Auto Body Repair Services

CITY OF SPRING HILL, TENNESSEE
CONTRACT DOCUMENTS
&
SPECIFICATIONS
FOR
AUTO BODY REPAIR SERVICES
August 19, 2026
Invitation to Bidders
Auto Body Repair Services
City of Spring Hill, Tennessee
Sealed Bids will be received by the City of Spring Hill, Tennessee, for Auto Body Repair Services at City Hall,
199 Town Center Parkway (for hand delivery or courier service), P.O. Box 789 (for regular mail service)
Spring Hill, Tennessee 37174, on or before September 10, 2026 at 2:00pm. The envelope containing the Bid
must be sealed and plainly marked "Bid for Auto Body Repair Services".
Bids must be made on the Bid Forms and in accordance with Instructions to Bidders furnished by the City of
Spring Hill.
The City reserves the right to reject any or all Bids, to waive irregularities and/or informalities in any
Bid, and to make an award in any manner, consistent with law, deemed in the best interest of the City.

INSTRUCTIONS TO BIDDERS
AUTO BODY REPAIR SERVICES
1. RECEIPT AND OPENING OF BIDS
The City of Spring Hill invites and will receive Bids on the forms attached hereto, all information on which
must be appropriately completed. Bids will be received at City Hall until 2:00 p.m. on September 10, 2026, and
publicly opened and read aloud on the aforesaid date. The envelopes containing the Bids must be sealed and
addressed to Kyle Therriault, Purchasing Agent, 199 Town Center Parkway (for hand delivery or courier
service), P.O. Box 789 (for regular mail service), Spring Hill, TN 37174 and plainly marked "Bid for Auto
Body Repair Services".
2. PREPARATION OF THE BID
All Bids shall be made on the Bid Form attached hereto and shall quote the service and must be signed by the
Bidder.
If a unit price or a lump sum already entered by the Bidder on the Bid Form is to be altered, it shall be crossed
out with ink and the new unit price or lump sum bid entered above or below it, and initialed by the Bidder in
ink.
Each Bid must be submitted in a sealed envelope bearing on the outside the name of the Bidder, its address, and
plainly marked "Bid for Auto Body Repair Services". If forwarding by mail, the sealed envelope containing the
Bid must be enclosed in another envelope addressed as specified in the Bid. The City may consider as irregular
any Bid not prepared and submitted in accordance with the provisions hereof and may waive any informalities
or reject any and all Bids.
Any Bid may be withdrawn prior to the above-scheduled time for the opening of Bids or authorized
postponement thereof.
Any Bid received after the time and date specified above shall not be considered.
3. AWARD OF THE BID
The City intends to establish nonexclusive contracts with responsive and responsible Bidders meeting the
requirements of this Invitation to Bid and whose submitted rates and charges are determined to be fair and
reasonable. Award of a contract does not guarantee any amount of work or expenditure. Individual repairs will
be assigned in accordance with Section 9.
No vendor is guaranteed a minimum amount of work or expenditure.
Each successful Bidder must execute the attached Services Agreement and provide the required insurance
documentation within ten (10) calendar days after receiving the Notice of Award. Failure to do so may result in
withdrawal of that Bidder's award.
4. CONDITIONS
Each Bidder shall fully acquaint itself with conditions relating to the scope and restrictions attending the
execution of the Bid. Bidders shall thoroughly examine and be familiar with the Specifications.

The failure or omission of any Bidder to receive or examine any form, instrument, addendum or other document
shall in no way relieve it of any obligations with respect to its Bid or to the Contract. The City shall make all
such documents available to the Bidder.
5. ADDENDA AND EXPLANATIONS
Explanations desired by a prospective Bidder shall be requested of the City in writing, and if explanations are
necessary, a reply shall be made in the form of an Addendum, a copy of which will be forwarded to each
Bidder. Each request for clarification shall be in writing (email) addressed to Kyle Therriault, Purchasing
Agent at ktherriault@springhilltn.org. Any verbal statements regarding same by any person prior to the award
shall be unauthoritative and not binding.
Addenda issued to Bidders prior to date of receipt of Bids shall become a part of the Bid Documents.
No inquiry received within seven (7) days of the date fixed for the submission and opening of Bids will be
given consideration.
Any final Addendum is anticipated to be issued no later than September 4, 2026, at 5:00 p.m. Central Time.
6. NAME, ADDRESS, AND LEGAL STATUS OF THE BIDDER
The Bid must be properly signed in ink and the address of the Bidder given. The legal status of the Bidder
whether corporation, partnership, or individual, shall also be stated in the Bid.
A corporation shall execute the Bid by its duly authorized officers in accordance with its corporate by-laws and
shall also list the state in which it is incorporated. A partnership Bidder shall give full names of all partners.
Partnership and individual Bidders will be required to state in the Bid the names of all persons interested
therein.
The place of residence of each Bidder, or the office address in the case of a firm or company, with county and
state and telephone number, must be given after his signature.
If the Bidder is a joint venture consisting of a combination of any or all of the above entities, each joint venturer
shall execute the Bid.
Anyone signing a Bid as an agent of another or others must submit with his Bid, legal evidence of his authority
to do so.
7. COMPETENCY OF BIDDER
The opening and reading of the Bid shall not be construed as an acceptance of the Bidder as a qualified,
responsible Bidder. The City reserves the right to determine the competence and responsibility of a Bidder
from its knowledge of the Bidder's qualifications or from other sources.
The City shall require submission with the Bid of the following supporting data regarding the qualifications of
the Bidder in order to determine whether it is a qualified, responsible Bidder. The Bidder will be required to
furnish the following information:

(a) Evidence that the Bidder is properly licensed and in good standing to conduct business in Tennessee, as
applicable.
(b) A description of the Bidder's repair facility, equipment, staffing, and capacity.
(c) At least three references for comparable fleet or commercial repair services.
(d) Evidence that the Bidder can satisfy the insurance requirements contained in the proposed Services
Agreement.
In the event that the City shall require additional certified supporting data regarding the qualifications of the
Bidder in order to determine whether he is a qualified responsible Bidder, the Bidder may be required to furnish
any or all of the following information sworn to under oath:
(a) Evidence that the Bidder is capable of commencing performance as required in the Bid Documents.
(b) Such additional information as will satisfy the City that the Bidder is adequately prepared to fulfill the
Contract.
The Bidder may satisfy any or all of the experience and qualification requirements by submitting the experience
and qualifications of its parent organization and subsidiaries or affiliates of the parent.
8. DISQUALIFICATION OF BIDDERS
Although not intended to be an exhaustive list of causes for disqualification, any one or more of the following
causes, among others, may be considered sufficient for the disqualification of a Bidder and the rejection if its
Bid:
(a) Evidence of collusion among Bidders.
(b) Lack of competency as revealed by either financial statements, experience or equipment statements as
submitted or other factors.
(c) Default on a previous municipal bid for failure to perform.
9. METHOD OF AWARD
The City intends to establish nonexclusive contracts with responsive and responsible Bidders meeting the
requirements of this Invitation to Bid and whose submitted rates and charges are determined to be fair and
reasonable.
For each repair, the City will request written, itemized estimates from the awarded vendors that are available
and capable of performing the work. The City will ordinarily assign the repair to the vendor submitting the
lowest responsive and responsible estimate and able to meet the required completion date.
If the lowest-priced vendor is unavailable, cannot meet the required schedule, or lacks the equipment or
certifications necessary for the repair, the City may assign the work to another awarded vendor and document
the reason for the assignment.
No vendor is guaranteed a minimum amount of work or expenditure.

10. TITLE VI POLICY
The City of Spring Hill will not discriminate in the purchase of all goods and services on the basis of race,
color, religion, sex, national origin, age, disability or any other lawfully protected classification.
Verbal quotations or quotations received after the closing date will not be accepted. The City of Spring Hill
reserves the right to reject any and all bids, to waive technicalities or informalities and to accept any bid deemed
in the best interest of the City of Spring Hill.
"Please note that any and all documents submitted to the City of Spring Hill that are associated with this project
are subject to the Tennessee Public Records Act. Access to the record is governed by the Tennessee Public
Records Act and the policies of the City of Spring Hill and the Office of Open Records Counsel."
Compliance with Public Chapter 775-TCA, Title 12, Chapter 4, Part 1
In accordance with Tennessee Code Annotated, Title 12, Chapter 4, Part 1, the Contractor can not be
currently engaged in, and will not for the duration of the contract, engage in a boycott of Israel.

AUTO BODY REPAIR SERVICES
SPECIFICATIONS
1.00 GENERAL
The City intends to establish contracts with up to two qualified vendors to provide auto body and collision
repair services for City-owned vehicles on an as-needed basis. Individual assignments will be made in
accordance with Section 1.04.
1.01 Contractor Performance
The Contractor is expected to provide all work in a professional workmanlike manner in accordance with all
City, State and Federal codes and regulations.
1.02 Term of Contract
The initial contract term shall be twelve (12) months from the Effective Date. The parties may renew the
contract in writing for up to three (3) additional twelve-month terms.
1.03 Frequency Requirements
The frequency of service is unknown. Based on available budgetary and historical information, annual
expenditures may be approximately $75,000. This amount is provided for informational purposes only and does
not represent a guaranteed minimum or maximum expenditure.
1.04 Contract Award
The City intends to establish nonexclusive contracts with responsive and responsible Bidders meeting all
requirements of this Invitation to Bid. The frequency and value of assignments will depend solely on the City's
needs, and no minimum amount of work is guaranteed. Individual repairs will be assigned in accordance with
Section 9 of the Instructions to Bidders.
2.00 SCOPE OF WORK AND SERVICES
Contractor shall provide all labor, materials, equipment, supervision and supplies to provide body repair
services as needed. The City will deliver and pick-up vehicles - therefore location will be an award
consideration.
Any work performed shall be scheduled in advance and approved by the City Representative.
2.1 All authorized repairs shall be completed within thirty (30) calendar days after written authorization by the
City unless the estimate identifies a longer completion period that is approved by the City. Documented factory
backorders and other circumstances beyond the Vendor's reasonable control must be reported promptly.
2.2 Vendor shall not be required to pick up damaged vehicles from the City of Spring Hill.
2.3 If a damaged vehicle is undriveable, City of Spring Hill will be responsible for towing the vehicle to the
vendor. Any additional towing will be the sole responsibility of the vendor.
2.4 New Original Equipment Manufacturer (OEM) parts shall be used unless the City provides prior written
approval for an aftermarket, recycled, remanufactured, or alternative part.
2.5 Factory replacement body panels shall be used on all vehicles unless previously authorized by the
department director/superintendent.

2.6 City of Spring Hill vehicles shall receive priority service.
2.7 The City reserves the right to inspect and reject any repair work determined to be unsatisfactory. The
Vendor shall promptly correct unsatisfactory or nonconforming work at no additional cost to the City.
2.8 All repaired vehicles shall be washed and free of body-shop dust, overspray, debris, and unnecessary
interior or engine-compartment residue before inspection by the City.
2.9 Vendor will furnish tires and batteries for any vehicle requiring replacement of tires and batteries due to
damage caused by an accident.
2.10 City vehicles must remain locked and secured at all times when parked outside.
2.11 The Vendor shall provide requested estimates within three (3) business days. Each estimate shall identify
the vehicle's fleet number, mileage, VIN, photographs of the damage, proposed repairs, labor hours and rates,
parts, materials, and all other applicable charges.
2.12 Vendor will provide weekly updates to Fleet Management on repair status of City vehicles along with
estimated completion timeframes.
2.13 Types of Repairs - Vehicles repairs due to damage caused by a wreck or accident may include but are not
limited to the following:
* Remove and replace airbags and related systems
* Remove, replace, repair and rebuild engines
* Remove, replace, repair and rebuild differentials
* Remove, replace, repair and rebuild heads, valves, and reseat valves
* Remove and replace water pumps, timing chains, etc
* Remove, replace, repair and rebuild transmissions
* Flashing and/or remapping ECMs and BCMs
* Repair all types of brake systems
* Repair of collision and accident-related body damage.
* Repair or replacement of damaged body panels, doors, fenders, bumpers, hoods, tailgates, grilles, and
related components.
* Dent, ding, crease, and minor body damage repair.
* Frame and structural body repair, when applicable.

* Removal and replacement of damaged components necessary to complete body repairs.
* Metal repair, welding, straightening, and related bodywork.
* Plastic and composite body component repair or replacement.
* Painting preparation, including sanding, masking, priming, and surface preparation.
* Paint repair and refinishing, including spot repairs and complete panel refinishing.
* Color matching the City's existing vehicle color and manufacturer specifications.
* Clear coat application and refinishing.
* Repair of paint damage, scratches, chips, peeling, fading, and other surface damage.
* Replacement and repair of trim, moldings, mirrors, lighting assemblies, and other components affected by
body damage.
* Repair, rebuild, and align front ends
o Repair or replace all electrical systems, and component parts, including batteries and emergency
lights
* Inspection of collision-damaged tires to determine whether they meet applicable safety requirements.
* Alignments - require authorization
* Two-wheel alignments, including shims
* Four-wheel alignments, including shims
* Final detailing and cleanup following completion of repairs.
2.14 OEM Parts: All parts installed in City of Spring Hill vehicles shall be new and shall be Original
Equipment Manufacturer (OEM) parts matching the part being replaced. City of Spring Hill reserves the right to
dictate what types of parts vendors will use on our vehicles and shall not accept aftermarket parts without prior
written approval by department superintendent/director. Replacement parts shall not in any way void the
Manufacturer's warranty.
2.15 Warranty: The Vendor shall warrant its workmanship for at least one (1) year after acceptance by the
City. Parts and materials shall carry the manufacturer's available warranty. Warranty repairs shall be completed
without additional cost to the City.
2.16 Time for Completion of Repairs: All authorized repairs shall be completed in a timely manner following
approval of the estimate. If a repair is expected to take longer than thirty (30) calendar days, the vendor must
include a time frame of completion and justification for the time extension in the estimate. City of Spring Hill
reserves the right to use an alternative repair service if vendor cannot complete the work within an acceptable
time frame.

The Contractor shall provide a written estimate identifying the recommended repairs, parts, labor hours, labor
rates, materials, paint/refinishing costs, and any other applicable charges prior to beginning work. No repair or
charge outside the City's approved scope may be performed or invoiced without prior written authorization.
Supplemental damage discovered after disassembly must be documented and approved before the additional
work begins.
The City reserves the right to inspect completed repairs and require correction of workmanship that does not
meet the specifications of the Invitation to Bid or the City's reasonable expectations. Mechanical repairs are
included only when directly related to collision damage and necessary to complete an authorized repair.

3.00 BID FORM
Labor Rate Per Hour for Mechanical Work: $
Labor Rate Per Hour for Body Repair: $
Labor Rate Per Hour for Painting/Refinishing: $
Labor Rate Per Hour for Frame/Structural Repairs: $
Paint and Materials Charge Per Refinish Labor Hour: $
Towing, if applicable - Per Occurrence $
Percentage Discount from Current OEM %
Manufacturer's Published List Price
Vendor Location(s):
Bidder shall state the address of the repair shop and hours of operation.
Address:__________________________________________________________________
City:____________________________ State:_________________ ZIP CODE:__________
Phone Number: _________________________ Email Address: _______________________
Hours of Operation:______________________________
Note: In consideration for award of bid, the location as well as cost, Bids will be evaluated. For the purpose of
this evaluation, the distance shall be calculated from 3893 Mahlon Moore Road, Spring Hill, TN 37174
Yes_________ NO___________ SIGNATURE: ______________________________
Bidder: ____________________________________________
By: ____________________________________________
(Authorized Signature for Bidder)
Title: ______________________________________________
Date: ______________________________________________