Project Information

Bid Title

Fleet Maintenance and Repair Services

Issuing Agency

Calhoun County Alabama

Location

Alabama

Published Date

Mar 4, 2026

Closing Date

Mar 11, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Inquiries

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Bid Documents

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Project Description

Bid Description	Open	Buyer Contact
Fleet Maintenance and Repair Services	03-11-2026	Christi Ford 256-241-2800 x6

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CALHOUN COUNTY COMMISSION

INVITATION TO BID (ITB) – FLEET MAINTENANCE AND REPAIR SERVICES

Sealed bids will be received by mail or in person by the Calhoun County Commission at the

Ken Joiner Calhoun County Administration Building, 1702 Noble Street, Suite 103,

Anniston, Alabama 36201, until 2:00 p.m., Wednesday, March 11, 2026, at which time

bids will be publicly opened and read in accordance with applicable law.

Bids shall be submitted in sealed envelopes clearly marked on the outside:

“BID - DO NOT OPEN - FLEET MAINTENANCE AND REPAIR”

and shall include the bidder’s name and bid opening date on the envelope.

Late bids will not be accepted. Bids received after the stated date and time, whether

delivered by mail, courier, or in person, shall be rejected and returned unopened. The

County assumes no responsibility for delays caused by mail delivery, courier services,

weather, or other circumstances beyond the County’s control.

Questions on this invitation to bid should be directed to Christi Ford via email at

cford@calhouncounty.org or by phone at 256-241-2800 extension 6.

1. PURPOSE

The Calhoun County Commission (“County”) invites sealed bids from qualified vendors to

provide Scheduled Maintenance and Inspections (SMI) and as-needed repair services for

the County’s fleet of cars and light trucks. Services may include routine maintenance,

inspections, repairs, on-site service calls, emergency service calls, and towing, as

requested by the County.

2. TERM / AWARD STRUCTURE

Initial Term:

One (1) year, beginning March 13, 2026.

Renewals:

Up to two (2) additional one-year renewal terms, exercisable at the County’s option,

subject to funding availability and satisfactory performance.

Award:

The County intends to award a contract to the lowest responsible and responsive bidder

meeting all requirements of this Invitation to Bid. The County reserves the right to reject any

or all bids, to waive informalities, and to award in the best interest of the County.

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3. MINIMUM RESPONSIBILITY REQUIREMENTS

Bidders must provide documentation demonstrating:

1. Capacity / Throughput

Ability to service a County fleet of approximately 180 vehicles of varying makes,

models, and duty cycles with timely turnaround, as demonstrated by the following

capacity information:

 Number of service bays

 Number of technicians (full time equivalent) on sta (ASE-certified or

equivalent)

 Normal business hours and after-hours availability

 Estimated average daily vehicle capacity (for evaluation purposes only)

 Explanation of ability to provide occasional on-site, roadside, and emergency

service call response

The County reserves the right to consider this information in determining bidder

responsibility and may reject bids from vendors that, in the County’s sole judgment,

lack su icient capacity or resources to meet the operational needs of the County

fleet.

2. Secure Storage

Ability to securely store County vehicles overnight when required (fenced or

otherwise secured lot).

3. Insurance

Proof of required insurance coverage as specified in Section 13.

4. E-Verify Compliance

Proof of enrollment in E-Verify (Attachment H) and execution of the required a idavit

(Attachment D), as required by Alabama law.

5. Licensing

All required business, trade, and professional licenses. Towing operators must

maintain all applicable licensing and regulatory compliance.

6. References

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The bidder shall provide a minimum of three (3) references from current or recent

customers for whom the bidder has provided fleet maintenance and repair services

of comparable size, scope, or complexity within the past three (3) years.

References shall include the customer name, contact person, telephone number,

email address, and a brief description of services provided, including approximate

fleet size or volume of work.

The County reserves the right to contact references to verify the bidder’s capacity,

reliability, turnaround performance, and overall capability to service the County’s

fleet.

Service Location:

The County may require the primary service facility to be located within five (5) miles of

Anniston (the County seat) to support operational uptime.

Estimated Annual Service Volume (for informational purposes only):

 Scheduled Maintenance (oil change/inspection): approximately 300–400 per year

 Minor repairs (brakes, sensors, cooling, etc.): approximately 100–200 per year

 Major repairs (engine, transmission, drivetrain): approximately 15–30 per year

These figures are estimates only and do not guarantee volume.

4. SCOPE OF SERVICES

A. Scheduled Maintenance & Inspections (SMI)

Routine preventative maintenance and standardized inspections performed in accordance

with manufacturer recommendations (wherever provided by the manufacturer) and

County-approved inspection checklists (whenever provided by the County), to include

routine changes of lubricants and filters.

In addition to oil and filters, routine consumable items such as air and cabin filters, light

bulbs, fuses, wiper blades, windshield washer fluid, and similar low-cost items may be

replaced during SMI without obtaining County approval and should be replaced at the time

of SMI if needed.

In such cases, parts cost shall be billed to the monthly PO for SMI. Labor for installation of

these items shall be included in the SMI price; no additional labor is authorized for

installation of these items during SMI.

All other items identified during SMI shall require County approval with a separate repair

estimate and issuance of a vehicle-specific Purchase Order for the approved repair.

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SMI for specialty vehicles (such as tactical vehicles and certain o -road vehicles) may be

performed on a per-quote basis (using the repair PO process) instead of at the SMI flat rate.

B. Tires

Tire pricing and replacement services governed by Section 9.

C. On-Site Service Calls, Emergency Calls, and Towing

As requested by the County and billed in accordance with Section 11.

D. County-Provided Fleet Maintenance Services

Some County departments and o ices may utilize internal personnel and systems to

perform any or all services as provided under this contract, in lieu of using this contract or

in addition to using this contract. The County reserves the right to perform any and all

services otherwise provided for under this contract using its own forces at any time.

E. Delivery and Pickup and Wrap-Around Services

Typically, the County will deliver vehicles to the Awarded Bidder for service or repair.

If the Awarded Bidder o ers any additional value-added or wrap-around services (such as

pick-up and delivery, not including towing), such services shall be at no additional cost to

the County.

5. WORKFLOW – SCHEDULED MAINTENANCE & INSPECTIONS (SMI)

1. Monthly Blanket Purchase Orders

The County will issue a monthly open/blanket PO for each department receiving SMI

services. All SMI work performed for each department shall be billed to a single PO.

2. Scheduling

SMI work shall be scheduled in coordination with designated County

representatives.

3. Turnaround Standard

SMI work must be completed within twenty-four (24) hours of scheduled

appointments, excluding weekends and o icial holidays, except where delayed by

factors outside the Awarded Bidder’s control or as otherwise approved by the

County.

4. Moving from SMI to Repairs

If additional needed non-SMI repairs are identified, the Repairs Workflow in Section

6 must be followed.

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5. Monthly Invoicing

At month-end, the Awarded Bidder shall invoice against each department’s monthly

PO.

6. Not-to-Exceed Control

Monthly POs are issued as lump-sum not-to-exceed amounts unless amended by

the County.

6. WORKFLOW – REPAIRS (NON-SMI)

Overview of Repair Workflow Process:

 Vehicle arrives

 Diagnose

 Submit estimate

 Receive approval + PO (typically, same day or next day)

 Obtain parts and perform repair

 Invoice

Specific Steps and Instructions:

1. Diagnose & Quote*

Provide a written estimate itemizing labor and parts to the designated County

representative.

* Initial diagnostic labor directly associated with SMI inspections shall be billed

under the monthly SMI PO; diagnostic labor unrelated to SMI shall be billed under

the vehicle-specific repair PO.

2. County Approves Repair

Estimates for parts and repairs must be approved by the designated County

representative.

3. County Issues Purchase Order

A separate PO is required for each vehicle prior to beginning repairs.

4. No Unauthorized Work

No repairs shall begin without an approved PO, except as provided in Section 7.

Transmission and drivetrain repairs shall follow the same estimate, approval, and

vehicle-specific Purchase Order process as all other non-SMI repairs; no additional

approval threshold is required beyond issuance of the approved Purchase Order.

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Commodity Codes

• NAICS 811111General Automotive Repair
• NAICS 811118Other Automotive Mechanical and Electrical Repair and Maintenance
• NAICS 811310Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance

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