ITB 26-19589-YB Light-Medium Duty Maintenance and Repair for City Vehicles

The City of Lubbock, Texas is issuing Invitation to Bid 26-19589-YB to procure light-medium duty maintenance and repair services for city vehicles on an as-needed basis. The scope of work encompasses preventative maintenance and repairs across multiple service locations including Lubbock, Muleshoe, Wilson, and Lake Alan Henry, with services covering air conditioning, heating and ventilation systems, axles, brakes, steering, suspension, drive shafts, charging systems, ignition systems, electrical components, engines, exhaust systems, fuel systems, PTO equipment, buckets, booms, and DEF systems. Services are organized into six vehicle categories: passenger cars, SUVs, vans, pick-ups, medium duty vehicles, and additional requirements, with explicit exclusions for PM services, tire repairs and replacements, transmission replacements, and body work. Qualified vendors must maintain comprehensive insurance coverage including $1,000,000 commercial general liability, $1,000,000 commercial auto liability, statutory workers' compensation, $1,000,000 garage keepers legal liability, and $2,000,000 garage liability coverage with the City named as additional insured, operate during 8:00 a.m. to 5:00 p.m. Monday through Friday, provide secure vehicle shelter, and submit weekly inventory reports. A non-mandatory pre-bid meeting is scheduled for May 5, 2026, at 10:00 a.m. via teleconference, with sealed bids due May 12, 2026, at 3:00 p.m. through the City's Bonfire portal or in hard copy to the Director of Purchasing and Contract Management. Repair estimates must be submitted within 24 hours at no charge, with verbal approval required for repairs up to $1,000, written approval for repairs between $1,000 and $5,000, and Fleet Services Director approval for repairs exceeding $5,000, and all repairs must be warranted for 12 months using OEM-approved or OEM-equivalent parts.

The solicitation document does not specify any set-aside designations, disadvantaged enterprise restrictions, or incumbent vendor information. The contract term is one year with four one-year renewal options, automatically renewing unless either party provides 90-day written notice of termination, though the City makes no guarantee regarding minimum quantities or compensation. Pricing shall be quoted on a firm basis for a minimum of 60 days and guaranteed for six months following City approval, with subsequent adjustments permitted based on Consumer Price Index or Product Price Index changes subject to City discretion. No specific award value or budget range is listed in the procurement documents. Emergency first responders, including the Lubbock Police Department and Fire Rescue, receive service priority under this contract. Vendors must submit invoices within five business days of service completion, including specific vehicle identification, work order numbers, labor hours at the bid rate, and detailed parts lists.