IFB 27-06 On-Call Fleet Repairs - Commercial/Heavy Duty

SOLICITATION FOR:
IFB# 27-06 On-Call Fleet Repairs - Commercial/Heavy Duty
CITY OF SOMERVILLE, MASSACHUSETTS
RELEASE DATE: 08/19/2026
QUESTIONS DUE: 08/27/2026 by 2PM EST
DUE DATE AND TIME: 09/02/2026 by 3PM EST
Anticipated Contract Award 09/15/2026
Est. Contract Commencement Date 10/01/2026
Est. Contract Completion Date 09/30/2027
Est. Renewal Years 2 optional renewal years
may be extended at the
sole discretion of the
City
DELIVER TO:
City of Somerville
Procurement & Contracting Services
Attn: Logan Carroll
Procurement Manager
Lcarroll@somervillema.gov
93 Highland Avenue
Somerville, MA 02143
1

CITY OF SOMERVILLE, MASSACHUSETTS
Enclosed You Will Find a Request for Bid For:
IFB# 27-06 On-Call Fleet Repairs - Commercial/Heavy Duty
SECTION 1.0
GENERAL INFORMATION ON BID PROCESS
1.1 General Instructions
Copies of the solicitation may be obtained from the Procurement & Contracting Services
Department on and after 08/19/2026 per the below-noted City Hall hours of operation.
City Hall Hours of Operation:
Monday - Wednesday 8:30 a.m. to 4:30 p.m.
Thursday 8:30 a.m. to 7:30 p.m.
Friday 8:30 a.m. to 12:30 p.m.
All Responses Must be Sealed and Delivered To:
Procurement & Contracting Services Department
City of Somerville
93 Highland Avenue
Somerville, MA 02143
It is the sole responsibility of the Offeror to ensure that the bid arrives on time at the designated
place. Late bids will not be considered and will be rejected and returned.
Bid Format:
Submit one, original (1) sealed bid package; it must be marked with the solicitation title and number.
In an effort to reduce waste, we discourage the use of 3-ring binders.
All bids must include all forms listed in the Bidders Checklist (and all documents included or
referenced in Sections 2.0 - 4.0). If all required documents are not present, the bid may be
deemed non-responsive and may result in disqualification of the bid unless the City determines
that such failure(s) constitute(s) a minor informality, as defined in Chapter MGL 30B.
A complete bid must also include a cover letter signed by an official authorized to bind the Offeror
contractually and contain a statement that the bid is firm for ninety (90) days. An unsigned letter,
or one signed by an individual not authorized to bind the Offeror, may be disqualified.
The Offeror's authorized official(s) must sign all required bid forms.
The Price Form in Section 3.0 must be completed. No substitute form will be accepted unless
otherwise stated. Pricing must remain firm for the entire contract period.
All information in the Offeror's response should be clear and concise. The successful response will
be incorporated into a contract as an exhibit; therefore, Offerors should not make claims to which
they are not prepared to commit themselves contractually.
The successful Offeror must be an Equal Opportunity Employer.
The City of Somerville values a diverse workforce and believes it contributes to a work product and
customer experience that best reflects the community in our city. Applicants are highly encouraged
to include any certifications and documents that recognize the diversity of the Offeror's work force,
including ownership of the offering firm/organization, executive leadership, management, and
employees proposed for the work in Somerville, including diversity of sub-consultants. Please use

the supplier diversity form (see Section 4.0) with supporting documentation to share your
diversity data with the City.
1.2 Bid Schedule
Key dates for this Invitation for Bids:
IFB Issued 08/19/2026
Deadline for Submitting 08/27/2026 by 2PM EST
Questions to IFB
Bids Due 09/02/2026 by 3PM EST
Anticipated Contract Award 09/15/2026
Est. Contract Commencement 10/01/2026
Date
Est. Contract Completion Date 09/30/2027
Responses must City of Somerville
Procurement & Contracting Services
be delivered by Attn: Logan Carroll
93 Highland Avenue
09/02/2026 by 3PM EST
Somerville, MA 02143
to:

1.3 Submission Instructions
If you are submitting your bid online via Bidexpress.com, then you do not need to also submit a sealed bid
package as instructed below. Email is not an acceptable method of submission of bids.
Please submit one sealed bid package with the following contents and marked in the following manner:
Contents of Sealed Bid
Marked As
Package
Envelope 1: Sealed Bid: Shall Include (1) To Be Marked: IFB# 27-06 On-Call Fleet
original and one (1) electronic copy. [Electronic Repairs - Commercial/Heavy Duty
copies are to be submitted on USB drives and are to be saved
in Adobe Acrobat format. ("Read only" files are acceptable.)]
Please send the complete sealed package to Logan Carroll
the attention of: Procurement Manager
Procurement & Contracting Services
Somerville City Hall
93 Highland Avenue
Somerville, MA 02143
Live Bid Opening Link:
Join Zoom Meeting:
https://us02web.zoom.us/j/87054018492?pwd=PlJgH6CadAc28g819P0eY6iJYrIm1z.1
Meeting ID:870 5401 8492
Passcode: 318203
Methods of Bid Submission
Bidders may submit bids in any of the following ways. All bids will be timestamped and must be
received no later than due date and time.
1) Sealed bids can be sent to City Hall through the US Postal Service or other delivery service (e.g.
FedEx, UPS).
2) BidExpress.com is an online bidding platform where bidders can submit all required documents.
The fee to use this service is approximately $50.00 unless your company has a subscription with
BidExpress. You can access the bid package and forms via the City of Somerville BidExpress page
at: https://www.bidexpress.com/businesses/33100/home A user guide is attached for your
reference.
3) For any technical assistance while submitting the online bid, please contact the BidExpress
Customer support team at www.bidexpress.com. Bidders may submit bids in any of the following
ways. All bids will be timestamped and must be received no later than due date and time.
Bid Format

Responses shall be prepared on standard 8.5 x 11 inch paper (charts may be landscaped but must be on 8.5 x 11
inch paper) and shall be in a legible font size (12). All pages of each response shall be appropriately numbered
(and with consecutive page numbering across tabs). In an effort to reduce waste, please DO NOT USE 3-
RING BINDERS.
Elaborate format and binding are neither necessary nor desirable. All bids will clearly identify the Offeror's
name, solicitation number, and formal solicitation title.
Cover Letter
Submit a cover letter that includes the official name of the firm submitting the bid, mailing address, e-mail
address, telephone number, fax number and contact name. The letter must be signed by an official authorized to
bind the bidder contractually and contain a statement that the bid is firm for ninety (90) days. An unsigned letter,
or one signed by an individual not authorized to bind the Offeror, may be disqualified.
Qualifications & Experience
The Offeror shall include qualifications and experience of the firm (or sole proprietor). The Offeror shall
identify the year the firm was established, the total number of employees currently employed, and the number of
employees focused on this engagement. This section should also describe work that is similar in scope and
complexity that the Offeror has undertaken in the past. A discussion of the challenges faced, and solutions
developed are highly recommended. The Offeror may include any additional literature and product brochures.
The Quality Requirements Form (Section 2), or set of basic business standards, must be submitted with bid.
References
The Offeror shall list at least three relevant references, which the City may contact. The City of Somerville
reserves the right to use ourselves as a reference. References shall include the following information:
The name, address, telephone number, and email address of each client listed above.
A description of the work performed under each contract. The amount of the contract.
A description of the nature of the relationship between Offeror and the customer.
The dates of performance. The volume of the work performed.
1.4 Questions
Questions are due: 08/27/2026 by 2PM EST
Questions concerning this solicitation must be delivered in writing to:
Logan Carroll
Procurement Manager
Somerville City Hall
Procurement & Contracting Services Department
93 Highland Avenue
Somerville, MA 02143
Or emailed to:
Lcarroll@somervillema.gov
Or faxed to:
617-625-1344

Answers will be sent via an addendum to all Offerors who have registered as bid holders. Bidders are
encouraged to contact the Procurement & Contracting Services Department to register as a bid document holder
to automatically be alerted as to addenda as they are issued. It is the responsibility of the Offeror to also monitor
the bid portal on the City's website for any updates, addenda, etc. regarding that specific solicitation. The web
address is: https://www.somervillema.gov/procurement
If any bidders contact City personnel outside of the Procurement & Contracting Services Department
regarding this bid, that bidder may be disqualified.
1.5 General Terms
Estimated Quantities
The City of Somerville has provided estimated quantities, which will be ordered/purchased over the course of
the contract period. These estimates are estimates only and not guaranteed.
Bid Signature
A response must be signed as follows: 1) if the Offeror is an individual, by her/him personally; 2) if the Offeror
is a partnership, by the name of the partnership, followed by the signature of each general partner; and 3) if the
Offeror is a corporation, by the authorized officer, whose signature must be attested to by the clerk/secretary of
the corporation (& with corporate seal).
Time for Bid Acceptance and City Contract Requirements
The contract will be awarded within 90 days after the bid opening. The time for award may be extended for up
to 45 additional days by mutual agreement between the City of Somerville and the Offeror that is most
advantageous and responsible. The Offeror's submission will remain in effect for a period of 90 days from the
response deadline or until it is formally withdrawn, a contract is executed, or this solicitation is canceled,
whichever occurs first. The Offeror will be required to sign a standard City contract per the City's general terms
included herein as Appendix A.
Holidays are as follows:
New Year's Day Martin Luther King. Jr. Day Washington's Birthday Patriots' Day
Memorial Day Juneteenth Independence Day Independence Day Labor Day
Indigenous Peoples' Day Veterans' Day Thanksgiving Day Thanksgiving Friday
Christmas Eve (half day) Christmas Day
Please visit http://www.somervillema.gov/ for the City's most recent calendar. *Under State Law, all holidays
falling on Sunday must be observed on Monday.
If the awarded Offeror for their convenience desires to perform work during other than normal working hours
or on other than normal workdays, or if the Offeror is required to perform work at such times, the Offeror shall
reimburse the City for any additional expense occasioned the City, thereby, such as, but not limited to,
overtime pay for City employees, utilities service, etc. UNLESS otherwise specified in these provisions,
services will be performed during normal work hours. When required services occur on holidays, work will be
performed on either the previous or following workday, unless specified otherwise.
Unforeseen Office Closure
If, at the time of the scheduled bid opening, the Procurement & Contracting Services Department is closed due
to uncontrolled events such as fire, snow, ice, wind, or building evacuation, the bid due date will be postponed
until 2:00 p.m. on the next normal business day. Bids will be accepted until that date and time. In the event of
inclement weather, the Offeror is responsible for listening to the media to determine if the City has been closed

due to weather.
Changes & Addenda
If any changes are made to this solicitation, an addendum will be issued. All proposers on record as having
picked up the solicitation will be alerted via email as to the posting of all addenda. The City will also post
addenda on its website (https://www.somervillema.gov/procurement). No changes may be made to the
solicitation documents by the Offerors without written authorization and/or an addendum from the Procurement
& Contracting Services Department.
Modification or Withdrawal of Bids, Mistakes, and Minor Informalities
An Offeror may correct, modify, or withdraw a bid by written notice received by the City of Somerville prior to
the time and date set for the bid opening. Bid modifications must be submitted in a sealed envelope clearly
labeled "Modification No.__" to the address listed in Section 1. Each modification must be numbered in
sequence and must reference the original solicitation. After the bid opening, an Offeror may not change any
provision of the bid in a manner prejudicial to the interests of the City or fair competition. Minor informalities
will be waived or the proposer will be allowed to correct them. If a mistake and the intended bid are clearly
evident on the face of the bid document, the mistake will be corrected to reflect the intended correct bid, and the
proposer will be notified in writing; the proposer may not withdraw the bid. A proposer may withdraw a bid if a
mistake is clearly evident on the face of the bid document, but the intended correct bid is not similarly evident.
Right to Cancel/Reject Bids
The City of Somerville may cancel this solicitation, or reject in whole or in part any and all bids, if the City
determines that cancellation or rejection serves the best interests of the City.
Unbalanced Bids
The City reserves the right to reject unbalanced, front-loaded, and conditional bids.
Brand Name "or Equal"
Any references to any brand name or proprietary product in the specifications shall require the acceptance of an
equal or better brand. The City has the right to make the final determination as to whether an alternate brand is
equal to the brand specified.
Electronic Funds Transfer (EFT)
For EFT payment, the following shall be included with invoices to the point of contact:
* Contract/Order number; Contractor's name & address as stated in the contract;
* The signature (manual or electronic, as appropriate) title, and telephone number of the Offeror's
representative authorized to provide sensitive information;
* Name of financial institution; Financial institution nine (9) digit routing transit number;
* Offeror's account number; Type of account, i.e., checking or saving.
Other Applicable Laws
In addition to applicable federal and state laws, the City has several ordinances that apply to the
services requested in this contract. Such ordinances include but are not limited to: living wage
ordinance, ordinance to protect vulnerable road users,[1] and ordinance to protect against wage
theft. Workplace safety is of paramount importance to all workers who perform services on City
contracts and all bidders must certify that they will disclose any citations they may have
received for OSHA violations.

[1] The ordinance to protect vulnerable road only applies to contracts where the
vendor and/or its subcontractors use large vehicles in the City of Somerville to perform
the work of the contract.
Notice and Certification Pursuant to Somerville Wage Theft Ordinance
All Offerors, bidders, respondents have an affirmative duty to report to the Procurement &
Contracting Services Department and provide a copy of any criminal or civil judgment,
administrative citation, or final administrative determination, order, or debarment, relating to
wage theft, against the bidder or any of its subcontractors entered within the five years prior to
bid submission.
If you are the successful bidder, you and any of your subcontractors have an affirmative duty to
report any criminal or civil judgment, administrative citation, final administrative determination,
order, or debarment against the bidder or any its subcontractors while your contract with the
City is in effect, within five business days of receipt.
You may not contract with the City if you have been either voluntarily or involuntarily debarred
by the federal government, any agency of the Commonwealth of Massachusetts or any other
state for the entire term of the debarment.
You may not use any subcontractor who has been debarred by the federal government or any
state government during the period of that subcontractor's debarment.
You must post notices in accordance with M.G.L. c. 151 16 in a conspicuous location
accessible to all of their employees in English and the primary language of the employee(s) at
the particular workplace.
If not all employees would have reasonable access to the notice if posted in a single location,
then you must inform the purchasing agent or other City Department of the number and location
of postings in order to ensure that you provide reasonable notice to all of your employees.
As a condition of this bid, the bidder (a.k.a. Offeror, respondent) hereby certifies that neither the
bidder nor any of the bidder's subcontractors have been subject to a criminal or civil judgment,
administrative citation, final administrative determination, order, or debarment resulting from a
violation of M.G.L. c. 149, M.G.L. c. 151, or 29 U.S.C. 201 et seq. within five years prior to
bid submission.
In the alternative, the Bidder hereby discloses a criminal or civil judgment, administrative
citation, administrative determination, or debarment, within five years prior to bid
submission. Included with the Bid is a copy of the same, in addition to documentation
demonstrating that all damages, fines, costs, and fees have been paid.

Period of Performance
The period of performance for this contract begins on or about 10/01/2026 and ends on or about 09/30/2027. If
applicable, optional renewal years may be exercised by the sole discretion of the City (see cover page for
anticipated contract term).
Place of Performance
All services, delivery, and other required support shall be conducted in Somerville and other locations
designated by the Department point of contact. Meetings between the Vendor and City personnel shall be held
at the City of Somerville, Massachusetts, unless otherwise specified.
Vendor Conduct
The Vendor's employees shall comply with all City regulations, policies, and procedures. The Vendor shall
ensure that their employees present professional work attire at all times. The authorized contracting body of the
City may, at his/her sole discretion, direct the Vendor to remove any Vendor employee from City facilities for
misconduct or safety reasons. Such rule does not relieve the Vendor of their responsibility to provide sufficient
and timely service. The City will provide the Vendor with immediate written notice for the removal of the
employee. Vendors must be knowledgeable of the conflict of interest law found on the Commonwealth's
website https://www.mass.gov/info-details/gl-c-268a-the-conflict-of-interest-law-as-amended-by-c-248-acts-of-
2024.Vendors may be required to take the Conflict of Interest exam.
Vendor Personnel
The Vendor shall clearly state the name of the proposed project manager. All proposed staff must demonstrate
the ability to carry out the specified requirements.
Confidentiality
The Vendor agrees that it will ensure that its employees and others performing services under this contract will
not use or disclose any non-public information unless authorized by the City. That includes confidential reports,
information, discussions, procedures, and any other data that are collected, generated or resulting from the
performance of this scope of work. All documents, photocopies, computer data, and any other information of
any kind collected or received by the Vendor in connection with the contract work shall be provided to the City
upon request at the termination of the contract (i.e., the date on which final payment is made on the contract or
at such other time as may be requested by the City or as otherwise agreed by City and the Vendor). The Vendor
may not discuss the contract work in progress with any outside party, including responding to media and press
inquiries, without the prior written permission of the City. In addition, the Vendor may not issue news releases
or similar items regarding contract award, any subsequent contract modifications, or any other contract-related
matter without the prior written approval of the City. Requests to make such disclosures should be addressed in
writing to the Vendor's point of contact.
Deliverables
Vendor shall provide for all day-to-day supervision, inspection, and monitoring of all work performed to ensure
compliance with the contract requirements. The contractor is responsible for remedying all defects and or
omissions to the supplies or services provided to ensure that said deliverables meet the requirements as detailed
in the contract specifications.

IFB# 27-06
SECTION 2.0
RULE FOR AWARD /
SPECIFICATIONS/SCOPE OF SERVICES
Rule For Award
The City intends to award contracts to the two responsible and responsive Bidders submitting the lowest total
price. The Bidder submitting the lowest responsible and responsive bid will be designated as the Primary
Contractor, and the second-lowest responsible and responsive Bidder will be designated as the Secondary
Contractor. The Primary Contractor will be afforded the first opportunity to provide the required service.
Should the Primary Contractor be unable to meet the City's needs within 24 hours, the City reserves the right to
engage the Secondary Contractor to fulfill the required service.
The Contract will be awarded within ninety (90) days after the bid opening. The time for award may be
extended for up to 45 additional days by mutual agreement between the City and the apparent lowest
responsive and responsible Bidders.
Background
The City of Somerville Department of Public Works has an immediate and ongoing need for qualified
Vendors to provide automotive parts and on-call repairs for the City's Fleet of Commercial/Heavy Duty
vehicles, on short notice.
The repair services included in this IFB are related to Commercial/Heavy Duty vehicles only. The City will
release a separate IFB for repair services for Light Duty/Non-Commercial vehicles next week.
Scope of Work:
A. Auto Repair Services
1. Maintenance and repair services will include, but not be limited to, repair and maintenance of
engine, transmission, coolant, steering, suspension, and brake and air conditioning systems.
2. Vehicles covered under this contract include, but are not limited to, those listed in Exhibit A:
Fleet Profile.
3. The Vendor must provide all labor, equipment, and parts. Prior authorization from the DPW
Commissioner or Designee is required before the Vendor may subcontract any services under
this contract.
4. All parts, materials, supplies, fluids and lubricants will meet or exceed OEM standards, without
exception. The Vendor will not use after-market or refurbished parts without prior written
approval from the DPW Commissioner or Designee.
5. The Vendor will utilize IDS VSM2 Diagnostic tools as needed to determine necessary repairs.
6. If the mechanic identifies further necessary repairs while performing requested repairs, the
Vendor will provide a written quote for further repair services. The DPW Commissioner or
Designee must authorize all further repairs in writing before work can begin.
B. Certifications and Licenses
1. The Vendor's maintenance/repair facility must be in compliance with all applicable Federal,
State, and local requirements.
2. The Vendor's mechanics must be certified by ASE or equivalent.