RFP 15-26 Vehicle Body Repairs & Painting Services

RFP 15-26
City of Concord, New Hampshire
Purchasing Division
VEHICLE BODY REPAIRS & PAINTING SERVICES
Prepared for, and in coordination with the
GENERAL SERVICES DEPARTMENT
EQUIPMENT SERVICES DIVISION
Contract
Proposal Documents
Specifications
Firm: ______________________
PROPOSAL DUE DATE/TIME: MAY 26, 2026 NOT LATER THAN 2:00 PM

TABLE OF CONTENTS
Section Page #
Table of Contents .....................................................................................................2
Request for Proposals ..............................................................................................3
I. STATEMENT OF WORK
A. Instructions to Proposers
Introduction ......................................................................................................5
Scope of Services .............................................................................................5
Qualifications ...................................................................................................6
Period of Contract ............................................................................................6
Evaluation Criteria ...........................................................................................6
Schedule ...........................................................................................................6
B. Terms and Conditions ......................................................................................7
C. Proposal Submission Checklist ........................................................................8
II. CITY REQUIRED FORMS
A. Price Proposal ...................................................................................................9
B. Qualifications Statement ................................................................................12
C. Specifications Exception Form ......................................................................14
D. Form W-9 .......................................................................................................15
E. Indemnification Agreement ............................................................................16
F. Insurance Requirements .................................................................................17
III. EXHIBITS
A. Notice of Award ............................................................................................18
B. Agreement ......................................................................................................20
C. Notice to Proceed ...........................................................................................23
D. No Proposal Questionnaire .............................................................................24
RFP 15-26 Vehicle Body Repairs & Painting Services Page 2

City of Concord, New Hampshire
PURCHASING DIVISION
311 NORTH STATE STREET
CONCORD, NH 03301
(603)230-3664 FAX: (603) 230-3656
REQUEST FOR PROPOSALS
The City of Concord, New Hampshire wishes to engage the services of a qualified private firm to
provide auto body repair and painting services, on an as-needed basis, for its municipal fleet.
The firm must be lawfully engaged in the service of providing vehicle body repairs and painting
services in the State of New Hampshire.
An overview and detailed specifications are provided later in the Request for Proposal (RFP).
Proposals must be received no later than 2:00 PM on MAY 26, 2026 from interested firms, to be
eligible for consideration by the City. Each proposal shall be submitted in a sealed envelope,
which is clearly marked,
"RFP 15-26
VEHICLE BODY REPAIRS & PAINTING SERVICES"
Requests may be issued only by the Purchasing Manager, or her designee, to authorized firms,
and are not transferable unless authorized by the Purchasing Manager or his designee.
Complete copies of RFP 15-26 are available on the City's website at
www.concordnh.gov/Purchasing.
Questions and/or clarifications regarding this Request for Proposals shall be submitted in writing
to the Purchasing Manager not later than 7 days prior to the proposal due date set forth in the
herein.
All proposals received will be considered confidential and not available for public review
until after a contract has been awarded.
The City reserves the right to reject any or all proposals or any part thereof, to waive any
formality, informality, information or errors in the proposal, to accept the proposal considered to
be in the best interest of the City, or to purchase on the open market if it is considered in the best
interest of the City to do so. Failure to submit all information called for and/or submission of an
unbalanced proposal are sufficient reasons to declare a proposal as non-responsive and subject to
disqualification.
Proposals which do not incorporate our requested format for providing vehicle body
repair and painting services will not be considered.
RFP 15-26 Vehicle Body Repairs & Painting Services Page 3

All proposals are advertised, at the City's discretion, in various publications and are posted
publicly as detailed below:
Name Advertising Address Phone/Fax Email and Web Address
Medium
City of Concord, Posted on 311 North State 603.230-3664 twaterman@concordnh.gov
NH City Website Street, Concord NH 603.230.3656(fax) www.concordnh.gov/purchasing
and in City 033301
Hall Lobby
Associated Bid House 48 Grandview 603.225.2701 plansroom@agcnh.org
General Drive, Bow NH 603.226.3859(fax) www.agcnh.org
Commissioning 03304
Agent (CxA)s
Construction Bid House 734 Chestnut St, 603.627.8856 info@constructionsummary.com
Summary of NH Manchester NH 603.627.4524(fax) www.constructionsummary.com
03104
Bid Ocean Bid House PO Box 40445, 866.347.9657 bids@bidocean.com
Grand Junction, CO 877.356.9704(fax) www.bidocean.com
81501
Dodge Data & Bid House 300 American Metro 607.898.2053 dodge.bidding@construction.com
Analytics Blvd, Suite 185, www.construction.com
Hamilton, NJ 08619
New England Bid House 100 Radnor Rd S- 1.800.652.0008 ENR.products@bnpmedia.com
Construction 102, State College, 1.888.285.3393(fax) www.enr.com
News - CDC PA 16801
News
CITY OF CONCORD, NEW HAMPSHIRE
__________________________________________
Tina M. Waterman, Purchasing Manager
Date: April 27, 2026
Proposal Due Date/Time: MAY 26, 2026 not later than 2:00 PM
RFP 15-26 Vehicle Body Repairs & Painting Services Page 4

I. STATEMENT OF WORK
INSTRUCTIONS TO PROPOSERS
INTRODUCTION:
It is the intent of the City of Concord to enter into an agreement with one or two contractors for
auto body repair and painting services for its fleet of vehicles. Authorized City employees may
request services for City vehicles upon proper notification and by providing the vendor with a
current and valid Purchase Order/Purchase Order #. A separate purchase order will be issued by
the Equipment Services Division of the General Services Department for each service requested.
A. CITY DEPARTMENTS / DIVISIONS SUPPORTED
The City of Concord Equipment Services Division supports all city-owned vehicles across
several departments / divisions including:
* Highway * Fire
* Parks and recreation * Airport
* Cemetery * Water Treatment Plant
* Police * Waste Water plant
* Public Properties * Water/Sewer Utility
B. TYPES OF VEHICLES SERVICED
The types of vehicles that the vendor would be expected to work on under this RFP include:
* Passenger sedans and SUV * F350 -F600 dumps, utility, and
* Police Cruisers service bodies
* Pickups 4x2 * Class 7 and 8 heavy dump trucks
* Pickups 4x4 * Class 5 medical rescues
* Fire apparatus
C. FLEET SIZE
The city's fleet consists of approximately 250 vehicles that range in age from new to 18-
years-old.
SCOPE OF SERVICES:
The selected vendor will perform collision repairs and painting on a variety of city vehicles. The
vendor will prepare estimates and negotiate needed repairs with insurance carriers. The vendor
will communicate with the Fleet Manager on all repair costs, negotiations with insurance
providers, and time frame required to complete the necessary repairs.
The city expends approximately $40,000 - $50,000 annually on collision repairs.
RFP 15-26 Vehicle Body Repairs & Painting Services Page 5

VENDOR / SHOP QUALIFICATIONS:
1. The selected vendor will have a fully equipped body shop to perform minor to extensive
collisions repairs
2. Own, or have access to a frame machine
3. Approved paint booth comparable to the size of the vehicle being repaired
4. Equipment and experience to be able to repair aluminum body vehicles
PERIOD OF CONTRACT:
One (1) year contract with the option to extend by mutual agreement for up to four (4) additional
years.
EVALUATION CRITERIA:
Each proposal will be evaluated using the following criterion and weights:
A. Qualifications: Relevant experience, professional capabilities, reputation and record of
satisfactory past performance (35%).
B. Work Schedule: The firm's ability to respond, in a timely fashion to the City's request
for auto body repair and painting services (35%).
C. Cost: Is the vendor's price proposal market competitive within the body repair industry
(30%).
SCHEDULE:
RFP Issued April 27, 2026
Proposals Due May 26, 2026
Vendor Selection On or about June 1, 2026
Contract Signing On or about June 8, 2026
Contract Start Date June 15, 2026
RFP 15-26 Vehicle Body Repairs & Painting Services Page 6

General Terms and Conditions
All Respondents are required to review the full terms and conditions prior to submitting a
proposal in response to this RFP. The T&Cs can be found on the City's FTP site at
https://ftp.concordnh.gov
Account: vendor
Password: Concord1
You must acknowledge receipt of the General Terms and Conditions dated April 27, 2026 as part
of your proposal submission on page 15 of this document.
Special Terms & Conditions
INVOICING:
At the end of the month, the successful vendor shall submit a detailed invoice in duplicate
(including an item by item listing with date of service, list price, net price, hourly rates,
extensions and total due) for all services provided during the previous month. Invoices should be
sent to the bill-to address detailed on each purchase order. All invoices must reference the
appropriate Purchase Order #.
PRICING:
All labor prices and percentage (%) discounts for repair parts shall be firm for the first one (1)
year period of the contract. All labor prices and percentage (%) discounts for repair parts in all
subsequent years shall be negotiated between the City and the successful contractor(s). All labor
prices and percentage (%) discounts for repair parts shall include all transportation, shipping and
any discounts offered to the Contractor. No fuel or any other type of surcharge shall be
permitted during the entire term of this contract.
INSPECTION & EVALUATION
The City of Concord reserves the right to inspect the contractor's facilities during operating
hours to determine that the level of auto body repair and painting equipment and the inventory of
repair parts and paint is adequate for the City's needs. The conditions and operations of the
facility shall be taken into consideration in making the award for this contract.
All materials and labor related to agreements must be guaranteed and include a warranty. If any
work is unable to be guaranteed, the vendor must inform the Purchasing Manager, in writing,
prior to the delivery of a service. Non-guaranteed work must be offered at a discount rate from
the proposal prices. Inspection, testing and final determination of non-warranty work shall
be performed at no cost to the City.
RFP 15-26 Vehicle Body Repairs & Painting Services Page 7

PROPOSAL SUBMISSION CHECKLIST
In order to be considered responsive, each prospective vendor must submit the following
documents, in one (1) original as part of the contractor's proposal:
1. Price Proposal
2. Qualifications Statement
3. Specifications Exception Form
4. Form W-9
5. City of Concord Indemnification Agreement
6. Acknowledgement of the City's Insurance Requirements
The successful vendor must submit, prior to contract signing, its insurance certificate
(naming the City of Concord as an Additional Insured with respect to general and
automobile liability) that meets the minimum required types and levels of coverage
RFP 15-26 Vehicle Body Repairs & Painting Services Page 8

II. CITY REQUIRED FORMS
PRICE PROPOSAL
THE UNDERSIGNED HEREBY OFFERS TO PROVIDE VEHICLE BODY REPAIR &
PAINTING SERVICES, ON AN AS NEEDED BASIS, AS DETAILED BY RFP 15-26 FOR
THE FOLLOWING PRICES/DISCOUNTS:
Auto's/SUV's Price
1. Labor cost per hour: Body work: $
2. Labor cost per hour: Painting: $
3. Labor cost per hour: Frame repairs: $
4. Parts and materials discount percentage:
Light Trucks [Pickups F150 - F350 SRW, Price
Vans]
5. Labor cost per hour: Body work: $
6. Labor cost per hour: Painting: $
7. Labor cost per hour: Frame repairs: $
8. Parts and materials discount percentage:
Medium Duty Trucks [F350 DRW -F550, Price
dumps, utility bodies]
9. Labor cost per hour: Body work: $
10. Labor cost per hour: Painting: $
11. Labor cost per hour: Frame repairs: $
12. Parts and materials discount percentage:
Heavy Duty Trucks [class 6, 7, 8, dump Price
trucks/sanders]
13. Labor cost per hour: Body work: $
14. Labor cost per hour: Painting: $
15. Labor cost per hour: Frame repairs: $
RFP 15-26 Vehicle Body Repairs & Painting Services Page 9

16. Parts and materials discount percentage:
Medical Rescues [class 5 and 6] Price
17. Labor cost per hour: Body work: $
18. Labor cost per hour: Painting: $
19. Labor cost per hour: Frame repairs: $
20. Parts and materials discount percentage: $
Fire Apparatus Price
21. Labor cost per hour: Body work: $
22. Labor cost per hour: Painting: $
23. Labor cost per hour: Frame repairs: $
24. Parts and materials discount percentage:
City / Town where work will be performed: __________________________________________
Length of Warranty for Parts: _____________________________________________________
Length of Warranty for Labor: ____________________________________________________
RFP 15-26 Vehicle Body Repairs & Painting Services Page 10