OEM parts & repair services for refuse truck CAB & chassis

The City of Austin, Texas is soliciting competitive bids through Invitation for Bid (IFB) 7800 MLJ1041 for Original Equipment Manufacturer (OEM) parts and repair services for refuse truck cab and chassis, specifically for Crane Carrier, Autocar, and Hino vehicles. The procurement seeks to establish a contract for non-warranty repair services on an as-needed basis, with contractors also authorized to provide manufacturer warranty repairs when requested. Qualified vendors must demonstrate a minimum of three consecutive years of experience providing similar services to municipalities within the past five years, maintain a full-time manufacturer-authorized warranty repair facility located within 90 miles of the Texas State Capitol, employ two qualified service technicians, maintain secure vehicle storage, and keep an adequate inventory equivalent to two weeks' supply of stock parts. Deliverables include labor services at established hourly rates for normal business hours, flat-fee round-trip pickup and delivery services, expedited service and shipping options, and OEM parts (new or pre-approved remanufactured/rebuilt alternatives) with warranties of 12 months or the manufacturer's standard warranty, whichever is greater. The contractor must provide next-business-day delivery for stock parts ordered before 10:00 a.m., two-business-day delivery for orders after 10:00 a.m., three-business-day delivery for non-stock parts, 24-hour emergency contact availability, written estimates within two business days, and vehicle pickup and return within one business day. The contract term is 36 months with two optional 12-month extensions at the City's discretion. Bids are due February 26, 2026 at 2:00 p.m. CT with offers opening at 3:00 p.m. CT the same date; questions must be submitted by February 13, 2026 at 4:00 p.m. CT. Pre-award site visits will be conducted to verify facilities, equipment, inventory, licenses, and personnel qualifications. The City reserves the right to make multiple awards based on individual or groups of specific line items determined by cost, convenience, or other criteria deemed advantageous. Pricing is fixed for the first twelve months, with adjustments thereafter capped at 25 percent per line item annually based on Consumer Price Index changes (60 percent weight for motor vehicle parts and equipment; 40 percent weight for motor vehicle maintenance and repair).

No Minority and Women-Owned Business Enterprise (M/WBE) subcontracting goals apply to this solicitation due to insufficient subcontracting opportunities and limited M/WBE availability in the relevant scope of work; however, offerors planning to use subcontractors must demonstrate Good Faith Efforts to solicit M/WBE participation before engaging non-certified subcontractors. The City of Austin's Local Business Preference Program and Small Business Preference Program are optional designations available to eligible entities with headquarters within the Austin-Round Rock-San Marcos Metropolitan Statistical Area (Bastrop, Caldwell, Hays, Travis, and Williamson counties) and certified small businesses meeting U.S. Small Business Administration size standards, respectively. All contractors must comply with the City's Living Wage Program, requiring a minimum compensation of $22.05 per hour for all assigned employees and subcontractors, and submit employee certifications within 30 days of contract execution with annual recertifications thereafter. Contractors must also comply with the City's wage theft ordinance, complete mandatory wage theft training within 30 days of contract award, and certify that they have not been adjudicated for wage theft within five years prior to the solicitation posting date. Comprehensive insurance requirements include Worker's Compensation and Employers' Liability ($100,000 per accident; $500,000 by disease), Commercial General Liability ($500,000 per occurrence), Business Automobile Liability ($500,000 combined single limit), and Property or Garage Keepers Insurance with All Risk coverage. Estimated annual spending ranges from $3,000 to $75,000, with the largest anticipated volume (850 labor hours annually) for Crane Carrier services, followed by Autocar (100 hours) and Hino (50 hours), and no incumbent vendor identified in the solicitation materials.