Project Information

Bid Title

FIRE APPARATUS PREVENTIVE MAINTENANCE AND REPAIR CONTRACT

Issuing Agency

City of Port Arthur

Location

Texas

Published Date

Dec 17, 2025

Closing Date

Jan 7, 2026

Government Level

State & Local

Status

Closed

Ref. #

P26-003

Original Source

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Bid Documents

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Project Description

Bid Number:	P26-003
Bid Title:	FIRE APPARATUS PREVENTIVE MAINTENANCE AND REPAIR CONTRACT
Category:	Vehicles & Equipment
Status:	Open

Publication Date/Time: 12/4/2025 6:07 PM Closing Date/Time: 1/7/2026 3:00 PM Submittal Information: City Secretary Office Addendum Date/Time: 12/17/2025 Contact Person: clifton.williams@portarthurtx.gov Download Available: Yes Plan & Spec Available: Purchasing Office Business Hours: 8:00 am - 5:00 pm Fax Number: 409-983-8291 Related Documents: RFP - Fire Apparatus Preventative Maintenance Addendum #1 Preventative Maint Fire

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CHARLOTTE M. MOSES, MAYOR

HAROLD L. DOUCET, SR.,

MAYOR PRO TEM

COUNCIL MEMBERS:

WILLIE BAE LEWIS, JR.

TIFFANY L. HAMILTON EVERFIELD

DONEANE BECKCOM

THOMAS KINLAW, III

DONALD FRANK, SR.

RONALD BURTON, CPM

CITY MANAGER

SHERRI BELLARD, TRMC

CITY SECRETARY

ROXANN PAIS COTRONEO

CITY ATTORNEY

FIRE APPARATUS PREVENTIVE MAINTENANCE AND REPAIR CONTRACT

DEADLINE: Sealed proposal submittal must be received and time stamped by 3:00 p.m., Central Standard

Time, Wednesday, December 17, 2025 (The clock located in the City Secretary’s office will be the official

time.) All proposals received will be read aloud at 3:15 p.m. on Wednesday, December 27, 2025 in the City

Council Chambers, City Hall, 5th Floor, Port Arthur, TX. Proposals will be opened in a manner to

avoid public disclosure of contents; however, only the names of proposers will be read aloud.

MARK ENVELOPE: P26-003

DELIVERY ADDRESS: Please submit one (1) original and USB duplicate copy of your RFP to:

CITY OF PORT ARTHUR

CITY SECRETARY

or

P.O. BOX 1089

PORT ARTHUR, TEXAS 77641

CITY OF PORT ARTHUR

CITY SECRETARY

444 4TH STREET, 4th Floor

PORT ARTHUR, TEXAS 77640

POINTS OF CONTACT:

Questions concerning the Request for Proposal should be directed in writing to:

City of Port Arthur, TX

Clifton Williams, Acting Purchasing Manager

P.O. Box 1089

Port Arthur, TX 77641

clifton.williams@portarthurtx.gov

Purchasing Division/Finance Department | Purchasing Manager, Clifton Williams

P.O. Box 1089|444 4th Street| Port Arthur, Texas 77641| 409.983.8160 |Fax 409.983.8291

The enclosed REQUEST FOR PROPOSAL (RFP) and accompanying General Instructions are for

your convenience in submitting proposals for the enclosed referenced services for the City of Port

Arthur.

Proposals must be signed by a person having authority to bind the firm in a contract. Proposals shall

be placed in a sealed envelope, with the Vendor’s name and address in the upper left-hand corner

of the envelope.

ALL PROPOSALS MUST BE RECEIVED IN THE CITY SECRETARY’S OFFICE BEFORE

OPENING DATE AND TIME. It is the sole responsibility of the firm to ensure that the sealed RFP

submittal arrives at the above location by specified deadline regardless of delivery method chosen

by the firm. Faxed or electronically transmitted RFP submittals will not be accepted.

Clifton Williams

Purchasing Manager

Page 2 of 23

REQUESTS FOR PROPOSALS

FIRE APPARATUS PREVENTIVE MAINTENANCE AND REPAIR CONTRACT

(To be Completed ONLY IF YOU DO NOT BID.)

FAILURE TO RESPOND TO BID SOLICITATIONS FOR TWO (2) BID PERIODS MAY

RESULT IN REMOVAL FROM THE VENDOR’S LIST. However, if you are removed you will

be reinstated upon request.

In the event you desire not to submit a bid, we would appreciate your response regarding the

reason(s). Your assistance in completing and returning this form in an envelope marked with

the enclosed bid would be appreciated.

NO BID is submitted: ____ this time only

____ not this commodity/service only

Yes

No

Does your company provide this product or services?

Were the specifications clear?

Were the specifications too restrictive?

Does the City pay its bills on time?

Do you desire to remain on the bid list for this product or service?

Does your present work load permit additional work?

Comments/Other Suggestions:

Company Name:

Person Completing Form:

Mailing Address:

City, State, Zip Code:

Telephone:

Email:

Date:

Page 3 of 23

City of Port Arthur

Request for Proposals

Fire Apparatus Preventive Maintenance and Repair

OBJECTIVE:

The intent of this Request for Proposal (RFP) is to obtain the services of a qualified contractor to perform

preventive maintenance (PM) and repairs to city-owned fire apparatus and other special service response

vehicles. Service rendered by the Proposer shall take place at either City or worksite where the apparatus is

assigned/located or at the Proposer’s service facility. The contractor shall be able to perform preventive

maintenance (PM) and repairs as specified in this RFP to specified city–owned fire apparatus, and special

service response vehicles.

SCOPE OF SERVICE:

The Proposer shall provide scheduled preventive maintenance (PM), remedial repairs, parts acquisition, and

other associated services.

The Proposer will furnish all necessary supervision, labor, parts, supplies and, with prior approval of an

authorized fire department representative, sub-contract work, required to maintain the fleet in a state-of-

repair and service consistent with generally accepted fleet practices and as more specifically defined in this

RFP.

This is a one (1) year contract with the option to renew for two (2) additional one year periods, subject to the

approval of both parties.

PREVENTIVE MAINTENANCE:

A preventive maintenance (PM) program will be established for all Fire vehicles and equipment that are the

responsibility of the Proposer.

Although subject to change as agreed by the Proposer and the Port Arthur Fire Department the PM work will meet

the following minimum requirements:

As a minimum, the following items will be required during each PM.

500 Engine Hour or 6 month(per OEM recommendation) PM Service for All Apparatus Chassis:

1. Change engine oil and filter

2. Check crankcase filter on all Cummins engines. (a separate charge will apply if filter is needed)

3. Inspect engine air filter (a separate charge will apply if filter is needed)

4. Change fuel filter(s)

5. Change coolant filter(s)

6. Change DEF filter

7. Check transmission fluid and filter(s). Change per OEM recommendation with Transynd fluid.

(a separate charge will apply if fluid and filter is needed)

8. Check transfer case fluid (if applicable)

9. Check differential fluid. (a separate charge will apply if fluid change is necessary)

10. Complete chassis lubrication

11. Check and top off power steering fluid level

12. Check and top off brake fluid level (as applicable)

13. Check and top off windshield washer fluid

14. Check and top off priming tank reservoir (as applicable)

15. Check and adjust all tire pressures

16. Road test apparatus

17. Perform complete vehicle inspection per inspection list

18. Provide complete documents describing work performed, complete inspection report which

includes estimates for repairs needed other than described in the normal maintenance listed

above. (See required inspection guideline list)

19. Rotate Front Tires

20. Shop supplies

21. Fluid sampling from 3rd party laboratory for contaminates in Engine oil and transmission fluid.

Annually for apparatus with a fire pump

1. Fire pump testing per NFPA and OEM recommendations

FOAM SYSTEM MAINTENANCE per OEM recommendations

A. Change the system hydraulic filter and top off the fluid as needed, Check for contamination in

the drain fluid.

B. Foam System Flush

Part #1: Drain / Flush the Foam System Plumbing – “Major Flush”

1. Place the apparatus on the containment berm or within the containment area. Set up and test the

pump and hose lines that will be used to move the wastewater/foam from the containment berm

or area to the storage tank or transport tank.

2. Drain as much concentrate as possible from the foam system using gravity and air pressure.

Water will be pushed through the foam pump during this procedure. It is recommended to

operate the foam pump in manual control mode during this operation to improve the flow

through the pump. Catch and properly dispose of any/all-foam concentrate in a container

separate from the wastewater/foam that will be present during the remaining steps.

3. Flush the foam system plumbing with fresh pressurized water, starting with the foam intakes and

foam concentrate discharges. (If a foam tank Drain / Flush / Wash is required, route the water

from this process back into the tank using discharge hose lines.)

4. Remove, Clean, and Visually Inspect all system foam strainers.

5. Flush all Foamed Discharges with fresh pressurized water by opening each metering valve and

blocking valve, if applicable. (If foam tank Drain / Flush / Wash is required, route the water

from this process back into the tank using discharge hose lines.)

6. Flush the Foam Tank Fill valve and lines with fresh pressurized water ONLY IF a Foam Tank

Drain / Flush / Wash is required.

7. Drain the foam system.

8. Close all valves, metering valves, and blocking valves.

9. Remove, Clean, Inspect, and Reinstall the Foam Tank Vacuum Breaker Vents.

10. Briefly test the operation of the foam system foam pump in manual mode

Commodity Codes

• NAICS 238220Plumbing, Heating, and Air-Conditioning Contractors
• NAICS 811219Other Electronic and Precision Equipment Repair and Maintenance
• NAICS 811310Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance

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