RFQ 5431.pdf
PDF 361 KB Posted
- Attached to
- Auto Body Repair - Medium and Heavy-Duty Trucks
- Solicitation number
- 5431-0-2025-TJ
- Issued by
- Dane County, Mattoon Village, Wisconsin
About this file
This is a Request for Quotation (RFQ) #5431-0-2025-TJ issued by the City of Madison Finance Department for auto body repair services for medium and heavy duty trucks. The City seeks to establish pricing for auto body repair services from vendors within a twenty-mile radius of Madison, with an anticipated volume of 1 to 10 vehicles serviced per month. The RFQ was released on October 27, 2025, with quotations due on November 10, 2025, at 2:00 PM CST. The City aims to establish pricing for a three-year period covering 2026-2028, with the contract focusing on four primary service categories: sheet metal, mechanical/electrical, frame, and refinish work.
The pricing proposal form requires bidders to submit hourly labor rates for each service category for the years 2026, 2027, and 2028, as well as a percentage discount on parts. The City will evaluate bids based on multiple criteria including cost, quality, compatibility, warranty, delivery, past experience, and service reputation. A local vendor preference policy is in place, offering a scoring preference to local suppliers who are registered on the City of Madison website by the bid's due date. Vendors are instructed to submit their quotations via email to bids@cityofmadison.com, with bid distribution managed through the State of Wisconsin VendorNet System and DemandStar by Onvia networks.
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Other files
| File | Type | Posted |
|---|---|---|
| 5431 Summary.pdf | ||
| RFQ 5431 Award Recommendation.pdf |
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Text version
Rev. 07/28/2016-RFQ 5431.doc Page 1
Finance Department David P. Schmiedicke, Finance Director City-County Building, Room 406 Purchasing Services 210 Martin Luther King, Jr. Boulevard Madison, Wisconsin 53703 Phone: (608) 266-4521 Fax: (608) 266-5948 finance@cityofmadison.com www.cityofmadison.com/finance/purchasing
REQUEST FOR QUOTATION
RFQ #: 5431-0-2025-TJ
For: Auto Repair - Medium and Heavy Duty Trucks
Released Date: Monday, October 27, 2025
Due Date: Monday, November 10, 2025 @ 2:00 PM CST
City Agency: Fleet
Method of Delivery Options
Email Quotation to: bids@cityofmadison.com
Include 5431-0-2025-TJ in the subject line of all emails.
1 GENERAL CONDITIONS AND INSTRUCTIONS TO BIDDERS
1.1 Applicable Terms and Conditions
• Products or Equipment. All quotations for supplies and/or equipment must be submitted in accordance with the specifications contained in this solicitation and City of Madison Standard Terms and Conditions.
• Services. All quotations for services must be submitted in accordance with; the specifications contained in this solicitation, City of Madison Standard Terms and Conditions, and Purchase of Services Contract.
• Copies. Copies of above-referenced forms are available from the Purchasing Office or from the following link:
https://www.cityofmadison.com/finance/purchasing/vendor-resources
1.2 Delivered Prices Only
Prices quoted must include shipping charges, FOB Madison.
1.3 Substitutes
If offering a substitute item, include manufacturer, number, model, specifications and product literature.
The City will evaluate substitutes and make the final determination of equivalency.
mailto:finance@cityofmadison.com http://www.cityofmadison.com/finance/purchasing mailto:bids@cityofmadison.com https://www.cityofmadison.com/finance/purchasing/vendor-resources
REQUEST FOR QUOTATION RFQ # 5431-0-2025-TJ
RFQ 5431.doc Page 2
1.4 Partial Order
Unless otherwise noted, it will be assumed that bidder will accept an order for all or part of the items priced.
1.5 Award
The City will award the bid to the responsive and responsible bidder whose bid is most advantageous to the City. In determining the most advantageous bid, the City will consider criteria such as, but not limited to, cost, quality/workmanship, compatibility, standardization, major and minor exceptions to our specifications, superior design features, warranty, delivery, past experience, installation, equality, discount, customer satisfaction, bidder’s past performance and/or service reputation, and service capability. The City may opt to establish alternate selection criteria to protect its best interest or meet performance or operational standards. After the due date, no quotes may be withdrawn for a period of 90 days or as otherwise specified or provided by law.
2 CONTACTS
Technical: For questions regarding technical specifications.
Randy Koch City of Madison Fleet
(608) 246-4545 rkoch@cityofmadison.com
Buyer: For questions regarding instructions, terms & conditions.
Tammy Jones City of Madison Purchasing Services bids@cityofmadison.com
3 BID DISTRIBUTION NETWORK
Please note that the City no longer maintains an in-house bidders' list. Notification of bid opportunities, addenda, tabulations and awards will only be made to subscribers via these networks.
State of Wisconsin VendorNet System:
State of Wisconsin and local agencies bid network. Registration is free.
http://vendornet.state.wi.us/vendornet
DemandStar by Onvia: National bid network – Free subscription is available to access bids from the City of Madison and other Wisconsin agencies, participating in the Wisconsin Association of Public Purchasers (WAPP). A fee is required if subscribing to multiple agencies that are not included in
WAPP.
Bid Opportunities: www.cityofmadison.com/finance/purchasing/bidDemandStar.cfm
Home Page: www.demandstar.com
To Register: https://www.demandstar.com/app/registration
Please note when registering: Pick the Wisconsin Association of Public Procurement (WAPP) to select all current Wisconsin government agencies.
4 LOCAL VENDOR PREFERENCE
The City of Madison has adopted a local preference purchasing policy granting a scoring preference to local suppliers. Only suppliers registered as of the bid’s due date will receive preference. Learn more and register at the City of Madison website.
mailto:bids@cityofmadison.com http://vendornet.state.wi.us/vendornet http://www.cityofmadison.com/finance/purchasing/bidDemandStar.cfm http://www.demandstar.com/ https://www.demandstar.com/app/registration
REQUEST FOR QUOTATION RFQ # 5431-0-2025-TJ
RFQ 5431.doc Page 3 www.cityofmadison.com/business/localPurchasing
5 SPECIFICATIONS
The City of Madison is interested in obtaining pricing for auto body repair for medium and heavy duty trucks. There would be approximately 1 to 10 vehicles serviced per month, depending on need. Vendors should be within a twenty mile radius of the City of Madison.
The range of services include sheet metal, mechanical/electrical, frame, and refinish.
The City of Madison is hoping to establish pricing that can be used for 2026 - 2028.
http://www.cityofmadison.com/business/localPurchasing
Rev. 07/28/2016-RFQ 5431-FormA-PriceProposal..doc
Form A: Price Proposal
RFQ #: 5431-0-2025-TJ Auto Body Repair - Medium and Heavy Duty Trucks
This form must be returned with your response.
Complete the requested information and return via instructions on Page 1 of RFQ. Bidder hereby offers:
1) Hourly cost for labor:
Service
Sheet Metal
$ /hour
Mechanical/Electrical
Frame
Refinish
2) Discount given on parts:
Above bid submitted by:
COMPANY NAME
Rev. 07/28/2016-RFQ 5431-FormB-BidderInfo..doc
Form B: Bidder Information
RFQ #: 5431-0-2025-TJ Auto Body Repair - Medium and Heavy Duty Trucks
This form must be returned with your response.
BIDDER INFORMATION
COMPANY NAME
ADDRESS CITY STATE ZIP
BIDDER’S NAME TITLE
SIGNATURE TELEPHONE NUMBER
DATE FAX NUMBER
LOCAL VENDOR STATUS
The City of Madison has adopted a local preference purchasing policy granting a scoring preference to local suppliers. Only suppliers registered as of the bid’s due date will receive preference. Learn more and register at the City of Madison website.
CHECK ONLY ONE:
Yes, we are a local vendor and have registered on the City of Madison website under the following category: www.cityofmadison.com/business/localPurchasing
No, we are not a local vendor or have not registered.
http://www.cityofmadison.com/business/localPurchasing
| RFQ 5431 |
| 1 GENERAL CONDITIONS AND INSTRUCTIONS TO BIDDERS |
| 1.1 Applicable Terms and Conditions |
| 1.2 Delivered Prices Only |
| 1.3 Substitutes |
| 1.4 Partial Order |
| 1.5 Award |
| 2 CONTACTS |
| 3 BID DISTRIBUTION NETWORK |
| 4 LOCAL VENDOR PREFERENCE |
| 5 SPECIFICATIONS |
| RFQ 5431-FormA-PriceProposal. |
| Form A: Price Proposal |
| RFQ #: 5431-0-2025-TJ Auto Body Repair - Medium and Heavy Duty Trucks |
| RFQ 5431-FormB-BidderInfo. |
| Form B: Bidder Information |
| RFQ #: 5431-0-2025-TJ Auto Body Repair - Medium and Heavy Duty Trucks |
| BIDDER Information |
| Local Vendor Status |
File details come from the government source that posted it. Updated .