Custom Tarps, Replacement Parts, & Repair Services

The City of Austin, Texas is requesting bids on custom tarps, tarp replacement parts, and repair services for municipal vehicles and equipment including dump trucks, dump trailers, refuse and waste trucks, fire apparatus ladder trucks, and fire pumpers under IFB 7800 MLJ1045, with bids due September 17, 2026 at 2:00 p.m. Central Time. A local business preference of one to five percent applies to vendors with headquarters in the Austin-Round Rock-San Marcos Metropolitan Statistical Area (Bastrop, Caldwell, Hays, Travis, and Williamson counties); a small business preference is also available to certified small businesses or non-small businesses subcontracting at least five percent of the contract amount to certified small business subcontractors.

The contractor must hold three consecutive years of experience providing similar services to municipalities within the preceding five years, operate a full-time manufacturer-authorized warranty repair facility located within 60 miles of the Texas State Capitol, maintain a secure storage area, and employ at least two qualified service technicians. The scope requires written estimates within two working days of vehicle receipt, standard-order delivery by 2:00 p.m. the next working day (if ordered before 10:00 a.m.), non-stock-parts delivery within three working days, a two-week inventory supply of stock parts, 12-month labor and parts warranties, and expedited repair completion within seven business days. Code Red expedited parts orders require overnight delivery with reimbursement of actual expedited shipping charges.

The pricing structure is fixed-price with unit pricing organized into three categories: hourly labor rates (estimated 70 annual hours), flat fees for round-trip pickup and delivery (estimated 5 annual occurrences), and flat fees for expedited services (estimated 5 annual occurrences). The price sheet also includes 16 specified inventory line items with estimated annual quantities and a $36,000 annual allowance for non-specified items; bidders must provide pricing using the exact price sheet provided, with all pricing all-inclusive of labor, tools, equipment, travel, and transportation to Austin. For non-specified parts, bidders must indicate a fixed percentage discount or markup to dealer cost applicable throughout the contract term.

The initial contract term is 36 months with two optional 12-month renewal periods at the City's sole discretion. Prices remain firm for the first twelve months; after twelve months, either party may request adjustments limited to 25% per single line item and indexed to the Consumer Price Index for vehicle accessories and reuphorstery labor. The City reserves the right to award a single contract or multiple awards based on line items, categories, or any combination. Pre-award site visits will assess contractor facilities, equipment, and personnel. A post-award meeting must occur within 30 calendar days of contract award. Written questions are due September 8, 2026 at 5:00 p.m. Central Time. All employers must complete City of Austin Wage Theft Ordinance certification prior to award and Wage Theft Training within 30 days of award. The contractor must provide Workers' Compensation and Employers' Liability, Business Automobile Liability with a combined single limit of $500,000 per occurrence, and All Risk Property Insurance covering real and personal property in the contractor's care, custody, and control.