of confidentiality and will comply with applicable law.

22. Confidentiality and Data Security: The Proposer shall protect all City data, records, vehicle information, law enforcement sensitive information, personally identifiable information, and other nonpublic information using administrative, technical, and physical safeguards consistent with applicable law and commercially reasonable security practices.

The Proposer shall restrict access to authorized personnel with a need to know, shall promptly notify the City of any actual or suspected unauthorized access, use, disclosure, or security incident affecting City information, and shall return or securely destroy City information upon request or upon contract completion, subject to applicable records retention requirements.

23. Iran Divestment Certification: The Proposer certifies that they are not included on the Iran Divestment List created under O.C.G.A. § 50-5-85.1 and do not participate in investment activities in Iran’s energy sector.

24. Certification Regarding Boycotts of Israel: Proposers certify that they are not currently engaged in and agree for the duration of the contract not to engage in a boycott of Israel as defined in O.C.G.A. § 50-5-85.1.

25. Debarment and Suspension Certification: The Proposer affirms that neither it nor any of its principals is currently debarred, suspended, proposed for debarment, or declared ineligible for contracts by any federal or state agency.

26. Records Retention: The Proposer must maintain all records, books, and documents pertinent to this Agreement for at least five (5) years after completing the Services and must make them available for inspection upon reasonable request by the City or its auditors.

Records shall be made available upon reasonable request to:

Procurement Department, 4715 Frederick Drive SW, Atlanta, GA 30336.

27. Cost-Plus Prohibition: Cost-plus-a-percentage-of-cost pricing is prohibited and shall be deemed non-responsive.

28. Non-Discrimination: The Proposer agrees not to discriminate against any person based on race, color, religion, national origin, sex, age, disability, veteran status, sexual orientation, or gender identity in performing this Agreement.

29. Bonding and Insurance Requirements: The Bonding and Insurance requirements for any contract that shall be awarded pursuant to this RFP are set forth in Appendix B: Bonding and Insurance Requirements. Proposer must provide a copy of their current Certificate of Insurance, evidencing any existing Commercial General Liability policies issued for them, if any. For purposes of this section, “Proposer” shall mean an individual, corporation, or other Corporate Entity submitting a Proposal in connection with this Solicitation, including each Joint Venture partner if the Proposers are a Joint Venture.

30. Sub-Contractors and Sub-Consultants: The Proposer shall identify in writing the name, address, and scope of service for each proposed Sub-Contractor or Sub-Consultant to be used in connection with municipal fleet collision repair and body shop services under this RFP. The City may request additional information regarding the qualifications, financial capacity, technical capability, resources, or experience of any proposed Sub-Contractor or Sub-Consultant. The City reserves the right to reject any proposed Sub-Contractor or Sub- Consultant whose qualifications, experience, or resources are determined to be insufficient.

30.1. The Proposer shall remain fully responsible for the acts, omissions, performance, pricing, compliance, insurance, safety, and conduct of all subcontractors, suppliers, sublet vendors, tow providers, and other lower-tier participants. No subcontracting arrangement shall relieve the Proposer of any obligation under the Solicitation or resulting contract.

31. Examination of Proposal Documents:

31.1. Each Proposer is responsible for examining with appropriate care the complete RFP and all Addenda, and for informing itself with respect to all conditions which might in any way affect the cost or the performance of any Services. Failure to do so shall be at the sole risk of the Proposer, who is deemed to have included all costs for performance of the Services in their Proposal.

31.2. Each Proposer shall promptly notify the City in writing should they find discrepancies, errors, ambiguities, or omissions in the Proposal documents, or should their intent or meaning appear unclear or ambiguous, or should any other questions arise relative to the RFP. Replies to such notices shall be made in the form of an Addendum to the RFP, which shall be issued simultaneously to all potential Proposers. No oral responses are binding on the City.

31.3. The City may issue Addenda in accordance with applicable law to clarify, revise, add, delete, or otherwise modify this RFP at any time prior to the Proposal due date and time.

31.4. Each Proposer must acknowledge receipt of all Addenda by completing and submitting the Addendum Acknowledgement Form included with each Addendum.

31.5. The City reserves the right to waive minor informalities and technicalities that do not materially affect competition, price, or the City’s interest.

31.6. A Proposal may be rejected as non-responsive, and a Proposer may be disqualified where permitted by law, for reasons including, with limitation:

31.6.1. Failure to submit the Proposal by the stated deadline.

31.6.2. Failure to submit all material required forms, affidavits, certifications, acknowledgements, or pricing schedules.

31.6.3. Failure to acknowledge Addenda as required.

31.6.4. Inclusion of pricing in the Technical Proposal.

31.6.5. Failure to satisfy mandatory minimum qualifications.

31.6.6. Submission of materially false, misleading, incomplete, or inconsistent information.

31.6.7. Failure to hold pricing firm for the required period.

31.6.8. Failure to provide required bonds or insurance when expressly required as a condition of award.

31.6.9. Submission by a Proposer determined to be non-responsible.

31.6.10. Failure to hold firm pricing, failure to meet delivery, operational, or performance requirements.

31.6.11. Any material deviation, qualification, expectation, or condition that is prejudicial to the City or inconsistent with the Solicitation requirements.

32. Award and Execution of Contract: A Notice of Intent to Award, recommendation of award, or Council action authorizing award does not constitute a binding contract and does not authorize performance.

32.1. No contract shall exist unless and until the contract is fully executed by all required parties and, where applicable, all required bonds, insurance certificates, endorsements, affidavits, and other post award documents have been received and accepted by the City.

32.2. In the event the City awards a contract pursuant to this Proposal, the City shall prepare and transmit to the Proposer an unsigned contract for execution, substantially in the form of the draft contract included in this RFP. The City reserves the right to modify the contract to incorporate the Proposer’s Proposals, Scope of Services, and Cost Forms.

32.3. Upon City Council approval of the award, the City shall provide the Proposer with an unsigned contract through Adobe Sign or another City-approved electronic signature platform. The Proposer must execute and return the contract, along with all required Insurance Certificates and any additional documentation specified in this RFP (see Appendix A, ‘Post Notice of Intent to Award Submittals’) or requested by the City, within ten (10) calendar days of receipt. Failure to comply shall result in withdrawal of the award, forfeiture of Proposal security (if applicable), and award of the contract to the next lowest responsive and responsible Proposer.

33. Illegal Immigration Reform and Enforcement Act: This RFP is subject to the Illegal Immigration Reform and Enforcement Act of 2011 (the “Act”), formerly known as the Georgia Security and Immigration Compliance Act. In accordance with the Act, each Proposer must provide proof of registration in, and continued participation with, the E- Verify Program administered by the U.S. Department of Homeland Security.

The completed Contractor and Sub-Contractor Affidavit Forms, included in Appendix A:

Required Form Submittals, must be submitted with the Proposal at the time of submission.

Under State law, the City cannot consider any Proposal that does not include both completed Forms.

If the Proposer is required to obtain an Employer Identification Number (EIN):

The Proposer must complete the Contractor Affidavit on its own behalf and provide the Federal Work Authorization User ID Number issued to the Proposer.

If the Proposer is not required to obtain an EIN: Each entity comprising the Proposer’s business structure shall submit a separate Contractor Affidavit. This notice does not provide detailed legal advice on the Act. Each Proposer is solely responsible for ensuring compliance with the Act and for determining how it applies to their participation in this Solicitation. For more information or to enroll in the E-Verify Program, visit:

https://e-verify.uscis.gov/enroll.

34. Joint Ventures: Each party to a Joint Venture is required to fully complete and submit the Required Submittal Forms unless otherwise indicated in this RFP.

35. Conflict of Interest: Proposers are advised to read and familiarize themselves with the conflict-of-interest provisions of this RFP. The City reserves the right to issue RFPs for specific projects that are independent of RFP# 26-25, MUNICIPAL FLEET COLLISION REPAIR AND BODY SHOP SERVICES, except as stated in this RFP, these Instructions, and the Notice to Proposer concerning Conflicts of Interests. A successful Proposer under this RFP is not precluded from responding to such Solicitations.

36. Tax Exemption Status: The City is exempt from Federal Excise Tax or Georgia Sales Tax with regard to Goods and Services purchased directly by the City of South Fulton.

Exemption Certificates furnished upon request.

37. Codes, Permits, Fees, Licenses, and Laws: The successful Proposer shall be solely responsible for obtaining and maintaining all required licenses, certifications, inspections, and any associated fees necessary to perform municipal fleet collision repair and body shop services. All services, facilities, equipment, and operations shall comply with all applicable Federal, State, and local laws, ordinances, regulations, and safety standards, including but not limited to environmental regulations governing the handling and disposal of automotive fluids, parts, and hazardous materials. Such requirements are deemed incorporated into and will be made a part of the contract.

38. Payment Terms: The City will provide payment within thirty (30) calendar days of receipt of an undisputed invoice. Milestone or phased billing may be permitted when deliverables are clearly defined and accepted by the City.

39. Equivalent Experience: The Proposer shall demonstrate equivalent experience if it can show clear relevance to the scope of services for vehicle fleet collision repairs and body shop services.

40. Reserve City Rights: The City reserves the right to reject any or all Proposals, waive informalities or minor irregularities, request clarification of Proposals, negotiate with one or more Proposers, and cancel this solicitation at any time.

40.1. The City may incorporate accepted innovation commitments into the final contract and may hold the Contractor accountable for the implementation of representations made in its Proposal.

41. Electronic Signature Acknowledgement: All communication pertaining to this solicitation and any resulting contract, including but not limited to Addenda, Notice of Award, contract amendments, and other official correspondence, shall be transmitted electronically by the City of South Fulton. The Proposer agrees to the following terms:

41.1. Official Delivery: Communications sent by the City shall be considered officially delivered on the date and time transmitted, unless the City encounters an error message indicating unsuccessful transmission.

41.2. Responsibility to Monitor: Proposers are responsible for actively monitoring the email address and/or electronic platform designated in their Proposal submission for communications from the City. Failure to receive or review electronic communications shall not exempt the Proposer from any obligations under this RFP or any resulting contract.

41.3. Legal Effect: Electronic communications issued in accordance with this section shall carry the same legal force and effect as if provided in hard copy.

41.4. Record Retention: The City’s electronic records of such communication shall constitute the official record for all Procurement and contract administration purposes.

41.5. The City shall have the right, upon reasonable notice and during normal business hours, to audit, inspect, and copy any books, records, invoices, estimates, parts invoices, sublet invoices, repair histories, warranty records, photographs, diagnostic records, and other documentation reasonably related to the Services, pricing, or contract compliance. The Proposer shall cooperate fully with any audit or review and shall retain such records for not less than five (5) years after final payment or contract expiration, whichever is later.

42. Technical Proposal: The Technical Proposal shall demonstrate the Proposer’s understanding of the City’s objectives, the required scope of services, and the ability to successfully deliver all requested Services. The Technical Proposal must be complete, well-organized, and free of cost information. Inclusion of pricing within the Technical Proposal shall result in disqualification.

Any exception, qualification, deviation, assumption, limitation, or condition affecting the Proposer’s obligations, pricing, legal terms, insurance, schedule, service levels, or scope must be expressly identified in the Exceptions Form. Any statement elsewhere in the Proposal that purports to modify the Solicitation or resulting contract may be disregarded by the City unless expressly accepted by the City in writing. The City reserves the right to reject any Proposal containing material exceptions or conditions.

The Technical Proposal shall include, at a minimum, the following:

42.1. Executive Summary: A brief overview summarizing the Proposer’s qualifications, understanding of the project, and unique approach to providing fleet collision repair and body shop services of similar operational complexity.

42.2. Company Profile and Qualifications: A description of the Proposer’s organization, including years in business, ownership structure, and relevant experience in vehicle maintenance, repairs, and servicing. The Proposer shall also highlight any specialized certifications, technical expertise, and past performance on similar municipal vehicle maintenance and servicing projects.

42.3. Project Approach and Methodology: A detailed narrative explaining how the Proposer intends to perform the required Services, manage operations, and ensure timelines are met.

42.4. Staffing Plan and Key Personnel: Identify the key personnel assigned to provide municipal fleet collision repair and body shop services under this contract, including their roles, qualifications, certifications, and relevant experience. Resumes for all key personnel shall be submitted as attachments along with an organizational chart illustrating the project team structure, reporting relationships, and supervisory personnel.

42.5. Past Performance and References: The Proposer shall provide a minimum of three

(3) references for projects involving collision repair, body shop operations, structural repair, refinishing, fleet collision management, or substantially similar services.

42.6. Implementation Schedule: The Proposer shall provide a detailed implementation schedule outlining all major milestones for contract mobilization, staffing, collision repairs, and body shop services. The schedule shall clearly demonstrate the Proposer’s readiness and capacity to begin services upon contract award and maintain consistent service availability throughout the contract term.

42.7. Required Forms, Permits, Licenses, and Certifications: The Proposer shall submit all completed and signed forms required by this RFP, along with any applicable licenses, permits, and insurance certificates necessary to perform vehicle repairs and maintenance services.

42.8. Submission Requirements: Separation of Technical and Price Proposal

The Technical Proposal shall not contain any pricing information. Any pricing found within the Technical Proposal shall result in disqualification.

42.9. Technical Proposals may reference commercial assumptions only at a high level, but must not include any numbers, unit rates, totals, or cost schedules; all pricing must be confined to Appendix B and any separately designated cost submission.

File Labeled Requirements:

• Technical Proposal – [Firm Name]

• Price Proposal [Firm Name]

42.9.1 Innovation and Continuous Improvement Plan: Each Proposer shall submit a detailed Innovation and Continuous Improvement Plan describing specific methods, technologies, controls, and management practices the Proposer will implement to improve service delivery, reduce fleet downtime, strengthen cost control, enhance diagnostic accuracy, improve reporting transparency, and increase long-term value to the City. General marketing statements shall receive little or no value. The City will evaluate only those innovations that are specific, practical, measurable, and capable of implementation under the resulting contract.

42.9.2. At a minimum, the Innovation and Continuous Improvement Plan shall address the following:

42.9.2.1. Methods to reduce turnaround time and improve workflow efficiency.

42.9.2.2. Strategies to reduce repeat repairs and improve first-time fix rates.

42.9.2.3. Preventive maintenance enhancements that reduce future repair costs.

42.9.2.4. Data reporting or dashboard capabilities that improve contract oversight.

42.9.2.5. Parts sourcing or inventory strategies that improve cost control.

42.9.2.6. Mobile service, pickup and delivery, or field support enhancements, if offered.

42.9.2.7. Predictive maintenance, trend analysis, or failure forecasting capabilities

42.10 Pricing Restrictions and Non-Responsive Pricing: Cost-plus a percentage of cost pricing is prohibited and will be deemed non-responsive. Pricing must be submitted only in the Price Proposal file. Any pricing included in the Technical Proposal is grounds for disqualification.

43. Responsibility Determination Clause: The City reserves the right to determine the responsibility of the apparent successful Proposer prior to contract award, including verification of financial capacity, licensing, insurance coverage, and past performance.

44. Operational Data: All operational data generated by the vehicle maintenance system shall remain the property of the City. The City shall retain full administrative access to monitoring platforms and performance data.

45. Preserve City Discretion: The City shall retain sole discretion in assigning, reallocating, suspending, increasing, reducing, or terminating work assignments among awarded Contractors. No Contractor is guaranteed any minimum volume, percentage, rotation priority, or exclusivity unless expressly stated in a written contract executed by the City.

46. Removal and Suspension Rights: The City reserves the right to suspend a Contractor from receiving new work assignments, remove a Contractor from a preferred tier, restrict a Contractor to limited categories of service, or terminate the contract for cause in accordance with the contract terms where the Contractor fails to meet required standards, service levels, or contractual obligations.

47. Performance Review and Contractor Scorecard: The City may evaluate Contractor performance periodically using a scorecard or similar performance management tool.

Performance factors may include timeliness, repair accuracy, repeat repair rate, cost control, invoice accuracy, documentation quality, warranty compliance, communication, evaluations may be used for purposes of work assignment, tier designation, corrective action, contract renewal, or termination.

48. Corrective Action: If the City determines that a Contractor’s performance is deficient, the City may require a written corrective action plan, increased reporting, management review, temporary suspension from new assignments, or other remedial measures. Failure to cure deficiencies within the time required by the City may result in further contractual action, including termination of the contract.

INTRODUCTION

The General Services Department seeks multiple qualified, experienced, and properly certified Proposers to provide municipal fleet collision repair and body shop services for the City’s diverse fleet of vehicles supporting public safety, public works, and administrative operations.

The selected Proposer(s) shall provide timely, high-quality, and cost-effective collision repair services to ensure fleet readiness, safety, and compliance with applicable standards.

This solicitation is limited to collision repair and body shop services only. It is not a general fleet maintenance or full mechanical repair contract, except for discrete collision-related procedures expressly approved in writing by Fleet Management.

BACKGROUND

The City maintains a diverse municipal fleet that includes police vehicles, fire support vehicles, public works and parks vehicles, and administrative vehicles. The City requires responsive and dependable body shop partner(s) capable of handling routine collision repairs, emergency collision response, insurance-related repairs, and structural and frame repairs.

1. INTENT TO AWARD

The City intends to award one or more contracts to the Proposer(s) whose Proposals are determined to provide the best overall value, considering both qualitative and quantitative factors. These factors include, but are not limited to, experience, certifications, facilities, and pricing structure, in response to RFP #26-25 for Municipal Fleet Collision Repair and Body Shop Services.

If multiple awards are made, the City reserves the right to assign work at its sole discretion. Work assignments may be based on factors such as rotation, area of specialization, availability, past performance, geographic location, or any combination thereof.

The selected Proposer(s) shall be capable of supporting the City’s fleet operational needs in a reliable and efficient manner. The City reserves the right to reject any or all Proposals and to cancel this Solicitation at any time.

1.1. Responsibility: The determination of the Proposer’s responsibility shall be made by the City based on whether the Proposer meets the following minimum standard requirements:

1.1.1. Demonstrates relevant technical experience in municipal fleet collision repair, body shop services, preventive maintenance, diagnostics, and related mechanical services for diverse fleet vehicles.

1.1.2. Possesses adequate personnel, facilities, equipment, and resources to perform collision repair, bodywork, and associated maintenance efficiently, safely, and effectively.

1.1.3. Maintains a satisfactory record of performance on similar size, scope, and complexity involving municipal or government fleets.

1.1.4. Holds all required licenses, permits, certifications, and manufacturer (OEM) authorizations necessary for collision repair, body shop operations, and fleet maintenance services.

1.1.5. Has adequate financial means to meet obligations associated with the project.

1.2. Responsiveness: The City will determine responsiveness based on whether the Proposal is complete, materially compliant with all the RFP requirements, and free from material irregularities, exclusions, special conditions, or alternate Proposals, unless alternates are expressly requested or permitted in this RFP.

2. Confidentiality/Data Security: The Proposer agrees to maintain the confidentiality of all documents, data, records, and other information developed, received, or obtained in connection with this Agreement related to vehicle maintenance and servicing. The Proposer must implement commercially reasonable measures to protect electronic and physical data and shall not disclose any City information to third parties without the prior written authorization of the City.

3. Contract Termination for Non-Performance: The Proposer shall perform collision repairs and body shop services only within the timeframes established by the City. Failure to meet required performance standards shall constitute a material breach and may result in suspension of work assignments, removal from rotation, liquidated damages where applicable, or termination for default at the City’s sole discretion.

4. Term of Contract: The City may renew the contract for up to three (3) additional one (1) year terms, at the City’s sole discretion, subject to satisfactory performance and availability of funds.

5. Re-Procure or Back charge: In the event of Contractor failure, the City reserves the right to procure services from alternate sources and charge the Contractor for any cost differential.

6. Cooperative Procurement Use: The City may, at its sole discretion and to the extent permitted by applicable law, authorize other governmental entities, public agencies, authorities, and eligible cooperative purchasing participants (“Participating Entities”) to utilize any contract resulting from this Solicitation under the same terms, conditions, scope, and pricing structure.

6.1. Participation by any Participating Entity is strictly voluntary and shall not:

6.1.1. Modify or amend the terms of the contract.

6.1.2. Increase or expand the scope of work or obligations of the Contractor beyond those expressly stated in the contract; or

6.1.3. Create any contractual relationship, obligation, or duty between the City and any participating Entity.

6.2. The City shall have no liability, obligation, or responsibility of any kind for any procurement, order, payment, performance, non-performance, or dispute arising out of or related to a Participating Entity’s use of the contract. As a condition precedent to any use of the contract by a Participating Entity, the Contractor shall enter into a separate written agreement or accept a separate purchase order issued directly by the Participating Entity.

6.3. Such agreement or purchase order must expressly acknowledge that:

6.3.1. The City is not a party thereto; and

6.3.2. The City bears no liability or responsibility for any obligations arising thereunder.

6.3.3. The City reserves the unilateral right to limit, cap, suspend, or terminate cooperative use of the contract at any time, in whole or in part, including but not limited to limitations based on aggregate contract value, term, geographic scope, or service capacity. The Contractor shall have no claim against the City arising from the City’s exercise of such rights.

EVALUATION PROCESS AND SELECTION CRITERIA

Evaluation Process: The City will evaluate Proposals in accordance with the stated evaluation criteria and applicable City procurement authority. The City may conduct discussions, request clarifications, invite presentations, establish a competitive range, and request final offers, including best and final offers, as permitted by law. The City may award without discussion.

The City intends to select the Proposer or Proposers that are most qualified to meet the City’s needs.

The award shall be based on, but not limited to, the following factors:

Price Scoring Formula: Price Score = (Lowest Overall CostProposer’s Price

) × 25

Price Points Awarded equals Lowest Total Evaluated Price divided by Proposer’s Total Evaluated Price, multiplied by the Maximum Price Points. Total Evaluated Price is the sum of all line items in Appendix B, as completed by the Proposer.

Best Value Evaluation Standard.

Award shall be made to the responsive and responsible Proposer or Proposers whose Proposal is determined by the City, in its sole discretion, to represent the best overall value to the City, considering price and all other evaluation factors stated in this Solicitation. The City is not required to make an award to the Proposer offering the lowest price. The City may consider qualitative and quantitative factors, operational risk, service capacity, Proposer stability, demonstrated past performance, innovation, and any other considerations reasonably related to the City’s interests and lawful procurement objectives.

Reservation of Rights in Evaluation.

The City reserves the right to conduct investigations, seek clarifications, request supplemental information, require demonstrations or presentations, verify references, inspect facilities, review financial capacity, and evaluate any matter bearing on a Proposer’s ability to successfully perform the contract. The City may reject any Proposal that, in the City’s judgment, fails to adequately demonstrate capability, reliability, integrity, operational capacity, or alignment with the City’s performance objectives.

In applying the evaluation criteria, the City may consider the completeness, specificity, credibility, feasibility, and demonstrated merit of each Proposal. The City may consider the relative strengths, weaknesses, deficiencies, risks, and advantages of each Proposal under each factor and is not required to award points on a mechanical or evenly distributed basis.

PROPOSAL EVALUATION CRITERIA MAXIMUM

POINTS

Financial Offer and Cost Control Strategy: The City will evaluate the competitiveness, transparency, reasonableness, and long-term cost-effectiveness of the Proposer’s financial submission, including labor rates, parts pricing methodology, markup structure, diagnostic and inspection rates, after-hours or emergency service rates, and any other proposed charges. In addition to pricing, the City may consider the Proposer’s demonstrated ability to manage and control repair costs, minimize unnecessary part replacements, optimize OEM parts sourcing, and support the prudent use of public funds.

Relevant Experience, Qualifications, and Certifications: The City will evaluate the Proposer’s demonstrated experience providing collision repair, body shop, structural repair, refinishing, and related fleet collision services for municipal, governmental, utility, institutional, or comparable fleet environments.

Operational Work Plan and Service Capacity: The City will evaluate the Proposer’s operational approach to contract performance, including workflow management, staffing levels, supervision, scheduling practices, facility and shop capacity, availability of tools and diagnostic equipment, parts procurement processes, mobile or field service capabilities, emergency response readiness, chain-of-custody controls, and the ability to consistently provide timely, reliable, and high-quality service across the City’s fleet.

Performance Management, Reporting, and KPIs: The City will evaluate the Proposer’s ability to monitor, measure, document, and report performance using objective and verifiable data. Evaluation may include the Proposer’s capability to track turnaround times, repeat repairs, repair accuracy, parts usage, equipment downtime, service levels, warranty events, and other key performance indicators (KPIs). Preference may be given to Proposers that provide robust reporting systems, dashboard access, audit-ready documentation, and comprehensive performance accountability processes.

Response Time, Turnaround, and Fleet Availability Support: The City will evaluate the Proposer’s demonstrated ability to meet or exceed required response times, complete repairs within established timeframes, provide emergency or after-hours support, and minimize fleet downtime.

Innovation and Continuous Improvement: The City will evaluate the Proposer’s ability to provide value beyond baseline service requirements through innovation, process improvements, technology enhancements, cost containment strategies, workflow optimization, enhanced reporting, and other measures that improve fleet reliability, transparency, and operational efficiency. Greater consideration may be given to Proposers that present practical, measurable, and implementation-ready innovations aligned with public sector fleet management objectives.

Quality Assurance, Safety, and Warranty: The City will evaluate the Proposer’s quality control program, repair verification procedures, technician oversight, safety protocols, warranty coverage for repairs and parts, and compliance with industry standards, OEM requirements, and applicable laws. Greater consideration may be given to Proposers demonstrating strong internal controls, consistent service quality, and a low-risk operational profile.

The Proposer shall state its warranty terms in the Proposal, including coverage period, covered labor, covered parts, exclusions, claim procedures, response times, and remedy obligations. Warranty work shall receive scheduling priority. The Proposer shall correct any covered defective work at no additional cost to the City within the time reasonably required by the City, taking into account fleet operational needs and vehicle criticality.

Proposal Quality, Compliance, and Responsiveness: The City will evaluate the completeness, organization, clarity, internal consistency, and responsiveness of the Proposal, including adherence to all Solicitation instructions, submission requirements, certifications, and required forms. The City may reduce scoring or deem a Proposal non-responsive if it contains material omissions, inconsistencies, unauthorized exceptions, or fails to comply with Solicitation requirements.

MAXIMUM SCORING POINTS TOTAL 100

In the event of a tie or near tie, the City reserves the right to consider, in any order it deems appropriate, price, risk, operational capacity, reference results, interview results if conducted, local availability, and any other evaluation consideration reasonably related to best value and lawful procurement objectives.

Tiered Proposer Award Structure: The City reserves the right to award contracts to one or more Proposers and to assign each awarded Contractor to a performance tier established by the City.

The purpose of the tiered structure is to align work allocation with demonstrated capability, performance, responsiveness, specialization, and overall value to the City.

Tier 1 Contractors: Tier 1 Contractors are those determined by the City to have superior qualifications, capacity, responsiveness, performance history, pricing integrity, reporting capability, and overall best value. Tier 1 Contractors may receive primary assignment of work within their approved categories of service.

Tier 2 Contractors: Tier 2 Contractors are those awarded a contract but designated for secondary, overflow, backup, specialty, geographic, surge, or contingency assignments. Tier 2 Contractors may receive work where Tier 1 capacity is unavailable, where specialty capability is needed, where operational conditions warrant diversification of work, or where otherwise determined to be in the City’s best interest.

The City may review Contractor performance on an ongoing basis and may reclassify a Contractor’s tier status at any time based upon documented performance, responsiveness, quality, pricing compliance, reporting reliability, customer service, safety, warranty outcomes, contract compliance, operational need, or any other factor relevant to successful contract performance.

ATTACHMENT A

SCOPE OF SERVICE

SCOPE OF SERVICE

RFP 26-25 MUNICIPAL FLEET COLLISION REPAIR AND BODY SHOP SERVICES

The City is seeking qualified proposers to provide municipal fleet collision repair and body shop services for its vehicle fleet. The selected proposer shall be responsible for furnishing all labor, tools, equipment, parts, and materials necessary to perform repairs in accordance with manufacturer specifications and applicable industry standards.

1. OBJECTIVE

• Reduce fleet downtime and improve turnaround reliability.

• Maintain safe, compliant, and properly documented repairs.

• Establish transparent pricing and strict authorization controls.

• Improve contractor accountability, reporting, and warranty response.

• Support competitive pricing while preserving service quality for municipal operations.

2. SCOPE OF SERVICE

The selected Proposer(s) shall provide collision repair and body shop service only. The scope is limited to the service categories below:

2.1. Scope Limitation and Exclusions

• This contract covers collision-related assessment, repair, refinishing, restoration, transport, and warranty support for municipal fleet vehicles.

• This contract does not include preventive maintenance, routine servicing, oil changes, tune-ups, emissions work, full mechanical repair, engine work, transmission work, brake repair, suspension repair, steering repair, HVAC repair, tire service, or other non-collision fleet maintenance.

• Diagnostic scanning, calibration, alignment verification, or similar procedures may be performed only when directly required to assess, complete, or validate an authorized collision repair, are supported by documentation, and are approved in writing by Fleet Management.

2.2. Collision Assessment and Estimate Preparation

• Receive vehicle, document visible damage, and prepare a written repair estimate and repair plan.

• Provide photo documentation and identify known damage, likely hidden damage, required parts, labor categories, and anticipated sublet work.

• Use an industry-recognized estimating platform acceptable to the City, such as

CCC, Audatex, Mitchell, or equivalent.

2.3. Structural and Frame Repair

• Perform structural analysis, frame measurement, and frame or unibody repair in accordance with current OEM procedures and accepted industry standards.

• Repair or replace structural members, reinforcements, mounting points, and related components included in the approved repair plan.

2.4. Body Panel Repair and Replacement

• Repair or replace damaged body panels and collision-related exterior…