Fleet Vehicle Replacement and Acquisition RFP

HOUSING AUTHORITY OF THE CITY OF NEW BRITAIN
Request for Proposals
Fleet Vehicle Replacement and Acquisition
Solicitation Number: 2026-03-VEH
Issue Date: March 10, 2026
Submission Due Date: April 06, 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 (1) unbound original, two
(2) bound copies. Deliver to the address above. 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

I. INTRODUCTION AND AGENCY OVERVIEW
The New Britain Housing Authority (NBHA) is a public housing agency established under the
laws of the State of Connecticut to provide safe, decent, and affordable housing to low- and
moderate-income families, seniors, and persons with disabilities.
NBHA owns and manages public housing developments and administers rental assistance
programs funded by the U.S. Department of Housing and Urban Development (HUD). NBHA
operates maintenance, inspection, and administrative services requiring reliable transportation.
To ensure operational efficiency, safety, and cost effectiveness, NBHA is seeking proposals from
qualified vehicle dealerships and authorized vendors to furnish and deliver new replacement
vehicles.
II. SOLICITATION PURPOSE
NBHA is issuing this Request for Proposals (RFP) to procure up to ten (10) new/late model
vehicles to replace aging fleet vehicles and expand operational capacity.
Vehicles must be new, unused, current or used recent model vehicles, comparable to the
Authority's existing fleet and suitable for maintenance, inspection, and administrative functions.
NBHA may award:
One contract for all vehicles; or
Multiple contracts by vehicle category, if determined to be in the best interest of the
Authority.
III. VEHICLES TO BE PROCURED
NBHA intends to procure vehicles comparable to the following replacement fleet:
Existing fleet vehicles identified for replacement include:
Chevrolet Astro (Service or cargo Van Equivalent)
Ford Econoline (Full-Size Van Equivalent)
Chevrolet Silverado 2500 (Heavy Duty Pickup Equivalent)
Ford F-250 Pickup Trucks (Multiple Units)
Ford F-350 Pickup Truck
In addition, NBHA intends to purchase:
Two (2) small SUVs
One (1) standard passenger car
Total anticipated purchase: Up to 10 vehicles
NBHA reserves the right to adjust quantities based on pricing and operational needs.
IV. VEHICLE SPECIFICATION REQUIREMENTS
Vehicles proposed must meet or exceed the following general specifications:
A. General Requirements
All vehicles must be:
New and unused
Current model year or previous model year if new inventory
Designed for commercial or fleet use
Fully assembled and ready for service
Delivered with no more than 3000 miles
Vehicles shall include:

Automatic transmission
Power steering and brakes
Air conditioning
Backup camera
Safety equipment compliant with federal standards
Standard manufacturer warranty
B. Heavy Duty Pickup Trucks (Approx. 5-7 Units)
Examples of acceptable vehicles:
Ford F-250 or F-350
Chevrolet Silverado 2500 or 3500
GMC Sierra 2500 or equivalent
Preferred requirements:
V8 or equivalent heavy-duty engine
Automatic transmission
4x2 or 4x4 acceptable
Crew or extended cab
Long or standard bed
Tow package preferred
Lift gate Preferred
Blue or White preferred
Aluminum Bed
Bed cover
C. Service/Cargo Van (Approx. 1 Unit)
Examples:
Ford Transit
Chevrolet Express
GMC Savana
Minimum requirements:
Full-size cargo configuration
Rear cargo access
Automatic transmission
D. Small SUVs (2 Units)
Examples:
Jeep Laredo
Toyota RAV4
Honda CR-V
Minimum requirements:
Four-door configuration
Automatic transmission
Seating for five
Fuel efficient
E. Passenger Sedan (1 Unit)

Examples:
Toyota Camry
Honda Accord
Chevrolet Malibu
Ford Fusion or equivalent
Minimum requirements:
Four doors
Automatic transmission
Standard trim level
V. DELIVERY REQUIREMENTS
Vehicles shall be delivered to:
New Britain Housing Authority
16 Armistice Street
New Britain, CT
Delivery timeframe:
Preferred delivery within 90 days
Vendor must provide estimated delivery schedule
Vehicles must be delivered:
Fully serviced
Registered and titled (if included)
With manuals and warranty documentation
If vehicles are picked up by NBHA same requirements apply.
VI. WARRANTY AND SERVICE
Vendor shall provide:
Manufacturer's standard warranty
Description of warranty coverage
Service facility within reasonable distance of New Britain, CT
Vendor shall identify:
Service location
Warranty procedures
VII. TRADE-IN OR DISPOSAL (OPTIONAL)
NBHA may elect to:
Trade-in existing vehicles; or
Dispose of vehicles separately
Vendors may submit optional trade-in values.
NBHA makes no guarantee that trade-ins will be utilized.
VIII. PROPOSAL SUBMISSION REQUIREMENTS
Proposals must include:
A. Company Information
Company name and address
Authorized dealer certification
Contact person

B. Vehicle Proposal
For each vehicle category include:
Make
Model
Year
Specifications
Warranty
Include manufacturer literature if available.
C. Pricing
Provide:
Price per vehicle
Total cost
Prices must include:
Delivery
Preparation
Fees
Equipment
D. Delivery Timeline
Estimated delivery timeframe.
E. References
Provide at least two fleet or commercial references if applicable.
IX. EVALUATION CRITERIA
Proposals will be evaluated based on:
Criteria Weight
Vehicle specifications and suitability 30%
Cost 40%
Delivery timeframe 15%
Warranty and service availability 10%
Vendor experience 5%
NBHA reserves the right to negotiate pricing.
X. PROCUREMENT REQUIREMENTS
This procurement is conducted in accordance with:
NBHA Procurement Policy
HUD Procurement Regulations
Federal and State requirements
Vendors must not be debarred from federal contracting.
XI. TERMS AND CONDITIONS
NBHA reserves the right to:

Reject any or all proposals
Waive informalities
Award contracts in whole or in part
Proposals shall remain valid for 90 days.
Payment terms: Net 30 after delivery/Pickup and acceptance
XII. QUESTIONS
Questions must be submitted in writing to:
Executive Office
New Britain Housing Authority
Email: jhamilton@nbhact.org
XIII. PROPOSAL DEADLINE
Proposals must be received no later than:
April 6, 2026 at 3:00 pm
Late submissions may not be accepted.