Project Information

Bid Title

Fleet Vehicle Maintenance and Repair

Issuing Agency

Truman State University

Location

Missouri

Published Date

Mar 18, 2026

Closing Date

Mar 26, 2026

Government Level

State & Local

Status

Closed

Ref. #

2026-11

Original Source

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Bid Documents

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Project Description

Project	Addendum/Additiona	Project Name	Date Due	Buye
2026-11	Addendum 1	Fleet Vehicle Maintenance and Repair	Thursday, March 26, 2026 @ 2:00PM Central Time	Sarah Jones

Attachment Preview

Truman State University

Sarah Jones, Purchasing Buyer

100 East Normal Avenue

McClain Hall 106

Kirksville, MO 63501

Phone: (660) 785-4159

Email: sjones@truman.edu

REQUEST FOR BID (RFB) – MARCH 4, 2026

PROJECT 2026-11 FLEET VEHICLE MAINTENANCE AND REPAIR

SUBMITTAL DEADLINE

2:00pm Central Time

Thursday, March 26, 2026

SUBMIT

One (1) Electronic copy via thumb drive

or email to sjones@truman.edu

DELIVERY BY MAIL

Truman State University

Attention: Sarah Jones, Purchasing Buyer

100 East Normal Avenue, McClain Hall 106

Kirksville, MO 63501

DELIVERY BY HAND

Truman State University

Purchasing Department

McClain Hall Room 106

(corner of Franklin and Normal)

Truman State University (Truman) is requesting bids from qualified contractors to perform maintenance and repairs to

fleet vehicles. Bids are to be delivered to the Purchasing Department at Truman by 2:00 PM CT, March 26, 2026, at which

time the names of those contractors submitting proposals will be read aloud. No other public disclosure will be made until after

a contract award.

RFB documents are available at https://www.truman.edu/businessoffice/purchasing/open-bids/. A notification of intent to

respond to this RFB is located immediately below. This page should be submitted to notify Truman of your interest in this project

and your plan to submit a bid. This form is also required if you wish to receive answers to questions regarding the RFB and any

addenda. Addenda’s will be issued if there are changes to this RFB.

____ YES

INTENT TO RESPOND STATEMENT

our organization plans to submit a quote in response to this solicitation.

____ NO

NO RESPONSE STATEMENT

our organization is not submitting a quote for the following reason(s):

฀ Do not offer this commodity or equivalent

฀ Schedule would not permit us to perform

฀ The purchase is too small

฀ The purchase is too large

฀

Insufficient time to respond

฀

Cannot meet delivery requirements

฀

Licensing restrictions (please explain)

฀

Other reasons

Name of Organization:

Contact Name:

Contact Address:

Contact Phone Number: ___________________________________________________

Contact Email Address: ___________________________________________________

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TABLE OF CONTENTS

Intent to Respond......................................................................................................................................................... 1

Part I – Overview ........................................................................................................................................................ 2

Part II – Specifications and Requirements................................................................................................................... 2

Part III – Proposal Evaluation and Award................................................................................................................... 4

Part IV – Contractual Agreement ................................................................................................................................ 6

Part V – Truman Prepared Exhibits

Exhibit A: Fleet Roster ............................................................................................................................................ 9

Exhibit B: State Tire Contract................................................................................................................................ 10

Part VI – Contractor Prepared Exhibits:

Exhibit C: Contractor Proposal Certificate ............................................................................................................ 11

Exhibit D: Contractor Qualifications ..................................................................................................................... 11

Exhibit E: Contractor Prices for Products and Services......................................................................................... 12

___________________________________________________________________________________________________________________________________________________________________________________

PART I – OVERVIEW

Founded in 1867, Truman is Missouri’s selective public liberal arts and sciences university. Truman primarily serves full-time

undergraduate degree seeking students in a residential environment. Truman offers numerous bachelors, masters, and minor

degrees in addition to certificate programs. Truman is accredited by the North Central Association of Colleges and Schools and

The Higher Learning Commission. Truman has been recognized as the number one Midwest regional public university in U.S.

News & World Report’s "Best Colleges" publication for more than twenty consecutive years. In addition to being recognized as

scholars, Truman students and alumni are known as contributors to their communities, creative problem solvers and goal-oriented

professionals. More information about Truman is available at www.truman.edu.

PART II – SPECIFICATIONS AND REQUIREMENTS

Truman State University seeks a qualified contractor to perform maintenance and repairs to the approximately fifty fleet vehicles,

including cars, mini-vans, full-size vans, and light-duty trucks on an as needed basis. This RFB contains specific information that

must be addressed in the contractor’s response. This RFB, and any subsequent addenda, constitute the specifications and

requirements for this project. Any communications regarding specifications and requirements should be directed to Truman’s

Purchasing Buyer referenced on the first page of this RFB, and it is the contractor’s responsibility to ensure any request for

information is received by Truman’s Purchasing Buyer.

Unless specifically stated in the RFB, the following specifications constitute the minimum requirements for this project. The

contractor may suggest additions or enhancements to the following requirements. Additions or enhancements, along with their

associated costs, should be clearly delineated in the contractor’s response.

A. Scope of Work

1. Routine vehicle maintenance and repair services on an as needed basis:

a. Oil change, filter replacement with fluid check every 5,000 miles

b. Chassis lubrication service with fluid check

c. Transmission fluid and filter change service

d. Light bulb or electric fuse replacement

e. Wiper blade replacement

f. Coolant flushes and refills

g. Air conditioning system maintenance

h. New and replacement tires (comparison to State of Missouri contract pricing as outlined in Exhibit A)

i. Tire rotation and alignments

j. Towing

k. Vehicle mechanical repairs

B. Non-Routine Repairs

1. The contractor will provide Truman with a fixed hourly labor rate for service not classified as routine maintenance. The

rate on the repair parts will be from the manufacturer’s printed parts price list and will remain fixed until the manufacturer

provides an updated printed parts list.

2. Any repair not considered routine maintenance as listed above and estimated over $500.00 will require a written estimate

and pre-approval by Truman’s Fleet Manager. Written estimates should be emailed to Truman’s Fleet Manager.

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3. All repair estimates must clearly identify the vehicle to be repaired and include the vehicle identification number (VIN).

All vehicle repairs estimates must be approved by Truman’s Fleet Manager within thirty (30) days of the repair estimate,

or a new estimate will be required.

4. In the event any repair requires that a vehicle be kept overnight at the contractor’s repair facility, the contractor must

secure the vehicle.

5. The contractor will arrange, if needed, towing services for Truman vehicles that may become disabled prior to reaching

the contractor’s repair facility. All Truman vehicles must be towed to the contractor’s facility the same day the contractor

is notified. If the contractor does not have towing services, any subcontractor must meet the same requirements.

6. The contractor will provide the required services and will not subcontract or assign the services without the prior written

approval of Truman’s Fleet Manager.

C. Quality Assurance

1. The contractor will identify an employee who will have the authority to resolve any disputed service issues.

2. All of the contractor’s repair technicians and mechanics working on Truman’s vehicles will be supervised by ASE certified

technicians. Contractor(s) will provide evidence of such certification as part of their response in Exhibit D.

3. The contractor’s repair facility must be an official vehicle inspection site as designated by the State of Missouri.

4. All contractor supplied services and parts will be compliant with the terms of the vehicle’s manufacturer’s standards.

5. The contractor will utilize quality brand replacement parts that are approved by the vehicle manufacturer. Rebuilt

replacement parts will not be accepted without the prior approval of Truman’s Fleet Manager.

6. When making written service estimates, the contractor will use the published industry standards found in the All-Data

OEM Manual as its guide to estimate the maximum service time for a specific repair. Repairs requiring labor hours greater

than the service time allowed in the All-Data OEM Manual must have prior written approval Truman’s Fleet Manager

before work is performed.

7. If the contractor offers the public any special or promotional pricing that is lower than its bid price(s) to Truman, the

contractor must provide the lower price to Truman as well.

8. The contractor must describe its invoice and repair reporting process and describe how the maintenance and repair

information will be communicated to Truman.

D. Other Project Requirements:

1. The contractor will provide a written report after each service of the work performed. The report will consist of all

fluid checks, brake check, tire check, belts and hoses, filters, wiper blades and battery check. Contractor must

complete the checklist and detail all services performed and all costs associated with the service to include parts.

The contractor must also note any conditions observed that will require additional work and will submit an estimate

for repairs based on the rates for parts, labor, and any diagnostics offered in this bid.

2. Contractor will provide a “reminder” applique for the inside of the vehicle windshield to remind the user of the next

maintenance check. This reminder for the next service will not exceed 5,000 miles.

3. Routine maintenance as listed above on the traveling fleet vehicles must be scheduled and completed within 72

hours. If parts are available at the contractor’s facility, the contractor must provide Truman’s law enforcement

vehicles with same day service.

4. Truman reserves the right to utilize other sources, should the contractor be unable to provide the required services.

E. Warranty

1. If a standard part of labor warranty exists, the contractor will supply a minimum warranty of 3,000 miles or 90 calendar

days on all labor and parts service.

F. Insurance

1. The awarded primary contractor, and any subcontractors, will maintain the following insurance policies:

a. Comprehensive General Liability: Coverage (including products/completed operations liability insurance and

broad form comprehensive general liability endorsement or its equivalent) will have minimum limits of

$1,000,000 per occurrence and $2,000,000 in aggregate.

b. Worker’s compensation insurance as prescribed by the laws of the State of Missouri.

c. The awarded primary contractor, and any subcontractors, will provide Truman with certificates of insurance for

all required policies within ten (10) days of award notification naming Truman State University as an additional

insured party. Such certificates will provide that Truman be given at least 30 days prior written notice of any

cancellation, intention to not renew, or material changes in these policies. Failure to provide, and continue in

force, the insurance coverages required above will be deemed a material breach of the contractual agreement

resulting in immediate termination of the contractual agreement. Presence of insurance coverage does not relieve

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the contractor of responsibilities or obligations assumed by the contractual agreement for which the contractor

may be liable.

PART III –PROPOSAL EVALUATION AND AWARD

A. Preparation of Proposals

1. It will be the contractor’s responsibility to ask questions, request changes or clarification, or otherwise advise Truman if

any language, specifications or requirements of an RFB appears to be ambiguous, contradictory, and/or arbitrary, or

appears to inadvertently restrict or limit the requirements stated in the RFB to a single source. Any and all communication

from contractors regarding specifications, requirements, competitive procurement process, etc. must be directed to

Truman, as indicated on the first page of the RFB. All formal inquiries for significant or material clarification or

interpretation, or notification to Truman of errors or omissions relating to this RFB document must be submitted in writing

and emailed to Sarah Jones, Purchasing Buyer, at sjones@truman.edu. Submission of questions and subsequent responses

will be issued as an addendum to all prospective contractors on file. No addenda will be issued later than forty-eight (48)

hours prior to the time and date scheduled for the receipt of responses except an addendum postponing or withdrawing the

RFB. Every attempt will be made to ensure that the contractor receives an adequate and prompt response. However, to

maintain a fair and equitable procurement process, all contractors will be advised, via the issuance of an addendum, of

relevant information related to the RFB.

2. Before submitting a proposal, contractors should become thoroughly familiar with all conditions referred to in this

document, along with any addendum issued, before the proposal submission date. Failure to do so will be at the

contractor’s risk. Such an addenda will form a part of the RFB. It will be the contractor's responsibility to ascertain that

the proposal includes all addenda issued prior to the submission date.

3. Unless otherwise specifically stated in the RFB, or subsequent addenda, all specifications and requirements constitute

minimum requirements.

4. Prices offered will remain valid for thirty (30) days from the proposal opening date unless otherwise indicated.

5. Only Truman’s written response(s) pertaining to this RFB, or an addendum, are valid.

6. Truman reserves the right to modify or cancel this RFB. Such action will be noted as an addendum.

B. Submission of Proposal and Award

1. A contractor’s submission must (a) include a signed proposal certificate executed by the contractor’s duly authorized

representative, (b) contain all information required by the RFB, and (c) be delivered to Truman no later than the exact

opening time and date specified in the RFB. Contractor’s submission will include a current IRS form W-9.

2. A proposal may also be withdrawn or modified by the contractor provided requests are made in writing before the RFB

opening date and time. Verbal requests to withdraw or modify a proposal will not be honored.

3 Proposals must be returned to Truman on or before 2:00 PM central time on Thursday, March 26, 2026. Proposals may

be emailed, mailed or delivered to the address on the first page of this RFB.

4. The contractor must submit all data required herein for the contractor’s proposal to be evaluated and considered for award.

Failure to submit such data will be deemed a cause for a proposal’s disqualification from award consideration. Responses

to this RFB should be submitted in the format specified. Proposals in any other format will be considered informal and

may be rejected. Conditional proposals will not be considered.

5. Contents of any proposal, attachment, and explanation submitted in response to this RFB, except copyrighted material,

will become the property of Truman. All copyrighted material must be clearly marked.

6. If your proposal contains any information you consider to be proprietary, you must place it in a separate envelope or e-

mailed file and mark it “Proprietary Information.” Truman is the final authority as to the extent of material considered

proprietary or confidential. Pricing information cannot be considered proprietary.

7. Truman reserves the right to reject any proposal, or to accept any proposal, or to withhold the award and to waive or

decline to waive irregularities in any proposal when Truman determines it is in its best interest to do so.

8. Truman reserves the right to consider historical information and facts, whether gained from the contractor’s proposal

response, question and answer conferences, references, or any other source, in the evaluation process. Truman reserves

the right to take such steps as it deems necessary to determine the ability of a contractor to perform, and each contractor

will furnish Truman such information and data for this purpose as it may request. Truman reserves the right to reject any

proposal where an investigation, or consideration of the information submitted by such contractor, does not satisfy Truman

that the contractor is qualified to properly carry out the terms of these specifications. It is the contractor’s sole

responsibility to submit information related to the evaluation categories, and Truman is under no obligation to solicit such

information if it is not included with the contractor’s response. Failure of the contractor to submit such information may

cause an adverse impact to the evaluation of the contractor’s proposal. Pursuant to Section 610.021 RSMo, proposals will

not be available for public review until after a contractual agreement is executed or all proposals are rejected. Truman

will notify RFB respondents of the contractor selected to provide these goods or services. Any award protest must be

received within ten (10) days after the date of notification of award in accordance with the statute.

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C. Proposal Opening.

1. Proposal openings are public at the opening date and time specified on the RFB document. Only the names of the

respondents will be read at the opening. No other public disclosure will be made until after a contract award.

2. It is the contractor’s responsibility to deliver the proposal to Truman by the opening date and time.

3. Proposals not received by Truman by the opening date and time will be late. Regardless of the degree of lateness or the

reason, including causes beyond the contractor’s control, late proposals will not be opened.

D. Evaluation / Award

1. Any clerical error, apparent on its face, may be corrected by Truman before the contractual agreement award. Upon

discovering an apparent clerical error, Truman will contact the contractor and request written clarification of the intended

proposal. The correction will be made in the notice of award. Examples of apparent clerical errors are: (a) a misplacement

of a decimal point and/or (b) an obvious mistake in designation of unit.

2. Awards may be made to the contractor whose quote complies with the requirements of the RFB as outlined in Part II,

and is the lowest and the best proposal considering:

a. Contractor qualifications and experience successfully completing similar work outlined in this RFB (submit as

Exhibit D: Contractor Qualifications).

b. A detailed price quote of all products and services proposed in response to this RFB including, but not limited to

itemized pricing, products to be used, and applicable warranty(s) (submit as Exhibit E: Contractor Prices for

Products and Services).

c. All other evaluation criteria specified in the RFB and any subsequent negotiations.

3. In the event all respondents fail to meet the same mandatory requirement in the RFB, Truman reserves the right, at its sole

discretion, to waive that requirement for all proposals and to proceed with the evaluation.

4. Any award of a contractual agreement will be made by written notification from Truman to the contractor.

5. Truman reserves the right to waive any minor irregularity or technicality found in any individual proposal.

6. Negotiations may be conducted with those contractors who submit potentially acceptable proposals. Proposal revisions

may be permitted for the purpose of obtaining best and final offers. In conducting negotiations, there will be no disclosure

of any information submitted by competing contractors. Any award of a contractual agreement will be made by written

notification from Truman to the contractor.

7. Truman reserves the right to request written clarification of any portion of a contractor’s response to verify intent.

However, contractors are cautioned that their response may be accepted without further clarification.

8. Missouri Preference: Proposals are being sought from Missouri and out-of-state companies. As a public institution,

Truman must follow State of Missouri laws and regulations regarding the procurement of services. Section 34.073 RSMo

states that Missouri state government agencies will give preference to contractors, corporations, or individuals doing

business as Missouri contractors, corporations, or individuals, or which maintain Missouri offices or places of business,

when the quality of performance promised is equal or better and the price quoted is the same or less. In assessing value,

Truman may consider the economic impact to the State of Missouri for Missouri contractors or products versus the

economic impact of services or products generated from out of state. This economic impact may include the revenues

returned to the state through tax revenue obligations. Contractors must provide the following information as it relates to

this RFP:

a. A description of the proposed services that will be performed and/or the proposed products that will be provided by

Missourians and/or Missouri products.

b. A description of the economic impact returned to the State of Missouri through tax revenue obligations.

c. A description of the contractor’s economic presence with the State of Missouri (e.g., type of facilities: sales office;

sales outlets; divisions; manufacturing; warehouse; other including Missouri employee statistics).

d. If any products and/or services offered under this RFP are being manufactured or performed at sites outside the

continental United States, the contractor must disclose such fact and provide details with their proposal.

9. Supplier Diversity: The State of Missouri is committed to fostering supplier diversity in state contracting. If a respondent

is a certified:

a. Minority Owned Business Enterprise (MBE) under § 37.020(3) RSMo,

b. Women Owned Business Enterprise (WBE) under § 37.020(6) RSMo,

c. Service-Disabled Veteran Owned Business Enterprise (SDVBE) under § 34.074 RSMo, or

d. Veteran Owned Business Enterprise (VBE),

The contractor may outline its qualifications in its response. Other respondents are encouraged to engage certified MBEs,

WBEs, SDVBEs and VBEs in the performance of services for Truman, and proposals may include a diversity

participation plan (maximum 2 pages) detailing: (1) proposed certified M/WBE/SDVBE/VBE contractors, their roles,

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Commodity Codes

• NAICS 811111General Automotive Repair

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