Heavy Duty Vehicle Transmission Repairs

Request for Proposal No. P-130000891
Thursday, August 20, 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:
Tuesday, September 8, 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-130000891
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)

Request for Proposal No. P-130000891
Heavy Duty Vehicle Transmission Repairs
1. INSTRUCTIONS TO BIDDERS
1.1 Request For Proposal Timeline
Release of Request for Proposal Thursday, August 20, 2026
Questions to be submitted via Email Thursday, August 27, 2026, at 2:00PM PST
Addendum to be Issued, if required Monday, August 31, 2026
Proposal Submission Deadline Tuesday, September 8, 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 Tuesday, May 19,
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 Tuesday,
June 2, 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-130000891
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-130000891
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

Request for Proposal No. P-130000891
Heavy Duty Vehicle Transmission Repairs
Contractor shall prioritize critical City vehicles to ensure continuity of public service.
Emergency and After-hours Service
The Contractor shall provide:
* Emergency repair services as needed
* After-hours or on-call support for critical fleet operations
* Rapid response for vehicles essential to public safety
Reporting and Documentation
The Contractor shall:
* Provide detailed service reports for each vehicle.
* Provide repair quote prior to starting the repair.
Warranty Requirements
* Labor warranty: minimum 30 days
* Parts warranty: manufacturer's standard or minimum 24 Mo./ unlimited mile
* Rework due to defective labor or parts shall be covered at no cost
Quality Assurance and Personnel
* All work shall be performed by qualified technicians
* Technicians shall have appropriate training for heavy duty vehicles
* Repairs must meet industry standards and pass safety inspections
* Vehicles shall be returned in safe, clean, and fully operational condition
Coordination and Communication
* Coordinate with City's Fleet Services Division or designated representative
* Provide regular status updates on all active work orders
* Notify the City of delays, and additional findings

Request for Proposal No. P-130000891
Heavy Duty Vehicle Transmission Repairs
2.4 Cost Proposal
Company Name:
Provide Hourly rates for labor, materials, and field repairs.
Labor Hourly Rate $
Overtime Rate $
Parts Markup %
Parts Discount %
Rates for onsite estimation $
Field Repairs within City of Ventura Hourly Rates $
Field Repairs Milage Rate up to 50 miles outside City of Ventura $
Body Hourly Rate $
Fabrication Hourly Rate $
Paint Hourly Rate $
Frame Hourly Rate $
Aluminum Materials Hourly Rate $

Request for Proposal No. P-130000891
Heavy Duty Vehicle Transmission Repairs
3. PROPOSALS
3.1 Evaluation of Proposals
All proposals received by the deadline will undergo an evaluation process conducted by City
staff. They will be reviewed to determine whether they meet the requirements of this RFP. The
City will consider the following factors in the evaluation process and will render a decision based
on the perceived best fit and best value for the engagement. The proposals will be evaluated in
the following areas:
Possible
Evaluation Criteria Rating
Points
1. Cost 20
2. Equipment 15
3. Transportation 15
4. Operational Plan 5
5. Emergency Preparedness 5
6. Regulation 20
7. Experience 20
TOTAL 100
3.2 Proposal Format and Requirements
Your proposal should specifically address the following topics in the same order as presented.
Please refrain from submitting general marketing materials which do not explicitly serve this
purpose. The Proposal shall be signed by an individual or individuals authorized to execute legal
documents on behalf of the Respondent.
A. Cover Letter of Interest
Introducing your firm, including the principal place of business and the name, phone
number, email address, and address of your contact person. The cover letter shall be
signed by an official authorized to bind the firm and shall contain a statement that the
proposal is valid for six months. Please limit Cover Letter to 1 page.
B. Personnel Resources:
* Responsible Personnel: Identify and include a brief resume of the staff who will be
primarily responsible for the service provided to the City.
* Staffing: For the Ventura operation, list how many full-time and part-time
employees are on the payroll. Provide documentation; i.e., current employee
listing, etc. to support that the company is sufficiently staffed to provide personnel
to adequately meet the requirements of this proposal.
* Accounting Staff: Identify mailing address and contact information for staff who will
be responsible for invoicing and payroll purposes.
C. References: Submit a list of three reference projects ("Reference Projects") where Bidder
has successfully operated a similar scope of work. For each Reference Project, Bidder

Request for Proposal No. P-130000891
Heavy Duty Vehicle Transmission Repairs
shall supply the client's contact person, company name, address, telephone and email
address and a brief description of the type of work performed.
D. Cost Proposal
E. Litigation and Past Contract Disqualifications
Describe any civil or criminal litigation or past contract disqualifications:
* In the State of California, has your firm been the plaintiff or defendant in any civil
or criminal litigation during the past five (5) years? If so, briefly explain the nature
of the case(s), time frame and outcome.
* Is your company currently involved as a plaintiff or defendant in any civil or criminal
litigation? If so, briefly explain the nature of the case(s) and when the case(s)
was/were filed.
* The bidder is required under Section 14310.5 of the Government Code to state
any and all instances of being disqualified, removed, or otherwise prevented from
bidding on, or completing a federal, state, or local government project due to a
violation of a law or safety regulation.
F. Clarifications, Exceptions and Deviations to the Request for Proposal: Vendor must
provide a section entitled Exceptions" in which you either state your firm has no
exceptions or deviations for the Request for Proposal, including but not limited to
Attachment "A" General Provisions for Standard Form Contracts, and/or Attachment "C"
General Services Agreement, or in which you state your exceptions and deviations
(regardless of if the information is presented elsewhere in this proposal). Any exceptions
to the City's Request for Proposal, including but not limited to Attachment "A" General
Provisions for Standard Form Contracts, and/or Attachment "C" General Services
Agreement, may prohibit the City from entering into an agreement with your company.
The following contractual terms are non-negotiable:
* Termination
* Indemnification
* Insurance
* Conflict of Interest
* Governing Law
* Assignability of Agreement
G. California Public Records Act: All submissions will be considered public documents under
applicable state law except to the extent that portions of the submissions are otherwise
protected under state law. Proposers must include a section stating there is no propriety
or confidential material, or, segregate any proprietary or confidential material and provide
an explanation as to why such information should not be deemed a public record, citing
the applicable portion of the California Public Records Act.
H. 3.5 Proposal Authorization Form

Request for Proposal No. P-130000891
Heavy Duty Vehicle Transmission Repairs
I. Attachment "B" Small Local Business Purchasing Preference Certification (if applicable)
J. Signed copies of all addenda.
K. Summarize any other points which you wish the City to consider in its evaluation of your
proposal.
3.3 Required upon successful award of bid:
A. Exhibit C Insurance Requirements found in Attachment "C" General Services
Agreement: The City requires that consultants maintain the applicable required
insurance through the term of the contract with the City.
B. City of Ventura Business License
C. Consultant's W-9
3.4 Special Requirements
The City reserves the unilateral right to amend, cancel or reissue this Request for Proposal in
writing at any time.
The City reserves the right to reject any and all proposals received.
All costs associated with the preparation of proposals shall be borne by respondents.
Submitted proposals will remain valid for six months after the submission deadline date.
Submission of a Proposal indicates that the Responder has read and understands this
entire RFP and agrees that all requirements of this RFP have been satisfied.
All Proposals and materials submitted become the property of the City.
The words "must" or "will" or "shall" in this Request for Proposal indicate mandatory
requirements. Taking exception to any mandatory requirement will be grounds for rejection of
the proposal.