Project Information

Bid Title

Fleet Department – Police Vehicle Oil Change Services

Issuing Agency

City of Kingsland

Location

Georgia

Published Date

Jun 9, 2026

Closing Date

Jun 25, 2026

Government Level

State & Local

Status

Closed

Ref. #

RFQ #COK 26-031

Original Source

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Bid Documents

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Project Description

Bid Number:	RFQ #COK 26-031
Bid Title:	Fleet Department – Police Vehicle Oil Change Services
Category:	Miscellaneous Services
Status:	Open
Bid Recipient:	Hannah Smith, Purchasing Director

Description: The City of Kingsland Fleet Department is requesting sealed quotations from qualified local vendors to provide oil change services only for the City’s police vehicles. The City currently maintains approximately 60 police vehicles, and services shall be performed on an as-needed basis throughout the term of the contract. Publication Date/Time: 6/9/2026 11:30 AM Closing Date/Time: 6/25/2026 2:00 PM Submittal Information: Hannah Smith, Purchasing Director Contact Person: Submission Information Quotes due: June 25, 2026 by 2PM Submit to: City of Kingsland Attn: Hannah Smith, Purchasing Director 108 West William Ave. Kingsland, GA 31548 Submit all questions to hsmith@kingslandgeorgia.com. Download Available: www.kingslandgeorgia.com Fee: N/A Business Hours: 8:00-5:00 Monday-Friday Fax Number: (912)729-8827 Related Documents: RFQ-Fleet Oil Change Svc W-9

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City of Kingsland

Request for Quotes

RFQ #COK 26-031

Fleet Department – Police Vehicle Oil Change Services

Attn: Manager

Date: June 8, 2026

The City of Kingsland Fleet Department is requesting sealed quotations from qualified local

vendors to provide oil change services only for the City’s police vehicles. The City currently

maintains approximately 60 police vehicles, and services shall be performed on an as-needed

basis throughout the term of the contract.

Purpose:

The purpose of this RFQ is to obtain pricing from qualified vendors to provide routine oil change

services for City police vehicles for a one-year term. No additional repairs, maintenance, parts,

fluids, or services are included unless specifically authorized in writing by the Fleet Director.

Scope of Work:

The selected vendor shall provide oil change services for City of Kingsland police vehicles in

accordance with manufacturer recommendations and standard industry practice. Services shall

be limited to oil changes only and shall include removal and replacement of engine oil and oil

filter as applicable to the vehicle being serviced.

The vendor shall:

 Perform services at the vendor’s local facility, unless otherwise approved by the City.

 Have an officer or authorized City representative sign off on completed service

paperwork at the time of service.

 Forward a copy of the completed paperwork, along with any additional service or parts

recommendations noted during service, to the Fleet Director for maintenance tracking

and payment processing.

 Coordinate scheduling to minimize vehicle downtime and support police operations.

No diagnostic work, repairs, tire services, brake work, fluid flushes, or other parts replacement

shall be performed unless separately authorized by the City in writing.

Contract Term:

The contract shall be for one (1) year from the date of award, with no automatic renewal unless

mutually agreed upon in writing by the City.

Vendor Qualifications:

Respondents must be properly licensed and insured to perform oil change services in Georgia

and must demonstrate the ability to service police vehicles in a timely and reliable manner. The

City prefers vendors located within or serving the local Kingsland area.

Exact Solicitation Instructions:

Quotations must be submitted in a sealed envelope clearly marked:

“RFQ #COK 26-031 – Fleet Department – Police Vehicle Oil Change Services”

The respondent’s name and address shall appear on the outside of the envelope. Quotations

must be received by the City no later than the deadline stated above. Late submissions will not

be considered.

Respondents shall submit one original and one copy of the following:

 Completed Vendor Response Form.

 Completed Pricing Sheet.

 Acknowledgment of Addenda.

 Vendor Affidavit and Signature Page.

 Copy of current Business License.

 Copy of current Certificate of Insurance.

 Completed W-9.

 Completed E-Verify Contractor Affidavit.

The City may request additional information to determine responsiveness and responsibility. All

costs associated with preparation and submission of a quotation shall be borne solely by the

respondent.

Questions and Addenda:

All questions concerning this RFQ shall be submitted in writing to the City’s Purchasing Director

at hsmith@kingslandgeorgia.com. Any interpretation, clarification, or change to this RFQ will be

made only by written addendum issued by the City. Respondents are responsible for checking

for addenda and acknowledging receipt on the addendum form.

Pricing:

Respondents shall submit a firm price for each oil change service proposed and shall clearly

identify what is included in the quoted price. Prices shall include labor and all items necessary

to complete the oil change service but shall not include unauthorized additional services or

parts unless separately approved by the City in writing.

Prices shall be net of sales tax if applicable, and the City’s tax-exempt certificate will be

provided upon request.

Invoicing and Payment:

Invoices shall be submitted with supporting service documentation, including the completed

work order or service ticket signed by the officer or authorized City representative. Any

additional recommendations for service or parts shall be attached to the invoice and forwarded

to the Fleet Director for review and tracking. Payment shall be made in accordance with City

policy after receipt and approval of a proper invoice.

Local Vendor Preference:

Pursuant to the City of Kingsland local vendor policy, local vendors may be given an opportunity

to match the lowest price proposal if within 10% and when applicable under City ordinance. If a

local vendor matches the lowest responsive and responsible price proposal, including all other

terms, quality, service, and conditions, the local vendor shall be awarded the contract, subject

to the City’s ordinance and policy requirements.

Award:

Award will be made to the lowest responsive and responsible respondent whose quotation is

most advantageous to the City, considering price, service capability, local vendor preference,

and the City’s operational needs. The City may award to one vendor or partially award if doing

so is in the City’s best interest.

Reservation of Rights:

The City of Kingsland reserves the right to reject any or all quotations, or any part of any

quotation, to award in part or in whole, to waive any informality, technicality, or irregularity,

and to award the quotation deemed to be in the best interest of the City. The City further

reserves the right to clarify any terms with the concurrence of the respondent and to reject any

submission that includes additional terms or conditions not specifically requested.

This RFQ does not obligate the City of Kingsland to purchase any minimum quantity of services.

The City reserves the right to increase, decrease, or discontinue services as operational needs

require.

Hold Harmless:

The vendor shall indemnify, defend, and hold harmless the City of Kingsland, its elected

officials, officers, employees, agents, and representatives from all claims, losses, damages,

liabilities, suits, and actions arising out of or resulting from the vendor’s negligent acts or

omissions in connection with the services provided under this RFQ.kingslandgeorgia+1

Insurance:

The selected vendor shall maintain insurance coverage in amounts acceptable to the City and

shall provide proof of coverage upon request. Coverage shall remain in effect for the duration

of the contract.

Independent Contractor:

The vendor shall perform as an independent contractor and not as an employee or agent of the

City. Nothing in this RFQ or resulting contract shall be construed to create a partnership, joint

venture, or employment relationship.

Compliance with Law:

The vendor shall comply with all applicable federal, state, and local laws, rules, regulations, and

ordinances in performing the services.

No Minimum Purchase:

This RFQ does not obligate the City of Kingsland to purchase any minimum quantity of services.

The City may discontinue, reduce, or increase service needs based on operational

requirements.

Submission Information

Quotes due: June 25, 2026 by 2PM

Submit to:

City of Kingsland

Attn: Hannah Smith, Purchasing Director

108 West William Ave.

Kingsland, GA 31548

Submit all questions to hsmith@kingslandgeorgia.com.

Vendor Response Form

Company Name: ___________________________________________________________

Contact Person: ____________________________________________________________

Address: __________________________________________________________________

City/State/Zip: _____________________________________________________________

Phone: Email: ______________________________________________________________

Business License No.: ________________________________________________________

Insurance Carrier: ___________________________________________________________

Policy No.: _________________________________________________________________

Facility Location: ____________________________________________________________

Normal Service Hours: _______________________________________________________

Can your business service City police vehicles in a timely manner?

☐ Yes ☐ No

Describe any limitations relevant to this solicitation:

Commodity Codes

• NAICS 811111General Automotive Repair
• NAICS 811198All Other Automotive Repair and Maintenance

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