RFQ# 429535 Ford Vehicles Parts and Services 928.00.pdf

PWA Ford Vehicles Parts and Repair Services 928.00 – RFQ# 429535

OFFICE OF THE CITY ADMINISTRATOR

Betsy Lake, Interim City Administrator

REQUEST FOR QUOTATIONS (RFQ)

For

PWA Ford Vehicles Parts and Repair Services 928.00

RFQ # 429535

Questions Due: Friday, September 25, 2026, by 2:00 PM by email to the Procurement Buyer.

It is the Contractor’s responsibility to ensure that the email has been received. Any addendum that materially changes the RFQ solicitation shall be issued no less than 72 hours before the proposal deadline unless the deadline is extended by said addendum.

Bid Proposals Due: Wednesday, September 30, 2026, by 2:00 PM. Bid Proposals not transmitted or received by the Office of the City Clerk by the deadline will be returned unopened.

iSupplier will not allow late submittals and therefore please allow time to log in, create a response, and upload your Proposal. Email submittals will not be accepted. Questions regarding online submittal through iSupplier must be directed to isupplier@oaklandca.gov to the attention of Purchasing Administrator.

mailto:isupplier@oaklandca.gov

RFQ Specifications:

Successful bidder will furnish and deliver OEM Ford car and truck parts, and/or factory authorized service and repairs for Ford cars and trucks. The City shall reserve the right to issue separate purchase orders for parts and service.

Contract Length / Option Years:

a) Base period of 3 years. With 1 one-year option to extend.

Estimated Contract Value: $7,000,000

Estimated annual usage is projected to be: $1,600,000

Multiple Award Contract:

The City intends to make multiple contract awards as a result of this solicitation. Awards may be awarded to two or more responsive and responsible bidders whose proposals are determined to provide the best overall value to the City. The City reserves the right to divide the award by geographic location, product availability, parts inventory, service capability, specialty repair capability, response time, pricing, or any combination thereof.

No minimum volume of work is guaranteed to any awarded contractor. The City will determine the distribution of work based on operational needs, vendor performance, turnaround time, parts availability, proximity to City facilities, pricing, emergency response capability, and overall best value.

The City reserves the right to obtain quotations among the awarded contractors for specific repair jobs when it is in the City's best interest and may shift work between awarded vendors throughout the contract term based on performance.

General:

Prices quoted herein will be F.O.B Destination to the location as noted above in the “Locations/Facilities” section. No delivery charge of any kind will be allowed unless it is specified in quotation. This request covers the City’s annual requirement for Dodge-Mopar Cars/Trucks parts and service.

Prices:

Rates and discount are to remain firm for the first period after the date of issuance of the initial order, see Terms of Agreement and Technical Specifications: Part I item#4, Price Listing for additional information. Vendor warrants that the prices for materials sold to City under this Agreement are not less favorable than those currently extended to any other customers of the same or like articles in equal or less quantities. City shall receive the benefit of any additional discount or general reduction on the prices quoted herein prior to the delivery or invoicing of any product or equipment ordered because of this RFQ.

Technical Specification:

Part I - General Requirements - Parts: Special Requirements

1. PRODUCT AVAILABILITY

Since the continuous operation of the City’s Cars, Trucks and equipment fleet is important and sometimes of an emergency nature, it is necessary that the successful bidder can render prompt parts support. The successful bidder’s (vendor’s) parts inventory will be of sufficient size and variety to offer an availability of 75 - 80% within four (4) hours of order by this agency.

2. PACKAGING

All parts and materials will be supplied with the original equipment manufacturers’ (OEM) packaging. No re-packaging will be allowed.

3. ORDERING AND DELIVERY

The vendor will provide parts ordering via telephone, facsimile, and electronic ordering through their online website or another system. Most items will be ordered as the need arises. City staff will advise vendors as to the urgency of the need at the time of ordering. “As-needed” items that are ordered by 10:00 a.m. will be delivered by no later than 2:00 p.m. the same day. “As-needed” items that are ordered after 10:00 a.m. will be delivered by no later than 10:00 a.m. the following day. Will-call items will be available for pickup within four hours of ordering. If minimum order quantity requirements exist for any part number, vendor must indicate them at time of bidding. Vendor must offer delivery to the City of Oakland Municipal Service Centers at least twice daily.

4. PRICING

Vendor will provide either a jobber's price list showing the appropriate discount, or a retail price sheet showing the City's pricing. Quoted discounts shall remain firm for the life of contract.

5. INVOICING

Invoices will be submitted monthly, in arrears, referencing the appropriate Purchase Order Number and will include sufficient detail to allow for verification.

Each invoice will be accompanied by a packing slip or delivery receipt signed by an authorized City representative showing the materials that have been delivered. A copy of the packing slip, showing pricing, will accompany each delivery. Purchase Order numbers must be identified on all invoices.

6. CORES AND RETURNS

Vendor agrees to pick up cores and returned parts in conjunction with new part deliveries. Vendor’s delivery driver or representative will supply an itemized list of cores and returns at the time the parts are being picked

up. Vendor will allow full credit for the returned items. Credits for cores and returns will be deducted, monthly, in arrears, and will include sufficient detail to allow for verification.

Vendor agrees to allow the City to return at the end of the term of this contract any parts and accessories that are more than the City's requirements. Vendor will allow full credit for the returned items. However, the total value of returned items will not exceed 10% of the total purchases. Returned goods will be in saleable condition.

Part II - General Requirements – Service & Repair: Special Requirements

1. SCOPE OF WORK

Bidder will provide the following services as requested by the City of Oakland, Equipment Services Division: All types of maintenance and repairs to Ford Cars and Trucks.

2. ESTIMATES

A comprehensive estimate of the required parts and labor for each job will be provided in advance to Equipment Management staff, who will give verbal approval to proceed with repairs. Estimates must also, include freight, shop supplies, environmental fees, misc. charges, tax, and any other amounts that will appear on final invoices.

The total price quoted in any estimate may not be exceeded without advance approval from Equipment Services staff. If during the originally estimated repairs, and it is noted that further repairs will be needed, another estimate will be prepared for the additional work.

All parts, other than those that are replaced under warranty or must be returned for core credit, will be returned to Equipment Services upon request.

3. COST LIMITS

The vendor must not exceed the total amount of the purchase order without prior written approval (i.e., a change order) increasing the limit.

4. SHOP EXPERIENCE LEVEL

Bidders will submit documentation showing that they are qualified and/or certified to perform all maintenance and repair tasks on cars and trucks manufactured by Ford.

Vendor will use the most current repair methods and materials available and will possess an inventory of repair equipment that is sufficient to ensure the satisfactory execution of any repair.

5. PARTS

a) Vendor will provide all parts unless other arrangements are made with Equipment Services staff.

b) All parts will be purchased new, from the original equipment manufacturer (OEM).

c) If an "OE" part is not available or it is evident that procuring an "OE" part will cause excessive downtime, acceptable substitutes may be used, with the advanced approval of Equipment Services staff.

d) "Rebuilt" or "remanufactured" assemblies may be used in the repair of equipment covered by this agreement, if approved by Equipment Services staff.

e) All parts will be supplied at the discounts quoted in Part III below.

6. QUALITY OF WORK

Repair work must be of an acceptable level in terms of cost, time, and workmanship. Failure to perform repairs properly, as determined by Equipment Services staff, will be considered grounds for terminating this agreement.

7. RESPONSE/TURNAROUND

Generally, work will be scheduled with 24 to 48 hours’ notice, and with reasonable time to complete the requested repairs. However, there may be times where little or no advance notice will be provided because of seasonal emergencies. The vendor must be willing to make whatever arrangements are necessary to ensure that these trucks are returned to service as quickly as possible.

The vendor will be required to provide pickup and delivery services for all operable cars and trucks located at the facilities referenced in the “locations/facilities” section of this RFQ.

The vendor will be required to offer towing services for all non-operable cars, trucks and vans.

Locations/Facilities:

a) MSC, 7101 Edgewater Drive, Building 5

Oakland, CA 94621

b) Heavy Equipment Shop, 5050 Coliseum Way Oakland, CA 94601

8. REGULATORY COMPLIANCE

Vendor will comply with all policies, guidelines, rules, and regulations administered by the following agencies:

a) Bay Area Air Quality Management District (BAAQMD)

b) Bureau of Automotive Repair (BAR)

c) Environmental Protection Agency (EPA) - State and Federal

d) Occupational Safety and Health (OSHA) - State and Federal

e) Any other agencies that regulate:

i. Automotive repair

ii. Discharge into sanitary and storm sewers

iii. Hazardous materials and waste

iv. Paint and solvent emissions

9. INVOICING

Vendor agrees to submit priced invoices to the Equipment Services Division, immediately upon completion of each job. All "miscellaneous" charges and travel time will be described fully. Purchase Order numbers must be identified on all invoices.

PART III – RESPONSE ITEMS: Special Requirements

What price list will be used for items purchased under this agreement?

(Include a copy of this price list in your bid response, if possible) State the discount you are offering from the above price list: ______________%

Labor Rates Regular labor rate: $________________/hour

Overtime labor rate: $________________/hour

Cost to transport trucks to and from Vendor's repair facility: $_______________

State parts fill rate within four (4) hours: ___________________ (%)

State parts fill rate within 36 hours: __________________ (%)

Number of daily deliveries to Oakland: ___________________

1. Are you willing to procure out of stock items from a competitor if necessary?

Yes No

2. Can you provide on-line ordering and stock checking?

Yes No

3. Can you provide towing services?

Yes No

4. Can you service and repair F-450s, F-550s, F-650s and F-750s? If you cannot provide service and repairs for all the mentioned medium-duty and heavy-duty trucks, please state which trucks you can provide service and repairs for.

5. Winning bidder must be able to pick up vehicles and return vehicles to our facilities referenced in the “Locations/Facilities” section of this RFQ. Can you provide this service?

Yes No

WARRANTY

In addition to the City’s Terms and Agreement – All workmanship will be guaranteed for a minimum period of one year.

REFERENCES

List at least three (3) references for whom you provide a similar service:

RFQ Documents:

Contractors who wish to participate in the RFP/RFQ process are asked to register in iSupplier to receive addenda(s), updates, announcements, and notifications of contracting opportunities. We recommend updating your firm’s primary email address regularly and periodically confirming that the “Products and Services” section fully represents the scope of products and services provided.

If you have any questions, please email isupplier@oaklandca.gov.

For further information and detailed iSupplier registration instructions, please visit the following link: https://www.oaklandca.gov/services/register-with-isupplier. Free copies of the RFP/RFQ documents and Addenda are available in iSupplier. Hardcopies will NOT be available for purchase from the City.

1. iSupplier Registration/Login https://www.oaklandca.gov/services/register-with-isupplier. New registrants can email isupplier@oaklandca.gov for registration instructions. Allow 3 working days for approval to access bid documents through iSupplier. Additional Opportunities may be found at:

https://www.oaklandca.gov/resources/citys-contracting-opportunities.

1. iSupplier user guides: https://www.oaklandca.gov/documents/isupplier-user-guides

2. iSupplier Plan Holders List:

https://www.oaklandca.gov/services/active-closed-opportunities

It is the responsibility of each prospective proposer to download and print all RFP/RFQ documents, including any addenda, and to verify the completeness of their printed documents before submitting a proposal. The City does not warrant, represent, or guarantee the accuracy or completeness of any bid documents and/or information retrieved from other sources. The City is not responsible for any loss or damage including, but not limited to, time, money, or goodwill arising from errors, inaccuracies, or omissions in any RFP/RFQ documents and/or information obtained from other sources. It is each prospective proposer’s responsibility to check the site for submittal deadline and for any applicable addenda or updates.

Contact Information:

Procurement Buyer: John Lansangan at jlansangan@oaklandca.gov, 510-238-6745

Department Contact: Erica Vazquez Evazquez@oaklandca.gov, 510-615-5491

Office of the City Clerk: Nai Phan, Administrative Analyst One Frank H. Ogawa Plaza, 1st Floor Oakland, CA 94612 510-238-6833 mailto:isupplier@oaklandca.gov https://www.oaklandca.gov/services/register-with-isupplier https://www.oaklandca.gov/services/register-with-isupplier mailto:isupplier@oaklandca.gov https://www.oaklandca.gov/resources/citys-contracting-opportunities https://www.oaklandca.gov/documents/isupplier-user-guides https://www.oaklandca.gov/services/active-closed-opportunities mailto:jlansangan@oaklandca.gov, mailto:Evazquez@oaklandca.gov