Fleet Maintenance Services

The City of Arlington, Texas, through Tarrant County, is soliciting a Request for Proposal (RFP) for comprehensive fleet maintenance services covering approximately 905 target vehicles from a total fleet of approximately 1,295 units, including police patrol units, vans, pickup trucks, fire apparatus, and construction equipment. The contract requires the selected contractor to provide all labor, materials, subcontractor services, administrative support, and supervision for fleet maintenance and repair operations utilizing City-owned facilities at two locations: Main Street Shop (1015 West Main Street) operating Monday through Friday 7:00 a.m. to midnight with Saturday hours 7:00 a.m. to 4:00 p.m., and South Service Center-Heavy Shop (1100 S.W. Green Oaks Blvd.) operating Monday through Friday 7:00 a.m. to 6:00 p.m. and Saturday 7:00 a.m. to 4:00 p.m. Services include preventive maintenance, repairs, tire services, fuel management, vehicle inspections, warranty administration, and field service support with mandatory staffing requirements including a General Manager, service writers, ASE-certified technicians (minimum four Emergency Vehicle Technicians with one EVT Master for fire apparatus), and parts personnel maintaining 85 percent daily technician staffing levels. The contractor must achieve 95 percent daily availability for Public Safety and Mission Critical services and 91 percent daily availability for all other services, with performance measured monthly. Bidders must submit detailed cost proposals separated into Target Services (fixed annual amount for routine, predictable maintenance estimated at $2,500,000 annually for three years) and Non-Target Services (time-and-material basis for variable, unpredictable services billed at specified labor rates and parts markups). The RFP evaluation employs a 100-point scoring matrix weighted as follows: Cost Response (25 points), Qualifications, Safety & Experience (20 points), Responsiveness, Understanding and Approach to RFP Requirements (20 points), Organization and Staffing (20 points), Exceptions and Innovations (5 points), Quality Assurance Plan (5 points), and Transition Plan (5 points). The initial contract term is three years from the Mayor and City Council approval date or October 1, 2026, whichever is later, with four optional one-year renewal periods available, and annual price increases capped at the Consumer Price Index percentage change for the previous twelve months. Critical dates include RFP advertisement on February 25, 2026; mandatory Pre-Proposal Conference and facility tour on March 10, 2026; vendor question deadline of March 12, 2026 at 2:00 p.m.; proposal submission deadline of March 26, 2026 at 2:00 p.m.; vendor interviews and evaluation committee ranking on April 27, 2026; contract negotiations beginning May 4, 2026; and City Council approval targeted for June 23, 2026. All submissions must be made electronically through the City's Bonfire platform at https://arlingtontx.bonfirehub.com/projects, with the City accepting no responsibility for submissions received through alternative channels.

This procurement contains no specific set-aside designations for disadvantaged business enterprises; however, the City considers historically underutilized businesses and nonprofit organization compliance in its evaluation process and mandates Federal Transit Administration compliance requirements, including Disadvantaged Business Enterprise participation facilitation in accordance with 49 CFR Part 26, civil rights nondiscrimination obligations, and domestic preference requirements for U.S.-produced goods. The City provides facility leases at one dollar per year, all utilities, wireless internet access, and fleet management information system hardware (AssetWorks FASuite) for designated positions, while the contractor assumes responsibility for maintaining all facility equipment and providing competitive warranty coverage with rework guarantees of 90 days or 4,200 miles for general repairs and 12 months or 12,000 miles for engine and transmission overhauls. The contract establishes a 90-day probationary period at the beginning of each contract term during which the City may terminate without a second solicitation and includes provisions for the contractor to maintain service continuity up to 90 days beyond contract expiration if a successor is not selected. Based on the City's Non-Target services costs during fiscal years 2021-2025, the budgeted range for fleet maintenance services is estimated between approximately $2,100,000 and $3,400,000 annually, though the fixed Target Services component is specifically estimated at $2,500,000 annually with Non-Target Services billed separately on a time-and-material basis. Bidders must provide at least three recent customer references demonstrating similar fleet maintenance service experience, complete a Conflict of Interest Questionnaire in compliance with Texas Local Government Code Chapter 176, and comply with all Federal Transit Administration third-party contract clauses addressing tax liability certifications, civil rights compliance, safety requirements including seat belt and distracted driving provisions, and debarment verification through the System for Award Management.