Heavy Duty Vehicle Transmission Repairs

Location:	California
Posted:	Aug 28, 2026
Due:	Sep 17, 2026
Agency:	City of Ventura
Type of Government:	State & Local
Category:	J - Maintenance, Repair, and Rebuilding of Equipment
Solicitation No:	P-130000891A
Publication URL:	To access bid details, please log in.

Bid Number:	P-130000891A
Bid Title:	Heavy Duty Vehicle Transmission Repairs
Category:	Vehicles, Fuel & Maintenance
Status:	Open

Description:

Notice is hereby given that sealed proposals will be received at the Purchasing and Contracts Division for Heavy Duty Vehicle Transmission Repairs, in accordance with this Request for Proposal.

Closing Time and Date

One (1) hard copy bearing signatures delivered in a SEALED envelope clearly marked with the Proposal Number, and one (1) PDF electronic copy sent via email to the Purchasing Representative must be submitted prior to:

Thursday, September 17, 2026, at 4:00PM PST

Sealed proposals shall be delivered by courier, express mail, or in person to:

Purchasing & Contracts Division

City of San Buenaventura

501 Poli Street, Room 102

Ventura, CA 93001

Publication Date/Time:

8/28/2026 12:00 AM

Closing Date/Time:

9/17/2026 4:00 PM

Attachment Preview

Request for Proposal No. P-130000891A

Friday, August 28, 2026

Notice is hereby given that sealed proposals will be received at the Purchasing and Contracts

Division for Heavy Duty Vehicle Transmission Repairs, in accordance with this Request for

Proposal.

Closing Time and Date

One (1) hard copy bearing signatures delivered in a SEALED envelope clearly marked with the

Proposal Number, and one (1) PDF electronic copy sent via email to the Purchasing

Representative must be submitted prior to:

Thursday, September 17, 2026, at 4:00PM PST

Sealed proposals shall be delivered by courier, express mail, or in person to:

Purchasing & Contracts Division

City of San Buenaventura

501 Poli Street, Room 102

Ventura, CA 93001

Request for Proposal No. P-130000891A

Heavy Duty Vehicle Transmission Repairs

TABLE OF CONTENTS

1. Instructions to Bidders

1.1.

Request for Proposal Timeline

1.2.

Question and Answer Period

1.3.

Proposal Submission

1.4.

Elevated Consultant Interviews

1.5.

Proposal Format

1.6.

Insurance Requirements

1.7.

Agreement Prices

1.8.

Agreement/Contract

1.9.

Term of Agreement

1.10.

Subcontracting

1.11.

Communications with City Staff or Elected City Representatives

2. Scope of Services

2.1.

Purpose

2.2.

Scope of Services

2.3.

General Requirements

2.4.

Cost Proposal

3. Proposals

3.1.

Evaluation of Proposals

3.2.

Proposal Format and Requirements

3.3.

Required upon Successful Award of Bid

3.4.

Special Requirements

3.5.

Proposal Authorization Sheet

ATTACHMENTS

• Attachment “A” – General Provisions for Standard Form Contracts

• Attachment “B” – Small Local Business Purchasing Preference Certification

• Attachment “C” – General Services Agreement

EXHIBITS

• Exhibit ”A” – General Services Agreement (SCOPE OF SERVICES) Left blank intentionally

• Exhibit “B” – General Services Agreement (SCHEDULE OF COMPENSATION) Left blank

intentionally

• Exhibit “C” – General Services Agreement (INSURANCE REQUIREMENTS)

1. INSTRUCTIONS TO BIDDERS

1.1 Request For Proposal Timeline

Release of Request for Proposal

Questions to be submitted via Email

Addendum to be Issued, if required

Proposal Submission Deadline

Request for Proposal No. P-130000891A

Heavy Duty Vehicle Transmission Repairs

Friday, August 28, 2026

Monday, September 7, 2026, at 2:00PM PST

Wednesday, September 9, 2026

Thursday, September 17, 2026, at 4:00PM PST

1.2 Question and Answer Period:

All questions regarding this Request for Proposal (RFP) shall be submitted via email to Nicole

Supan, Purchasing Supervisor, at nsupan@cityofventura.ca.gov PRIOR to Monday,

September 7, 2026, at 2:00 PM. Any questions submitted after the deadline shall be rejected.

All questions will be answered in the form of an addendum.

1.3 Proposal Submission:

To be considered, all proposals must be submitted in the manner set forth in the RFP. It is the

Responder’s responsibility to ensure that its/their proposal arrives on or before the specified

time. Proposers shall provide one (1) hard copy in a SEALED envelope clearly marked with

the Proposal Number, and one (1) PDF electronic copy sent via email to the Purchasing

Supervisor, Nicole Supan at nsupan@cityofventura.ca.gov, submitted on or before Thursday,

September 17, 2026, at 4:00 PM PST. If discrepancies are found between the hard copy and

the PDF, the hard copy will provide the basis for resolving such discrepancies. If no document

can be identified as the original, proposal may be rejected at the discretion of the City.

No oral, telegraphic, electronic, facsimile, or telephonic proposals or modifications will be

considered in the absence of a hard copy sealed proposal.

Proposals received after the scheduled submittal deadline will be returned. Proposals

postmarked prior to submittal deadline, but received after the deadline, will be returned.

1.4 Elevated Consultant Interviews

The City may elect, at its option, to elevate the most qualified firms to an interview phase.

1.5 Proposal Format:

Proposals must be submitted in the format described in the Proposal Format and

Requirements Section No. 3.2. Proposals must be complete in all respects as required in the

Proposal Format and Requirements Section. Proposals are to be prepared in such a way as

to provide a straightforward, concise description of capabilities to satisfy the requirements of

the RFP. Expensive binding, colored displays, promotional materials, etc., are not necessary

or desired. Emphasis should be concentrated on conformance to the RFP instructions,

responsiveness to the RFP requirements, and on completeness and clarity of content. A

proposal may not be considered if it is conditional or incomplete.

1.6 Insurance Requirements:

Request for Proposal No. P-130000891A

Heavy Duty Vehicle Transmission Repairs

Successful firm shall provide insurance as noted in Exhibit “C” of Attachment “C” General

Services Agreement.

1.7 Agreement Prices:

At any time during the course of this anticipated contract the City may alter the Scope of Work,

making changes to the assignments and times indicated, and/or adding or deleting

assignments as deemed necessary. The City and firm will negotiate changes to the contract

pricing accordingly.

Unless otherwise stated, prices are maximum for the term of the Contract. Price adjustments,

if allowed under this Contract, must be requested in writing and accompanied by the required

information to substantiate the request for price adjustment, as set forth in the Contract. No

price adjustment allowable under this Contract will be granted retroactively. The CITY must

also be given the benefit of any decline in prices. If any price increase is granted by the CITY,

the increase shall not be greater than the Consumer Price Index (CPI) of the current year.

1.8 Agreement/Contract:

A copy of the City of Ventura’s General Services Agreement, Attachment “C” is included

herein, as it will be the document executed into a final contract between the City and the

awarded Consultant. You do not have to return Attachment “C” with your proposal submission;

the sample General Services Agreement is provided for reference only and does not have to

be returned with the bid.

1.9 Term of Agreement

The initial term of this Agreement shall commence on the “effective date” and will continue for

a period of one (1) year. The City may elect, at its own option, to renew this Agreement for

four additional one-year increments. Initial term, plus any option to extend shall not exceed a

total of five years.

1.10 Subcontracting:

No Subcontracting any portion of Consultant’s duties under this agreement without prior

written consent of the City.

1.11 Communication with City Staff or Elected City Representatives:

Any communication with City staff or City Elected Representatives, except for the Purchasing

and Contracts Division, regarding this RFP is prohibited. Disregard of this provision could

result in rejection of the proposal.

Copies of the proposal package and subsequent addenda may be obtained at

www.cityofventura.ca.gov/bids.

Request for Proposal No. P-130000891A

Heavy Duty Vehicle Transmission Repairs

2. SCOPE OF SERVICES

2.1 Purpose

The Contractor shall provide comprehensive repair services for City-owned large trucks,

trailers, utility beds, tractors, box trucks, commercial vehicles, busses and emergency

apparatus vehicles including electric vehicles, and equipment to ensure operational readiness,

regulatory compliance, and cost-effective lifecycle management of the fleet. The Contractor

shall provide service on a daily basis (Monday through Friday), except on Federal Holidays.

2.2 Scope of Services

The Contractor shall furnish all labor, supervision, tools, equipment, diagnostic systems, and

parts necessary to perform repair services included:

• Transmission, and drivetrain repair or replacement

Work Authorization and Estimates

• Provide written quotes

• Obtain approval from the City’s authorized representative before proceeding

• Clearly identify labor hours, parts, and associated costs

• Notify the City immediately of additional repair needs discovered during service

• The City must approve any variations or additional repairs before the work is completed

Parts and Materials

• Use OEM or City approved equivalent parts

• Ensure all materials meet applicable safety, durability, and emissions standards

• Maintain documentation for parts used

• Provide warranty information for all parts installed

Compliance Requirements

The Contractor shall comply with:

• Manufacturer specifications and guidelines

• Federal, state, and local regulations

• Applicable environmental regulations (e.g., hazardous waste disposal)

• Air quality regulations (e.g. VCAPCD)

• OSHA safety standards

Turnaround and Service Levels

• Minor repairs: within 5 business days

• Major repairs: timeline to be approved by the City

• Emergency/priority vehicles: expedited service within 72 hours

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

Daily notification on new contract opportunities

With GovernmentContracts, you can:

Find more opportunities and win more business
Receive daily alerts for all new bid opportunities
Get contract opportunities matched to your business

ONE WEEK FREE TRIAL

Heavy Duty Vehicle Transmission Repairs

Attachment Preview

See also