VEHICLE SERVICE AND REPAIRS Bid No. #04-202627

Description: Purpose of Proposal The Garfield Board of Education (Board) (School District) is soliciting competitive bid pricing from qualified businesses in New Jersey for as-needed Vehicle Service and Repairs on • School Bus Vehicles All potential respondents are to carefully read the specifications outlined in the bid package. District Vehicles As of October 2026, the Garfield Board of Education has a total of eleven (11) school buses and two (2) school bus vans owned and operated by the District. SCOPE OF SERVICE A. GENERAL - SERVICE AND REPAIR The services shall be performed in accordance with federal, state, county, and local education laws and codes, and especially in compliance with New Jersey Motor Vehicle Commission rules and regulations. All vendors submitting bid responses must have the facilities and qualified personnel to perform the following services and repairs: • Mechanical: Engine, Transmission, Brakes & Braking Systems, Suspension, Steering, Wheelchair Lifts, Lift Gate, etc. • Electrical: Electrical and Ignition Systems, Batteries, Starters, Alternators, Lights, Bus Alarms, Electrical aspects of Crossing Arm, Stop Sign, etc. • HVAC: Heating, Ventilation, Air Conditioning, Cooling System, Radiators, etc. • Exhaust and Emission System: Emissions regeneration on large diesel buses, maintenance on other pollution control devices, Catalytic Converters, PCV Valves, etc. • Internal and External Body Works: Vendor should be able to perform routine bodywork. Specialized collision repairs or metal straightening shall be quoted from authorized vendors and approved by the Office of Transportation prior to work commencing. • Standard Vehicle Services: Scheduled oil and filter changes, lubrication, tire maintenance, brake inspections, battery testing, diagnostic services, fluid changes, and manufacturer-recommended preventive maintenance. Unscheduled Repair Service: Vendor may recommend further repairs based on diagnostics, performance standards, vehicle history, mileage, etc., but must obtain prior authorization before completing additional repair work. Aftermarket Up-Fit Components: District-assigned aftermarket components (e.g., wheelchair lifts) will have maintenance schedules based on OEM recommendations and will be included as contract amendments as needed. Turnaround Time — One to Two Business Days: Routine maintenance and minor repairs to be completed within one business day; major repairs within two business days after receipt of the vehicle and written authorization, provided parts are available. Vendor must promptly notify the District of anticipated delays and provide revised completion estimates. Winterization: Vendor responsible to protect vehicles against winter freeze-ups; vehicles shall be protected to -30°F with permanent-type antifreeze coolant. Provide diesel fuel treatment products as required. B. EMERGENCY ROAD ASSISTANCE / Wrecker Agreement A copy of any agreement with a wrecker owner must be submitted with the bid. Bidder must furnish fixed rates for servicing disabled vehicles on regular routes, athletic routes, field trips, and other district-authorized operations. Emergency Response Roadside Assistance: Vendor must dispatch towing vehicle within fifteen (15) minutes after notification and complete roadside service within thirty (30) minutes after arrival when feasible. Roadside service shall be completed without installation of major repair parts or equipment. Drivers: Criminal History Background: All drivers answering roadside/towing calls for district vehicles must comply with State Police criminal history check requirements and must not have convictions or records disqualifying them from contact with students. Miscellaneous/Other Work: Other work as approved and specified by the District. Vendor must provide written estimates when needed for insurance purposes. C. NJMVC INSPECTION FACILITATION / Quarterly Inspection Report Vendor responsible for Quarterly and Semi-Annual State MVC Vehicle Inspections per NJMVC guidelines. Vendor shall perform preventive inspections, identify deficiencies, and recommend corrective action in advance of scheduled state inspections. Vendor shall correct, at no additional labor charge, deficiencies directly attributable to its negligent or defective workmanship where applicable. Vendor shall provide a Quarterly Inspection Plan (vehicle numbers, inspection dates/times) and submit dated, signed Quarterly Inspection Reports (MM/DD/YYYY) immediately to the District. If a bus will not pass inspection, vendor shall tag it "Out of Service" and not submit it for inspection. If failure is due to vendor negligence, District may require remedial action at no cost. TERM OF CONTRACT This contract takes effect on January 1, 2027, and continues through June 30, 2028. The Board reserves the right to offer the successful vendor a renewal contract for up to two (2) years, subject to statutory requirements and annual appropriation of funds. The Board will provide written notice if it elects to renew. VENDOR QUALIFICATIONS Vendor must demonstrate ability to provide regular and preventive repairs and maintenance for the District fleet. Requirements include at least five (5) years of experience in school bus and truck repairs, submission of client references, employment of at least two experienced mechanics, sufficient staffing to maintain the fleet, and hours of operation at minimum 6:30 a.m. through 5:00 p.m. Monday–Friday with emergency service available nights/weekends/holidays. Preferred location within a 1–10 mile radius of the Garfield Board of Education Business Office. Parts and Materials: Parts shall be new, first-line quality and factory warranted; used parts permitted only with Transportation Supervisor approval. Vendor must maintain adequate stock of common parts and have immediate access to suppliers for major parts. Parts billed at supplier invoice cost plus a 15% markup; supplier invoices shall accompany billings for parts over $500. Equipment: Vendor shall possess necessary equipment (electronic tune-up equipment, wheel alignment, emission control, etc.) and provide an equipment listing with the submittal. Billing and Payment: Vendor to provide signed, itemized invoices showing Work Order #, Bus/Vehicle #, odometer reading, vehicle make/model/VIN/license, labor hours and hourly rate, charges for parts/materials, and signature of district employee picking up the vehicle. Vendor to submit monthly finalized bills and supporting documents to Accounts Payable before the 15th of each month. Award intent is to the lowest responsible bidder based on lowest labor hourly rate; district may award to secondary vendor if needed. Record Keeping: Vendor shall maintain a separate file for each district vehicle with history of all work performed; records to be maintained for the useful life of the vehicle and turned over to the District upon contract termination. Termination: Either party may terminate the contract in whole or part for cause or convenience upon sixty (60) days' written notice prior to yearly expiration. The Board may terminate immediately for unsatisfactory performance after providing notice to correct and due process. (For full contract terms, general bid requirements, detailed forms, certifications, insurance, bonding, affirmative action, and other procurement provisions, bidders are directed to the complete bid specification package.)