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Page 1 of 3 CITY OF EAGLE REQUEST FOR QUOTE (RFQ) FLEET VEHICLE MAINTENANCE OVERVIEW: The City of Eagle is soliciting quotes for City fleet vehicle maintenance. Through this request for quotes, the City of Eagle is asking vendors for proposals for services related to vehicle maintenance and inspections as scheduled per manufacturers recommendations. Parts replacement with pre-approval by Facility Maintenance Supervisor or another authorized city official. The agreement term will run from October 1, 2020 through September 30, 2021. The City may offer up to two additional one-year renewal terms. However, either party shall have the option to cancel and terminate the agreement by providing the other party thirty (30) days written notice of its intent to terminate the agreement. SUBMISSION REQUIREMENTS: Proposers shall use the attached product sheet for quotations. The format of the sheet includes an estimate on the quantity of products. Delivery charges, if any, shall be included in the quote. SUBMITTAL GUIDELINES: • Provide an electronic copy of the “Official Bidding” quote to [EMAIL REDACTED]. • Quotes shall be received by 4:00 PM (Mountain Standard Time) on Friday, September 25, 2020. • Email Subject line should read: “RFQ – Fleet Maintenance”. • The City of Eagle will not be liable for any costs incurred in the preparation and production of a submittal or any work performed prior to the execution of a contract. • All submittals will become the property of the City of Eagle. • All information contained in the Request for Quotes (RFQ) solicitation may be made a part of the executed agreement for services. • Upon request, respondents shall submit additional information as requested by the City of Eagle. • The City of Eagle reserves the right to waive any informalities or irregularities and reject any or all submittals received as a result of this RFQ solicitation; negotiate changes in the scope of work or services to be provided; and conduct any investigation required to determine the respondents performance record and validity of information provided as a part of this submittal. The City is not responsible for any costs associated with responding to this RFQ. ---PAGE BREAK--- Page 2 of 3 SELECTION: Selection of the Fleet Maintenance Vendor will be based on the following criteria: • At lease one ASE certified employee on staff. (ASE Blue Seal of Excellence Program recipient preferred but not required) • Availability to provide needed services on a timely basis. • Competitive shop rate for additional maintenance items. • Quotes may be submitted on an all or none basis. Maintenance and tires may be awarded separately if needed. • Client references • Preference will be given to American made tires. After review of each submittal, the City will select what in its sole judgement it determines to be the quote that will be in the best interest of the City. A successful quote must include examples of similar references. Schedule of Events Release Solicitation Tuesday 09/01/2020 Deadline for Questions/Inquiries* Monday 09/07/2020 by 4:00 p.m. (MST) Proposal Due Date/Time (Deadline) Friday 09/25/2020 by 4:00 p.m. (MST) Review of RFQ’s Wednesday 09/28/2020 Selection of Firm Notification Thursday 09/30/2020 *All RFQ inquiries shall be submitted in writing and sent to [EMAIL REDACTED] no later than 4:00 p.m. (MST) on Monday, September 7, 2020. All questions will be answered and available at no later than 12:00 p.m. (MST) on Wednesday, September 9, 2020. Please do not contact any City Departments during this selection process. ---PAGE BREAK--- Page 3 of 3 PROJECT SPECIFICATIONS: The services for bid are listed below: 1. Regular Maintenance Components ➢ Regular Maintenance-oil change ➢ Change engine coolant ➢ Replacement of CVC valve ➢ Replace cabin air filter (if equipped) ➢ Replace accessory drive belts ➢ Replace fuel filter ➢ Replace rear axle lubricant ➢ Replace spark plugs ➢ Inspect automatic transmission fluid (if equipped with under hood dipstick) ➢ Change automatic transmission fluid ➢ Change automatic transmission/transaxle fluid and filter ➢ Change front axle lubricant ➢ Change transfer case fluid ➢ Change wiper blades, front and back (if equipped) ➢ Inspect and replace head lights/taillights/indicator lights/running lights if needed (with approval) Content and Format of Quotes. ➢ Proposers shall use the attached Bid Sheet to submit the quote(s). ➢ Additional pages such as certifications and references are required. ➢ Workers compensation and liability insurance naming the City as additional insured is required.