Project Information

Bid Title

OEM REPAIRS AND SERVICES FOR LIGHT VEHICLE FLEET

Issuing Agency

City of Hampton

Location

Virginia

Published Date

May 21, 2026

Closing Date

Jun 25, 2026

Government Level

State & Local

Status

Closed

Ref. #

ITB 26-35/SW

Original Source

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Bid Documents

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Project Description

Bid Number:	ITB 26-35/SW
Bid Title:	OEM REPAIRS AND SERVICES FOR LIGHT VEHICLE FLEET
Category:	Entity: City
Status:	Open

Description: THE CITY OF HAMPTON IS SEEKING BIDS FROM QUALIFIED BIDDERS TO PROVIDE ORIGINAL EQUIPMENT MANUFACTURER (“OEM”) REPAIRS FOR THE CITY OF HAMPTON’S LIGHT VEHICLE FLEET. Publication Date/Time: 5/21/2026 3:00 PM Closing Date/Time: 6/25/2026 1:00 PM Pre-bid Meeting: N/A Contact Person: Shalanda Wilson, Buyer Consolidated Procurement 1 Franklin Street, Suite 345 Hampton, VA 23669 Phone: 757-727-2202 Email: [email protected] Business Hours: Monday-Friday 8:00am to 4:30pm Related Documents: ITB 26-35SW OEM REPAIRS AND SERVICES FOR LIGHT VEHICLE FLEET - Final

Attachment Preview

INVITATION TO BID – GOODS AND SERVICES

ISSUE DATE:

ITB #: 26-35/SW

NIGP CODE:

MAY 21, 2026

OEM REPAIRS & SERVICES FOR

92800

LIGHT VEHICLE FLEET

DATE/TIME OF CLOSING:

BUYER NAME:

COMMODITY: EQUIPMENT

JUNE 25, 2026 AT 1:00PM

SHALANDA WILSON

MAINTENANCE & REPAIR

SERVICES FOR AUTOMOBILES…

THE CITY OF HAMPTON IS SEEKING BIDS FROM QUALIFIED BIDDERS TO PROVIDE ORIGINAL EQUIPMENT

MANUFACTURER (“OEM”) REPAIRS FOR THE CITY OF HAMPTON’S LIGHT VEHICLE FLEET.

ACKNOWLEDGE RECEIPT OF ATTACHMENTS: A

ACKNOWLEDGE RECEIPT OF ADDENDUM: 1

Pre-Bid Conference – N/A

BIDDER NAME:

B

C

D

(Please initial)

2

3

4

(Please initial)

COMPETITIVE SEALED BIDDING. This Invitation to Bid (“ITB”) is subject to the competitive sealed bidding provisions

outlined in Virginia Code §2.2-4302.1. Sealed bids will be received in the Issuing Office or via DemandStar (www.demandstar.com)

until Closing Date and Closing Time as specified in this solicitation including any addenda issued by this office. Bids received by

telephone, email, facsimile, or any other means of electronic transfer will not be accepted. The City of Hampton is not

responsible for late delivery by the United States Postal Service or any other courier. All inquiries for information regarding this ITB

are to be directed to the Issuing Office as defined herein.

THIS IS NOT AN ORDER. The City of Hampton, hereafter referred to as “the City”, reserves the right to accept or reject any and all

bids in whole or in part and waives any informality in the competitive sealed bidding process. Further, the City reserves the right to

enter into any one or more contracts deemed to be in its best interest. The entire contents of the ITB, addenda, and Bidder’s bid shall

be incorporated by reference into any resulting contract.

Bidder Information:

Name of Bidder:

Address:

Phone Number:

Fax Number:

Email Address:

State Corporation Commission ID: ______________________

City of Hampton Business Prof. License Tax No.:

Federal Tax Identification Number: ___________________; OR Social Security Number (Sole Proprietor):________________

NOTE: Numbers identified as social security numbers will be redacted in public documents.

Business Classification:

Is Bidder a “minority” business? Yes No

African American

Hispanic American

Native American

Asian American

Other; Please Explain: ______________________________________________________

Is Bidder Woman Owned? Yes

No

Is Bidder a Small Business? Yes No

Is Bidder Faith-Based Organization?

Yes No

Is Bidder a Disabled Veteran Business? (for informational purposes only)

Yes

No

Check One: INDIVIDUAL

PARTNERSHIP

CORPORATION

LLC

State in which Registered or Incorporated _____________________________

By signing this bid, Bidder certifies, acknowledges, understands, and agrees to be bound by the conditions set forth above and

in the Instructions to Bidders and General Conditions as described in Attachment A.

Authorized Signature:

Date:

Printed Name:

Title:

Issuing Office: Wherever used in this ITB, the Issuing Office Will Be:

Shalanda Wilson, Buyer

Consolidated Procurement Division

1 Franklin Street, Suite 345

Hampton, Virginia 23669

Phone: (757) 727-2202

Email: swilson@hampton.gov

Wherever used in this ITB, the City Contract Administrator will be:

Nestor Sosa, Fleet Services Superintendent

City of Hampton - Fleet Services

413 N. Armistead Avenue

Hampton, Virginia 23669

Phone: (757) 727-6136

Email: nestor.sosa@hampton.gov

City of Hampton

(rev. 12-6-22)

Page 2 of 40

I. BACKGROUND

Hampton, Virginia

Hampton is an independent city located in Virginia. It is on the southern end of the Virginia Peninsula, bordering

the Chesapeake Bay. The City has a total area of 136.2 square miles; 51.8 miles of that is land and 84.4 miles is

water, with a total population of more than 137,000.

The City boasts a strong military and technology presence. The nation’s first air base, Langley Air Force Base, is

home of the First Fighter Wing and continuing to add new missions. As Joint Base Langley-Eustis, it contributes

nearly $4 billion a year to the regional economy. NASA Langley Research Center, where America’s first

astronauts were trained, is a major center for aviation research. In addition, the National Institute for Aerospace,

run by a consortium of universities, conducts research on both manned and unmanned systems. The most recent

research center is Huntington Ingalls, which located its Unmanned Systems Center of Excellence in Hampton to

focus on military and business applications for underwater drones. Virginia Tech has an expanded research center

focused on seafood and aquaculture and opened an office and lab space as part of its Center for Coastal Studies.

In addition to these advanced research centers, higher education opportunities include Hampton University, a pre-

eminent HBCU that offers 90 programs; the Virginia Peninsula Community College; Old Dominion University’s

Peninsula Center; and Bryant & Stratton College.

The City is also home to multiple medical facilities including Sentara Careplex Hospital, the Hampton Veteran’s

Administration Medical Center, the Hampton University Proton Therapy Institute for specialized cancer

treatment, centers affiliated with Riverside Regional Medical Center and the Children’s Hospital of the Kings’

Daughters, as well as military and retiree care at the Langley base.

Other major employers include Science Systems and Applications, Analytical Mechanics, Howmet, Amsec,

Measurement Specialists Inc., Zel Technologies, Ferguson Enterprises, Registrar, Liberty Source, Old Point

National Bank, VersAbility Resources, and Faneuil. Huntington Ingalls also has employees at another Hampton

location (in addition to the Unmanned Center). Tourism is also an important economic driver.

The City is situated between two airports, each less than 15 miles from downtown: Norfolk International Airport

and the smaller Newport News/Williamsburg International Airport.

Hampton is part of a dynamic metropolitan region. Besides Hampton, the region contains four other cities with

populations greater than 100,000. Hampton Roads now has a population of 1.8 million and is the 37th largest

metropolitan region in the nation.

The city’s public school system has been recognized nationally, and the city’s government has been recognized

for its flooding resilience programs, transparency, use of technology to benefit residents, and extensive citizen

engagement.

Hampton is a welcoming and diverse city – large enough to provide a wide variety of festivals, music, arts and

culture – but small enough that people know their neighbors. Hampton is more than 400 years old (the oldest

continually occupied city in the original 13 Colonies) and has a rich history. Approximately half of the residents are

African-American, and 37% are white, with the remainder split among multiple races and other categories. About

6% of the population is Hispanic. Additional demographic data may be accessed by the hyperlink:

http://hampton.gov/90/Demographics.

II. BID TERMS AND CONDITIONS

A. Contract Documents. This ITB and its addenda(s), Bidder’s Bid, any additional information requested, and the

final awarded contract will constitute the final contract hereafter referred to as the “Contract”. These documents

City of Hampton

(rev. 12-6-22)

Page 3 of 40

will be incorporated by reference into the City Purchase Order(s) that award the Contract. The Contract shall be

governed by the contract documents in the following order of precedence:

1. The final negotiated Contract

2. The ITB, its attachments, and its addenda

3. Bidder’s Bid

In the event that there is a Conflict between this ITB, its attachments and addenda, Bidder’s Bid, or any related

documents and the final negotiated Contract, the final negotiated Contract shall supersede and control.

B. Copies of Contract Documents. If Bidder is awarded the Contract, Bidder will receive electronic copies of all

documents. All original documents will be maintained at the Issuing Office. If Bidder requires a certified copy of

any document to which Bidder is entitled, the Issuing Office will accommodate that request.

C. Bid Binding for Ninety (90) Days. Bidder agrees that its Bid shall be binding and may not be withdrawn for a

period of ninety (90) calendar days after the scheduled closing date of this ITB.

D. Proprietary Information/Non-Disclosure. Bidder is advised that the Virginia Public Procurement Act (Section

2.2-4342, Code of Virginia, 1950 as amended) shall govern public inspection of all records submitted by Bidder.

1. Bidder may invoke the protections of §2.2-4342 of the Code of Virginia to protect trade secrets,

proprietary information, and other confidential information provided by the Bidder:

i. Invoke the protections of this Section prior to, or upon submission of, the data or other materials.

ii. Provide a statement that identifies the data or other materials to be protected and that states the

reasons why protection is necessary.

iii. Submit trade secrets or other proprietary information under separate cover in a sealed envelope

clearly marked “PROPRIETARY”.

iv. References to the proprietary information may be made within the body of the Bid; however, all

information contained within the body of the bid shall be public information in accordance with

State statutes.

v. An all-inclusive statement that the entire bid is proprietary is unacceptable. A statement that

Bidder’s costs and/or bid pricing are to be protected is unacceptable. Bidder will be requested to

remove any such statement(s) in order to be eligible for further consideration.

2. The City reserves the right to submit such information to the City Attorney for concurrence of the

Bidder’s claim that it is in fact proprietary. Information submitted that does not meet the above

requirements will be considered public information in accordance with the VFOIA.

D. Bidder Obligation. Bidder shall carefully examine the contents of this ITB and any subsequent addenda(s).

Failure to do so shall not relieve the Bidder of its obligation to fulfill the requirements of any contract awarded as

a result of this ITB.

E. Conditions of Work. Bidder shall inform itself fully of the conditions related to services required herein.

Failure to do so will not relieve a Bidder of the obligation to furnish all goods and/or services necessary to carry

out the provisions of the Contract.

F. Withdrawal of Bid Due to Error. Withdrawal of a Bid due to error shall be in accordance with §2.2-4330(B)(1)

of the Code of Virginia. The Bidder shall give notice in writing of its claim of right to withdraw its Bid within

two (2) business days after conclusion of the Bid opening date and shall submit original work papers with such

notice.

G. Cooperative Procurement. Section 2.2-4304 Code of Virginia (VPPA) will apply to this solicitation. Other

Public Bodies may utilize any contract(s) issued pursuant to this solicitation by placing its own order(s) directly

with the Contractor(s) awarded the Contract(s). The City of Hampton acts only as the issuing agent and is not

responsible for placement of orders, payment or discrepancies of other participating Public Bodies.

H. Bidder Representations and Acknowledgements. The attached “Bidder Representations and

Acknowledgements” at Attachment C to this ITB, shall be executed by Bidder and is to be submitted with the

Bid. The requirements set forth on said form shall be considered to be binding terms and conditions in any

contract resulting from this ITB. A contract will not be awarded to a Bidder who has not initialed and signed the

Bidder Representations and Acknowledgements.

I. Mathematical Errors. Discrepancies between multiplication of units of work and unit prices will be resolved in

favor of unit prices. Discrepancies between the indicated sum of any column of figures and the correct sum will

be resolved in favor of the correct sum. Discrepancies between words and figures will be resolved in favor of

words.

City of Hampton

(rev. 12-6-22)

Page 4 of 40

III. SCOPE OF CONTRACT.

The purpose of this ITB is to solicit bids from multiple repair service centers that will provide Original Equipment

Manufacturer (“OEM”) repairs for the City of Hampton’s Light Vehicle Fleet. The City of Hampton reserves the

right to award to multiple bidders. Bidders may bid on “all” or “select” manufacturers in the proceeding lists

within this ITB.

The following is a current listing of the different manufactured vehicles currently in service within the City’s

Fleet Division. This is not an all-inclusive listing as vehicles are constantly being taken out of service and new

ones being added. No amount of work is guaranteed under the resulting contract.

(Individual listing of vehicle model will be broken down within the pricing section of contract)

Manufacturer

Hyundai

Dodge

Kia

Nissan

Toyota

Jeep

Honda

Total

12

36

12

10

11

1

5

SPECIFIC REQUIREMENTS:

a. Contractor shall be factory certified and shall have regular business hours Monday-Friday, 8a.m. to 5p.m.

b. Repairs shall be made only by factory trained ASE Certified repair technicians.

c. Contractors shall have access to the parts and diagnostic equipment to properly complete all types of

repairs.

d. Original Equipment Manufacturers (OEM) replacement parts shall be used unless otherwise approved by

an authorized Hampton Fleet Services representative.

e. All work performed shall be done to general industry standards for quality and performance.

f. Contractor shall provide forty-eight (48) to seventy-two (72) hours (2-3 business days) turnaround time

on diagnosis. Contractor shall also provide an itemized estimate on each repair and service detailing

labor hours, labor cost, OEM parts, fees, etc. which shall be submitted to the authorized Hampton Fleet

Services representative(s) for approval prior to beginning any work. Any diagnosis requiring longer than

seventy-two (72) hours, Contractor must update the authorized Hampton Fleet Services representative(s).

g. Contractor shall be able to provide details on which labor guide and/or parts guide was used (if asked)

upon receipt of estimate of repair.

h. For any repair furnished under this contract, the Contractor will ensure that the repair is covered by the

most favorable warranty that the Contractor would provide to any customer for repairs, and are in

addition to, but not limited to, only those available to the City by any other clause of this solicitation.

i. Contractor shall be factory authorized to perform both warranty (including recalls) and non-warranty

repairs. Contractor shall be able to perform all minor and major repairs including maintenance and

Virginia State Inspection(s) when needed. The repairs/maintenance may include, but are not limited to,

tune ups, engine repairs/replacement, transmission repairs/replacement, brakes, electrical and ventilation

repairs, etc.

City of Hampton

(rev. 12-6-22)

Page 5 of 40

Commodity Codes

• NAICS 811111General Automotive Repair

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