Preventive maintenance contract

The City of Philadelphia is soliciting a preventive maintenance contract under a micro-purchase vehicle with bids due July 8, 2026 and a contract term of July 1, 2026 through June 30, 2027.

Vendors must quote all line items to be eligible for award; the contract will be awarded as a whole or by line item, whichever serves the City's best interest, to the lowest responsive and responsible bidder. The submission of an LGBTQ Applicant Data Form is voluntary but encouraged to identify companies beneficially owned and controlled by LGBTQ individuals or holding NGLCC or IBA certification; the City reserves the right to use submitted data for other projects and potentially make it publicly available. No set-aside or participation goal is stated. All bids must be submitted electronically through PHLContracts with a Consent and Authorization Agreement attached to the vendor profile or included with the first quote submission; failure to submit the agreement renders quotes non-responsive.

The maximum contract value is $45,000, adjusted annually by the percentage increase in the Consumer Price Index for All Urban Consumers (CPI-U) from January 1, 2020, rounded to the nearest $1,000. Quoted prices must remain valid for 60 days from submission and are net and exclusive of all federal excise taxes, transportation taxes, and Pennsylvania Sales and Use Tax. Upon renewal, price increases are capped at 4% annually and require written notification to the City at least thirty days before contract expiration.

Successful vendors must maintain workers' compensation insurance at statutory limits, general liability insurance with minimum coverage of $500,000 per occurrence, and automobile liability insurance with minimum coverage of $300,000 per occurrence. Vendors must comply with Philadelphia's business income and receipts tax, net profits tax, and city wage tax requirements, and certify that they and their parent and subsidiary companies are not currently indebted to the City. No deliverables or services commence until the City issues a Purchase Order.