Fleet Management & Vehicle Acquisition Services

Texas Southern University (TSU) is seeking a contractor for Fleet Management and Vehicle Acquisition Services through Invitation to Bid #717-25-714, targeting comprehensive management of its current fleet of approximately 40 vehicles. The procurement requires a vendor to provide preventative maintenance, repairs, safety and emissions testing, accident damage coordination, towing services, record keeping, and inventory management. The contractor must also offer vehicle acquisition services with four replacement options, allowing 5-10 vehicles to be replaced each year or every three years through leasing, financing, or cash purchase methods. Bidders must submit pricing for fleet management services under two options: Option A for vehicles 1-12 and Option B for all serviceable vehicles, along with pricing for seven different vehicle types including SUVs, pickup trucks, minivans, police pursuit vehicles, and passenger vans. The evaluation will be based on best value criteria, considering proposed costs, contractor stability, quality and reliability, delivery terms, and past performance. Key dates include a bid submission deadline of March 12, 2025 at 11:00 a.m. Central Time, with questions due by February 26, 2024. The contract term is three years with potential for three optional one-year extensions.

The solicitation includes a requirement for a HUB (Historically Underutilized Business) Subcontracting Plan for responses exceeding $100,000, indicating a preference for diverse vendor participation. Bidders must provide trade-in allowances for multiple existing vehicles and submit one original, one copy, and a flash drive copy of their proposal. The procurement offers preferences under Texas Administrative Code Rule 20.38 for various categories, including Texas-produced supplies, agricultural products, and products from service-disabled veterans. While no specific incumbent vendor is mentioned, the bid documents suggest an existing fleet infrastructure that requires comprehensive management and strategic replacement. Although a specific budget range is not explicitly stated, the scope of services covering 40 vehicles with annual replacement options and full fleet management services implies a significant contract value. Bidders must provide Texas Identification Number System (TINS) information and comply with TSU's standard terms and conditions, which include provisions for tax exemption, bid price firmness for 90 days, and various legal and operational requirements.