Fleet Vehicle Maintenance & Repair Services RFP

HOUSING AUTHORITY OF THE CITY OF NEW BRITAIN
Request for Proposals
Fleet Vehicle Maintenance and Repair Services
Solicitation Number: 2026-03-VEH
Issue Date: March 10, 2026
Submission Due Date: March 26, 2026
Time: 3:30 p.m., Local Time
Submission Place: New Britain Housing Authority
16 Armistice St.
New Britain, CT 06053
Questions Submissions due Date: March 20, 2026
Time: 3:00 PM
Direct General Inquiries To: John Hamilton, Executive Director
jhamilton@nbhact.org
March 20, 2026, NO LATER THAN 3:00 PM
All Answers and Addendums to the Solicitation will
be posted on NBHA's website: www.nbhact.org
NBHA must receive sealed submittals of the RFP and a fee proposal. Submit one (2) unbound
original,. No electronic submittals will be accepted. Use this page as your Cover Page for your
submission.
Date Submitted: _______________________
Company Name
Address
City, State, Zip Code
Contact Person / Email
Phone/Fax Number
Housing Authority of the City of New Britain - John T. Hamilton, Executive Director

NEW BRITAIN HOUSING AUTHORITY
REQUEST FOR PROPOSALS (RFP)
Vehicle Fleet Maintenance and Repair Services
RFP No.: -2026-03-FR
Issue Date: March 10, 2026
New Britain Housing Authority
16 Armistice Street
New Britain, CT 06053
SECTION 1
INTRODUCTION
The New Britain Housing Authority (NBHA) is seeking proposals from qualified automotive
service providers to perform vehicle fleet maintenance, repair, and related services for the
Authority's fleet vehicles.
The NBHA fleet consists primarily of:
* Heavy duty pickup trucks (Ford F-250 / F-350 class)
* Cargo/service vans
* SUVs Small/large
* Passenger sedans
Vehicles are used for maintenance operations, inspections, administrative functions, and property
management activities across NBHA developments.
NBHA intends to establish a service contract with one or more qualified repair vendors to
provide routine maintenance and repair services.
SECTION 2
PROCUREMENT SCHEDULE
Event Date
RFP Issued March 10, 2026
Questions Due March 20, 2026
Proposal Submission Deadline March 26, 2026
Evaluation of Proposals March 30, 2026
Contract Award (anticipated) TBD
Questions must be submitted in writing to:
Executive Office
New Britain Housing Authority
Email: jhamilton@nbhact.org or ygadson@nbhact.org
Responses to questions may be issued through written addenda posted to the RFP notice.
SECTION 3
PROPOSAL SUBMISSION
Sealed proposals must be submitted to:
New Britain Housing Authority
Attn: Executive Office

16 Armistice Street
New Britain, CT 06053
Proposals must be received no later than:
March 26, 2026, at 3 pm
Late submissions may not be accepted.
SECTION 4
SCOPE OF SERVICES
The selected contractor(s) shall provide routine maintenance and mechanical repair services for
NBHA fleet vehicles.
Services may include, but are not limited to:
Preventative Maintenance
* Oil changes (standard and synthetic)
* Tire rotation
* Tire balancing
* Tire replacement
* Wheel alignment
* Brake inspection and repair
* Filter replacement
Mechanical Repairs
* Engine diagnostics and repair
* Transmission service and repair
* Cooling system repairs
* Power steering repairs
* Fuel system service
* Exhaust system repair
* Suspension and steering repair
Electrical and System Repairs
* Battery replacement
* Starter and alternator repair
* Electrical diagnostics
* Lighting systems
* Air conditioning system repair
Additional Fleet Services
* Cooling system flush
* Transmission flush
* Fuel injector cleaning
* Preventative maintenance inspections
* Seasonal preparation services
SECTION 5
SERVICE REQUIREMENTS
Contractors must:

* Notify NBHA and receive approval prior to performing major repairs
* Provide written estimates when requested
* Use quality parts meeting manufacturer specifications
* Maintain service records for each vehicle serviced
Emergency repair services may occasionally be required.
SECTION 6
CONTRACT TERM
The contract shall be for:
One (1) year
with the option for NBHA to renew for:
Two (2) additional one-year terms at the Authority's discretion.
NBHA may award contracts to multiple vendors if determined to be in the best interest of the
Authority.
SECTION 7
MINIMUM QUALIFICATIONS
Proposing vendors must:
* Be properly licensed to perform automotive repair services
* Maintain a commercial repair facility
* Have certified automotive technicians (ASE or equivalent preferred)
* Have experience servicing fleet vehicles
* Maintain adequate insurance coverage
SECTION 8
PROPOSAL CONTENT
Proposals must include:
Company Information
* Company name
* Business address
* Contact person
* Years in business
Experience
Provide information on experience performing fleet maintenance services.
Include references from at least three clients.
Facility Information
Provide the location of the repair facility and distance from NBHA offices.
Pricing
Provide pricing for the services listed in the Fleet Repair Pricing Sheet (Attachment A).
Include:
* Hourly labor rate
* Diagnostic fee (if applicable)
* Standard service pricing

SECTION 9
BID PROTEST
Disagreements over the award of an NBHA contract may occasionally arise between the
Authority and an offeror.
Bid protests must be submitted in writing to the NBHA Executive Director within ten (10) days
of contract award.
The protest must include:
* Name and contact information of the protestor
* Solicitation number and project title
* Detailed statement of the basis for the protest
* Supporting documentation
NBHA will review the protest and issue a written determination.
SECTION 10
EVALUATION AND AWARD
Proposals will be evaluated based on:
Criteria Weight
Price 40%
Vendor experience 25%
Service location and response time 20%
Technical capability 15%
NBHA reserves the right to:
* Reject any or all proposals
* Waive minor informalities
* Award contracts to one or multiple vendors

ATTACHMENT A
VEHICLE FLEET REPAIR PRICING SHEET
Vendor Name: ___________________________
Preventative Maintenance Services
Service Price
Full-Service Oil Change $
Tire Rotation $
Wheel Alignment $
Tire Balancing $
Tire Replacement (per tire) $
System Maintenance Services
Service Price
Transmission Service $
Power Steering Service $
Coolant System Flush $
Fuel Injector Cleaning $
Mechanical Repairs
Hourly Labor Rate: $ _______
Diagnostic Fee: $ _______
Example Vehicle Types
Pricing should apply to fleet vehicles such as:
* Jeep Cherokee or similar SUV
* Ford Transit / E-Series van/Astro or Cargo Van
* Ford F-250 / F-350 pickup/dump truck

ATTACHMENT B
NEW BRITAIN HOUSING AUTHORITY
Vehicle Service Log / Maintenance Record
This form must be completed each time a vehicle is serviced or repaired under the NBHA Fleet
Maintenance Contract. A copy of this log must be provided to NBHA at the completion of
service.
1. Vehicle Information
Field Information
Vehicle Identification Number (VIN)
Vehicle Make
Vehicle Model
Vehicle Year
Vehicle Type Pickup Truck Van SUV Sedan
NBHA Vehicle Number / Fleet ID
Current Mileage
2. Service Provider Information
Field Information
Service Company Name
Address
City / State / Zip
Technician Name
Technician Certification (if applicable)
Service Facility Location

3. Service Details
Field Information
Date Vehicle Received
Date Service Completed
Type of Service Preventative Maintenance Repair Inspection
Work Order Number
4. Services Performed
Check all services completed:
Oil Change
Tire Rotation
Tire Replacement
Tire Balancing
Wheel Alignment
Brake Service
Transmission Service
Coolant System Service
Fuel Injector Cleaning
Battery Replacement
Electrical Repair
Engine Repair
Air Conditioning Service
Suspension Repair
Other (Describe Below)
Description of Work Performed:
5. Parts Replaced
Part Description Quantity Cost
6. Labor
Item Information
Labor Hours
Hourly Labor Rate
Total Labor Cost

7. Total Service Cost
Cost Category Amount
Parts $
Labor $
Other Charges $
Total Cost $
8. Technician Certification
I certify that the services listed above were performed in accordance with professional
automotive repair standards.
Technician Name: __________________________
Technician Signature: _____________________
Date: ___________________________________
9. NBHA Authorization
NBHA Representative: ______________________
Title: ___________________________________
Signature: _______________________________
Date: ___________________________________
10. Vehicle Returned to Service
Field Information
Final Mileage
Vehicle Returned Date
Returned By
NBHA Fleet Maintenance Record
This form shall be maintained in the NBHA fleet maintenance file and may be reviewed as part
of procurement, audit, or operational oversight procedures.