ITB 26-35/SW OEM repairs & services for light vehicle fleet

The City of Hampton, Virginia is issuing Invitation to Bid (ITB) 26-35/SW to procure Original Equipment Manufacturer (OEM) repairs and maintenance services for its light vehicle fleet comprising 87 vehicles across seven manufacturers: Hyundai (12), Dodge (36), Kia (12), Nissan (10), Toyota (11), Jeep (1), and Honda (5). Bidders may submit proposals for all manufacturers or select manufacturers only, and the resulting contract will have an initial one-year term with options to extend for up to four additional one-year renewal periods at the same prices, terms, and conditions, subject to mutual agreement and 30-day written notice. Required services include factory-certified repairs performed by factory-trained, ASE-certified technicians with access to OEM parts and diagnostic equipment, 48- to 72-hour diagnosis turnaround time, and itemized estimates submitted for approval before work commences. All work must comply with general industry standards and carry the most favorable warranty available to any customer, with labor costs held constant and parts markups fixed for the contract's life; pricing must remain firm for one year from contract start, and any renewal period price increases are limited to the lesser of the Consumer Price Index for All Urban Customers (CPI-U) or three percent with 30-day written notice required. Contractors must be factory authorized, maintain regular business hours (Monday-Friday, 8:00 AM-5:00 PM), and carry appropriate insurance including Commercial General Liability ($1,000,000 per occurrence/$2,000,000 aggregate), Garagekeepers Coverage ($500,000 per occurrence/$1,000,000 aggregate), and Business or Commercial Automobile Liability ($1,000,000 combined single limit). The solicitation closes on June 25, 2026 at 1:00 PM EST with no pre-bid conference scheduled, and the City reserves the right to award to multiple bidders and to procure goods or services from third parties as deemed in its best interest.

For contracts exceeding $100,000, minority and woman-owned business subcontracting goals apply with targets of 3.68% for minority-owned businesses and 3.30% for non-minority women-owned businesses, requiring bidders to utilize certified Small, Women, and Minority-Owned (SWAM) vendors and submit quarterly payment reports if awarded. The solicitation does not specify an incumbent vendor or current contractor, nor does it guarantee any minimum volume of work. Invoicing will be on a Net 30-day basis with invoices required to include specific details such as contractor information, purchase order and service dates, vehicle identification (year, make, model, VIN, mileage), itemized services and parts with quantities, unit prices, and extensions. No budget range or award value is explicitly stated in the solicitation, though the contract structure with an initial one-year term and potential four-year renewal period suggests a multi-year service arrangement subject to actual fleet maintenance demands.