Heavy Duty and Light Duty Automotive Parts

City of Galveston
INVITATION TO BID
Bid Reference Number: 26-04
Project Title: Heavy Duty and Light Duty Automotive Parts
Bid Closing Date: 11:00 A.M.(CST), March 31, 2026
No Bids submitted after the above deadline will be
accepted.
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KEY EVENTS SCHEDULE
PROJECT NAME: Heavy Duty and Light Duty Automotive Parts
ISSUANCE OF ITB March 12, 2026
PRE-BID: N/A
CONFERENCE
DEADLINE FOR QUESTIONS: 10:00 A.M., (CST); Tuesday, March 24, 2026
All questions will be answered in the form of an
addendum. All questions related to this Bid are to
be directed to the following link:
UPLOAD YOUR QUESTION(S) HERE
ADDENDA CHECKLIST: CHECK FOR ADDENDUM(S) HERE
(IF APPLICABLE)
SUBMITTAL DEADLINE: 11:00 A.M., (CST); Tuesday, March 31, 2026
SUBMITAL REQUIRENMENT: Electronic submittals required.
UPLOAD YOUR SUBMITTAL HERE
*The file size limit for upload is 250 mb
CITY OF GALVESTON
COUNCIL AWARD: A final determination will be made at a future City of
Galveston Council meeting. City of Galveston
reserves the right to reject any and all Bids and
waive any and all formalities and conditions.
TERM OF SERVICE/PROJECT: An agreement shall be effective upon execution by the
COG for three (3) years, and shall automatically renew
for two (2) successive one (1) year periods under the
existing terms and conditions, unless either party gives
the other party written notice of non-renewal at least 30
days prior to such renewal date.
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INVITATION TO BID
TABLE OF CONTENTS
SECTION 1: INTRODUCTION
SECTION 2: SCOPE OF WORK
SECTION 3: BID PRICING
SECTION 4: APPENDICES
SECTION 5: REFERENCES
SECTION 6: SUBMISSION OF BIDDERS
SECTION 7: PROPOSED SAMPLE AGREEMENT
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SECTION 1
INTRODUCTION
1.1 Description of City of Galveston
The City of Galveston ("COG") is an island community with 32-miles of coastline and
historic architecture that more than 50,000 residents call home. We are home to a port, a
major medical complex, and two universities. COG employs more than 800 people to
provide essential services to our residents.
COG located in Texas is a home rule city, and is governed through a council-manager
form of government.
COG's web page is located at https://www.galvestontx.gov
1.2 Objective of this Invitation to Bid
The City of Galveston ("COG") is soliciting bids in response to this Invitation to Bid, ITB
26-04 (this "ITB"), from qualified vendors to provide Heavy Duty and Light Duty Automotive
Parts (the "Services"). The Services are more specifically described in Section 2 (Scope
of Work) of this ITB.
COG reserves the right to award multiple Agreements as a result of this ITB if
deemed in the best interest of COG. COG makes no representations of any kind
that an award will be made as a result of this ITB.
COG is soliciting competitive sealed submissions from vendors having suitable
qualifications and experience providing services in accordance with the terms, conditions
and requirements set forth in this ITB. This ITB provides sufficient information for
interested parties to prepare and provide submissions for consideration by COG.
1.3 Public Information
Bidder is hereby notified that COG strictly adheres to all statutes, court decisions
and the opinions of the Texas Attorney General with respect to disclosure of public
information.
COG strictly adheres to the Texas Public Information Act (Texas Government Code
Chapter 552.001, et seq.) and all other governing statutes, regulations, and laws regarding
the disclosure of ITB information. Bid Documents are not available for public inspection
until after the Agreement award. If the Bidder has notified COG, in writing, that the bid
Document contains trade secrets or confidential information, COG will generally take
reasonable steps to prevent disclosure of such information, in accordance with the Public
Information Act. This is a statement of general policy only, and in no event shall COG be
liable for disclosure of such information by COG in response to a request, regardless of
COG's failure to take any such reasonable steps, even if COG is negligent in failing to do
so.
The requirements of Subchapter J, Chapter 552, Government Code, may apply to this
solicitation and the company or vendor agrees that the agreement can be terminated if
the company or vendor knowingly or intentionally fails to comply with a requirement of that
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chapter. Vendor or company acknowledges that the solicitation is part of any resulting
agreement of the solicitation.
1.4 Type of Agreement
All Bidders are hereby put on notice that if the Bidder is awarded an agreement for
procurement of goods or services, COG is entering into that agreement in its governmental
capacity, and not a proprietary capacity.
An award of an agreement to a bidder(s) does not guarantee the bidders(s) that COG shall
issue any Purchase Order(s) for the Bidder's goods or services, or guarantee any
particular volume use, number, or sales.
Bidder will be required to enter into an agreement with COG in a form substantially similar
to the Proposed Sample Agreement between COG and Bidder (the "Agreement")
attached to this ITB in Section 7 and incorporated for all purposes.
Bidders should be aware that the contents of the successful bid will become a part of the
subsequent contractual documents. Failure of the Bidder to accept this obligation may
result in the cancellation of any award.
By submitting a bid, Bidder further warrants and represents that he/she has become fully
acquainted with the conditions, facts, and circumstances relating to providing the
services/products required under this ITB. The failure or omission of Bidder to acquaint
himself/herself with existing conditions, facts, and circumstances, shall in no way relieve
him/her of any obligation with respect to his/her bid and any ensuing agreement.
Each Bidder acknowledges that COG has made a reasonable attempt to provide the
Bidder with relevant data. The Bidder, therefore, waives any right of voidance of the
agreement based upon any expressed or implied warranty or representation that the
pricing or activity data provided discloses all requirements, risks or exposures known to
exist in the provision of the services being requested.
1.5 Clarifications and Interpretations
Bidders shall promptly notify the COG of any omissions, ambiguity, inconsistency or error
that they may discover upon examination of this ITB. COG shall not be responsible or
liable for any errors and/or misrepresentation that result from the solicitations which are
inadvertently incomplete, ambiguous, inconsistent or obviously erroneous.
COG may, in its sole discretion, respond in writing to written inquiries concerning this ITB.
Only COG's responses that are made by formal written Addenda will be binding on COG.
Any verbal responses, written interpretations or clarifications other than Addenda to this
ITB will be without legal effect. All Addenda issued by COG prior to the Submittal Deadline
will be and are hereby incorporated as a part of this ITB for all purposes.
Bidders are required to acknowledge receipt of each Addendum as specified in this
Section. The Bidder must acknowledge all Addenda by completing, signing and returning
the Addenda Checklist. The Addenda Checklist must accompany the Bidder's bid.
Responses to inquiries which directly affect an interpretation or effect a change to this ITB
will be issued in writing by addendum and posted to COG website. All such addenda
issued by COG prior to the submittal deadline shall be considered part of the ITB. COG
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shall not be bound by any reply to an inquiry unless such reply is made by such formal
written addendum.
1.6 Bid Evaluation Process
An award of an agreement to provide the goods or services specified herein will be made
using competitive sealed bids, in accordance with Chapter 252 of the Texas Local
Government Code and with the COG's purchasing policy. All bids submitted by the
Submittal Deadline, accompanied by the number of completed and signed originals that
are required by this ITB, will be opened publicly. Any bids that are not submitted by the
Submittal Date, or that are not accompanied by the number of completed and signed
originals by this ITB, will be rejected by COG as non-responsive due to material failure to
comply with advertised specifications.
If the Bid Document is incomplete or otherwise fails to conform to the requirements of the
ITB, COG alone will determine whether the variance is so significant as to render the Bid
non-responsive.
Discussions may not be initiated by bidders. These discussions will be limited to
issues and topics brought forth by the COG. Any attempt by bidder at deviating
from the issues and topics to discuss other issues and topics concerning the Bid
brought forth by the COG shall be grounds for disqualification. Bidders shall not
contact any COG personnel during the bid process without the express permission
from the COG's Purchasing Manager.
A variety of factors may be used in the evaluation of the submitted Bids for this project.
The anticipated evaluation factors and emphasis placed on each factor may be identified
in the Scope of Services. COG reserves the right to determine which Bid provides COG
with the best value and which will be in COG's best interest. COG Council shall be sole
judge in determining award. Per Texas Local Government Code 252.043(b):
i. the purchase price;
ii. the reputation of the bidder's goods or services;
iii. the quality of the bidder's goods or services;
iv. the extent to which the goods or services meet the municipality's needs;
v. the bidder's past relationship with the municipality;
vi. the impact on the ability of the municipality to comply with laws and rules
relating to contracting with historically underutilized businesses (HUB) and non-
profit organizations employing persons with disabilities;
vii. the total long-term cost to the municipality to acquire the bidder's goods or
services; and
viii. any relevant criteria specifically listed in the Invitation to Bid or proposals.
All correspondence relating to this bid, from advertisement to award, shall be sent to the
COG's Purchasing Division. All presentations and/or meetings between COG and the
bidder relating to this bid shall be coordinated by COG Purchasing Division. COG
reserves the right to determine which bid provides COG with the best value and which will
be in the COG's best interest.
COG reserves the right to (a) enter into an agreement for all or any portion of the
requirements and specifications set forth in this ITB with one or more Bidders, (b) reject
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any and all bids and re-solicit bids, or (c) reject any and all bids and temporarily or
permanently abandon this selection process, if deemed to be in the best interests of COG.
Bidder is hereby notified that COG will maintain in its files concerning this ITB a written
record of the basis upon which a selection, if any, is made by COG.
1.7 COG's Reservation of Rights
COG makes no representations, written or oral, that it will enter into any form of agreement
with any respondent to this ITB for any project, service and/or good and no such
representation is intended or should be construed by the issuance of this ITB. Acceptance
of a bid for consideration does not waive this reservation of rights, nor does it imply any
obligation by COG.
COG reserves the right to award one agreement for some or all the requirements proposed
or award multiple agreements for various portions of the requirements to different Bidders.
1.8 System for Award Management (SAM.GOV)
All bidders contracting with COG may be required to register, or have an active registration
with the System for Award Management (SAM.gov). Registration is free. The System for
Award Management (SAM) is the official registration required prior to bidding on a contract
with any federal government agency, including local governments who receive federal
funds. Registration must be completed prior to contract award by COG Council.
Registering online is accomplished on the SAM website here:
https://sam.gov/content/home
1.9 No Reimbursement for Costs
Bidder acknowledges and accepts that any costs incurred from the Bidder's participation
in this ITB shall be at the sole risk and responsibility of the Bidder. Bidder understands
and agrees that (1) this ITB is a solicitation for bids and COG has made no representation
written or oral that one or more agreements with COG will be awarded under this ITB; (2)
COG issues this ITB predicated on COG's anticipated requirements for the Services
and/or goods, and COG has made no representation, written or oral, that any particular
scope of services will actually be required by COG; and (3) Bidder will bear, as its sole
risk and responsibility, any cost that arises from bidder's preparation of a bid in response
to this ITB.
1.10 ITB Withdrawals and/or Amendments
COG reserves the right to withdraw this ITB for any reason. COG reserves the right to
amend any aspect of this ITB by formal written Addendum prior to the Bid submittal
deadline.
1.11 Tax Exempt Status
COG purchases are exempt from State Sales Tax and Federal Excise Tax. Do not include
tax in the bid. COG will furnish Excise Tax Exemption Certificate upon request.
1.12 Compliance with House Bills 13, 19, 89 and Texas Government Code Chapter 2252,
Section 2252.152.
COG Requires bidder to verify that they are in-compliance with House Bills and Texas
Government Codes. Refer to Section 5 for these documents
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1.13 Bid Validity Period
Once the submittal deadline has passed, any bid Document shall constitute an irrevocable
bid to provide the goods and/or services set forth in the Scope of Services at the price(s)
shown in the Bid Document. Such bid shall be irrevocable until the earlier of the expiration
of ninety (90) days from the submittal deadline, or until an agreement has been awarded
by the COG.
1.14 Equal Opportunity Employer
COG is an equal opportunity employer and does not discriminate in awarding agreements
or employment of persons because of their race, sex, age, religion, national origin,
veteran, disabled or handicap status or any other characteristic protected by law. COG
requires companies with which it conducts business to be equal opportunity employers
and comply with all applicable federal, state and municipal laws and regulations regarding
contracting and employment practices.
1.15 Conflict of Interest Questionnaire (Form CIQ)
A person or business, and their agents, who seek to contract or enter into an agreement
with COG, are required by Texas Local Government Code, Chapter 176, to file a conflict
of interest questionnaire (FORM CIQ) which is found in Section 5. The form must be filed
with the COG Secretary no later than seven (7) days after the date the person or business
begins agreement discussions or negotiations with COG, or submits an application,
response to a request for Bids or bids, correspondence, or other writing related to any
potential agreement with COG. If no conflict exists the bidder must mark the form Not
Applicable or NA and return with the bid packet.
1.16 Disclosure of Interested Parties Form 1295
A person or business, who enters into an agreement with COG, meeting the conditions
according to Texas Local Government Code Sec. 2252.908, is required to file Form 1295
with Texas Ethics Commission. This form is not required unless there is an agreement
between the bidder and the COG. Do not submit this form unless you receive an
award letter from COG.
https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm
1.17 Protest Procedure
Any actual or prospective bidder who is allegedly connected with the solicitation or award
of an offer may protest. The protest will be submitted in writing to the COG's Purchasing
Division within three working days after such aggrieved person knows of, or should have
known of the facts giving rise thereto. If the protest is not resolved by mutual agreement,
the Purchasing Division will promptly issue a decision in writing, via electronic mail, to the
protesting person.
ix. All protest lodged by potential or actual bidders, contractors or proposers must
be made in writing, via electronic mail, and contain the following information:
a. Name, address and telephone number of the protestor.
b. Identification of the solicitation or agreement number and time.
c. A detailed statement of the protest's legal and factual grounds, including
copies of relevant documents.
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d. Identification of the issue(s) to be resolved and statement of what relief is
requested.
e. Arguments and authorities in support of the protest.
f. A statement that copies of the protest have been delivered, via electronic mail,
to all interested parties in the invitation to bid or request for proposals process.
x. In the case of request for proposals, the COG Purchasing Manager shall ask the
protester deliver, via electronic mail, the protest to relevant parties.
xi. The COG's City Manager has the authority to render the final determination
regarding the protest. Any determination rendered by the COG's City Manager
will be final.
1.18 Pursuant to Sec. 2-341 of the COG Code - Declaration of Policy
A. It is the policy of COG to stimulate growth of local minority and women-owned business
enterprise (M/WBE) by encouraging their participation in all phases of its contract and
procurement activity and by affording them the opportunity to compete for all COG
contracts. The purpose and objectives of this article are to:
i. Increase the capacity of local M/WBE's to provide products and services.
ii. Increase the opportunities for local M/WBE's to expand their business with COG
and other public and private sector business entities.
B. Provided, however, nothing herein shall require COG to award contracts for services
or procurements to a M/WBE which is not also the lowest responsive and responsible
Bidder and otherwise qualified unless COG may otherwise lawfully award the contract
to someone other than the lowest responsive, responsible Bidder.
C. Additionally, COG has a Disadvantaged Business Enterprise, (DBE) program
mandated by the US Department of Transportation, which is part of its M/WBE
program.
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SECTION 2
Scope of Work
2.1 Project Title: Heavy Duty and Light Duty Automotive Parts
2.2 Special Conditions N/A
2.3 Brand Manufacture Reference
COG has determined that any manufacturer's brand defined in the Scope of Services
meets the COG's product and support need. The manufacturer's reference is not intended
to be restrictive, and is only descriptive of the type and quality COG desires to purchase.
Quotes for similar manufactured products of like quality will be considered if the Bid is fully
noted with the manufacturer's brand name and model. COG reserves the right to
determine products and support of equal value, and whether other brands or models meet
the COG's product and support needs.
2.4 Scope of Work - Requirements
It is the intent of this specification package that the proposer furnishes heavy duty and
light duty automotive parts that the City of Galveston requires for its vehicles and
equipment fleet during the period of the agreement. The city reserves the right to order
such quantities of automotive parts as it requires, and the city also reserves the right not
to order any automotive parts not required during the period of the agreement.
Bid proposals, which attempt to alter any of the enumerated provisions stated within this
specification documentation, may be determined as a non-responsive bid and may be
subject to rejection. The city reserves the right to reject any price increase, and obtain a
different source or sources to meet its requirements as to such item subject to said price
increase when such action serves the best interest of the city. Proposer agrees that the
city's right to exercise of its option to obtain alternative sources does not constitute a
breach of contract.
The proposer shall provide original equipment parts and supplies, or aftermarket items in
equal or higher quality. A minimum of grade 8 is required on all fasteners. All hydraulic
components and parts must meet JIC and SAE specifications. The city reserves the right
to inspect the quality of materials, supplies and equipment proposed to be furnished and
to reject any items deemed not to meet original equipment standards and performance.
It should be understood that at times, the city will make purchases of required special
and/or dealer parts and/or supplies from other dealers.
Anticipated volumes are an estimation of yearly amounts that the City expects to order,
however, the City does not guarantee any minimum or maximum amounts, and will pay
only for items actually ordered and delivered.
The proposer shall supply the municipal garage facility parts room with reference books
and/or software capabilities, which will assist in looking up required part applications. The
City will supply hardware such as data lines and/or computers.
Does not include Tires and Fluids
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