Title
Vehicle Maintenance and Repair Services Contract - IFB 26-FSD-013 - Request for Award (Ordinance S-52912) - Citywide
Description
Request to authorize the City Manager, or the City Manager's designee, to enter into separate contracts with All Fleet Services, LLC; Auto Glass Clinic Inc.; AZ Phx Holdings II Inc., an affiliate of Dean's Auto Repair, LLC; Chapman Ford, L.L.C.; Courtesy Auto of Mesa, LLC; Courtesy Chevrolet; Don Sanderson Ford, Inc.; Earnhardt Ford Sales Company; Freightliner of Arizona, LLC; Material Handling Machinery by SCR, L.L.C.; Rodeo Ford, Inc.; Rush Truck Centers of Arizona, Inc.; Sands Motor Company; and The W.W. Williams Company, LLC to provide vehicle maintenance and repair services. Further request to authorize the City Controller to disburse all funds related to this item. The aggregate value of the contracts will not exceed $35,887,640.
Report
Summary
The Public Works Department is responsible for managing a diverse fleet of more than 7,800 vehicles and equipment, ranging from light-duty vehicles to heavy-duty equipment. In addition, the Aviation Department manages a fleet of approximately 450 vehicles. This contract will provide vehicle maintenance and repair services for a wide range of vehicle and equipment components, including but not limited to: steering, suspension, fuel systems, brakes, heating and air conditioning systems, refrigeration systems, and hydraulics.
Historically, third-party vendors have been utilized to supplement the City's six major service centers and various satellite locations throughout the valley to help minimize fleet downtime and maintain operational readiness.
Procurement Information
An Invitation for Bid procurement was processed in accordance with City of Phoenix Administrative Regulation 3.10. The solicitation included two groups: Group 1 for original equipment manufacturer (OEM) services and Group 2 for non-original equipment manufacturer (Non-OEM) services, with multiple vehicle classifications ranging from light-duty vehicles through Class 8 trucks. Twenty-nine bids were received from vendors representing both OEM-authorized and Non-OEM repair providers. All vehicle classes identified in the solicitation received responsive bids.
Fourteen vendors submitted bids deemed responsive to the posted specifications and responsible to provide the required services. Following an evaluation based on price, the Procurement Officer recommends award to multiple vendors.
The award recommendation is outlined in Attachment A.
Contract Term
The contracts will begin on or about July 1, 2026, for a three-year term with two one-year options to extend.
Financial Impact
The aggregate value of the contracts will not exceed $35,887,640. Funding is available in Public Works, Aviation, and additional departments' budgets supported by Public Works.
Department
Responsible Department
This item is submitted by Deputy City Managers Alan Stephenson and Frank McCune and the Public Works and Aviation departments.