FY27 Fleet Maintenance Parts

Ada County Highway District (ACHD) in Boise, Idaho is requesting competitive proposals for FY27 fleet maintenance parts staffing, transportation, management, and inventory operation, with sealed proposals due August 5, 2026 at 3:00 p.m. local time via the ACHD eProcurement portal and a public bid opening via Zoom immediately following. Questions are due July 29, 2026 at 4:30 p.m., and all addenda will be issued by July 30, 2026 at 4:30 p.m.

The scope encompasses operation of an approximately 46,000-part inventory currently valued at $423,000, covering parts, lubricants, and miscellaneous supplies for fleet maintenance. The successful vendor must achieve 70% parts availability within one hour of request and 90% within four hours, operating Monday through Friday from 7:00 a.m. to 5:30 p.m. with 24-hour emergency support capability. Current on-site staffing consists of one full-time parts representative and one dedicated delivery driver; ACHD does not prescribe minimum staffing levels. The vendor must integrate with ACHD's FleetFocus system and Total Asset Management Systems (TAMS) at an estimated cost of approximately $15,000 and deliver monthly comprehensive reports on parts activity, costs, inventory status, lost sales, back orders, and order-on-order days.

The contract term is one year with an option for one additional one-year renewal. The vendor will operate on a cost-plus basis with monthly electronic billing due the first week following month-end; ACHD will not reimburse freight charges on stock parts available in the Treasure Valley area or premium prices for failure to adhere to established reorder plans. The evaluation is scored across 590 points: proposal cost (200 points, 33.9%), parts markup costs (150 points, 25.4%), monthly operation costs (100 points, 16.9%), firm history and references (40 points, 6.8%), firm qualifications (40 points, 6.8%), project understanding and approach (50 points, 8.5%), and past performance with ACHD (10 points, 1.7%).

Upon notice of award, the vendor must furnish supply, material, payment, and performance bonds equal to 100% of total contract value and assume responsibility for the parts operation within 30 days of contract execution. Contract award may be delayed up to 60 calendar days after proposal submission without penalty.