Project Information

Bid Title

5859 - Auto Body Repairs

Issuing Agency

City of New Rochelle

Location

New York

Published Date

Feb 9, 2026

Closing Date

Mar 4, 2026

Government Level

State & Local

Status

Closed

Ref. #

5859

Original Source

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Bid Documents

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Project Description

Bid Number:	5859
Bid Title:	5859 - Auto Body Repairs
Category:	*Current Bids & RFPs
Status:	Open

Description: The City of New Rochelle is soliciting sealed bids from qualified and experienced service providers for auto body repairs. The repair facility must be located within Westchester County and no more than five (5) miles from the central location of City Hall and/or New Rochelle Police Headquarters. Publication Date/Time: 2/9/2026 12:00 PM Closing Date/Time: 3/4/2026 3:00 PM Related Documents: 5859 Auto Body Repairs

Attachment Preview

Department of Finance

(914) 654-2069

515 North Avenue

New Rochelle, NY 10801

Adam Ross

Deputy Commissioner

TO: All Prospective Bidders for

Auto Body Repairs

City of New Rochelle

New York

Respond to:

CITY OF NEW ROCHELLE

Department of Finance Purchasing Office

515 North Ave.

New Rochelle, New York 10801

Ivonne Droese-Solomon

Purchasing Specialist

BID SPEC No. 5859

POSTED: February 9, 2026

DATE DUE: March 4, 2026

NOTE: Bids are due by 3:00 p.m.

Late bids will NOT be accepted!

INSTRUCTION FOR RESPONDING TO THIS BID

1. Vendors interested in bidding on the referenced items should read the entire document. The vendor must complete all

sections of this document including the VENDOR DATA SECTION and sign where indicated. Your signature identifies your

acceptance of all terms and conditions herein.

2. All vendors must fill in the prices being requested in the places and formats indicated. All blank spaces in said bid shall be

filled in and no changes shall be made in the phraseology, or in the items, terms and conditions contained therein.

3. Each bid must be in a separate sealed envelope, clearly labeled with vendor name, bid number, and due date and

addressed to City of New Rochelle, Department of Finance - Purchasing Office, City Hall, New Rochelle, New York 10801.

All bids must be properly signed and received by the time and date specified in order to be valid. Only sealed bids received

hard copy will be considered. Faxed or emailed bids are NOT PERMITTED.

4. The City of New Rochelle is a sponsor of the Westchester Affirmative Action Equal Employment Agreement and

encourages all minorities to submit bids. Firms qualified and certified as Minority Business Enterprises (MBE) and Women

Business Enterprises (WBE) are strongly encouraged to submit bids.

Instructions, Terms and Conditions, Spec. 5859

Submission of Bids: Each bid must be in a separate sealed envelope, clearly labeled with vendor name, bid number

and due date and addressed to City of New Rochelle, Department of Finance-Purchasing Office, City Hall, New Rochelle,

New York 10801. All bids must be properly signed and received by the time and date specified in order to be valid.

Method of Award: The contract if awarded will be to the lowest responsive/responsible bidder(s) in part or in whole

who meet(s) all the terms of the specifications and is in the best interest of the City of New Rochelle. The City guarantees

no minimum or maximum purchases or contracts as a result of award of this bid. The City of New Rochelle reserves the

Spec 5859 - 1

right to allow all municipal and not for profit organizations authorized under the General Municipal Laws of the State of

New York, to purchase any goods and/or services awarded as a result of this bid in accordance with the latest

amendments to NYS GML 100 through 104. However, it is understood that the extension of such contracts is at the

discretion of the vendor and the vendor is only bound to any contract between the City of New Rochelle and the vendor.

Additionally, the City reserves the right to purchase any goods or services included as a part of this bid from any means

legally available to it at any time. The City reserves the right to reject any and all bids or portion thereof, or any

bids that are vague, incomplete or indefinite.

Withdrawal of Bids: The submission of the bid proposal shall constitute an irrevocable offer which shall remain in full

force and effect until the bid proposals received by the City are either accepted or rejected. Proposals may be withdrawn

at any time prior to the bid opening.

Bid Deposits: Bid deposits, if required, will be returned to unsuccessful bidders after the bid has been awarded. A

successful bidder's deposit will be returned after a written contract has been executed, or after a performance bond, if

required, has been accepted by the City.

Bid Format: Bidders are advised to become familiar with all conditions, instructions and specifications governing this

bid. Once the award has been made, failure to have read all the conditions, instructions and specifications shall not be

cause to alter the original bid.

All bids must be priced per unit specified in the bid specifications or on the bid form submitted, and must be signed

and dated. In the event of a discrepancy between the unit price and extension, the unit price will govern. No exceptions

will be allowed with regard to errors made in the computation of a bid.

Purchases by the City of New Rochelle are not subject to any federal, state or local taxes. Do not include any of these

taxes when bidding or invoicing. Exemption certificates will be furnished upon request.

Substitutions: Any deviation from specifications or indicated brand shall be clearly stated and fully explained by

accompanying specification sheets with submitted bid. Samples shall be supplied by the vendor, at no charge to the City,

upon request. The City reserves the right to accept equals approved by it. If exception to indicated brand is not noted,

bidder is required to deliver brand specified.

Delivery of Product: All deliveries are to be considered inside delivery to locations as specified by the authorized City

agent. All items must be guaranteed against faulty material and workmanship and delivered as such. Deliveries of

incorrect or faulty items will be rejected and returned at vendors’ expense. Failure to deliver within the specified

time maybe cause for cancellation of the order.

Shipping Terms: Shipping terms will be considered F.O.B. Destination and without charge for containers, packing, etc.,

unless specified on the bid and the cost thereof quoted.

Payment Terms: The City of New Rochelle shall pay invoices at net 30 days after receipt of invoice and of material;

whichever is later, unless alternate terms are indicated on the bid.

ACH Payments: The City is moving toward ACH payments, awarded vendor will be supplied with our ACH authorization

form should you wish to accept payments via this method.

Term of Contract: The contract shall be awarded for a term of one (1) year with an option to renew the agreement for an

additional three (4) years in one-year intervals, upon mutual consent.

Spec 5859 - 2

Rate Increases: In any option years, if exercised, awarded firms may request an increase in the hourly unit prices quoted.

Discount level on parts shall remain firm for the duration of the contract and any option years. Any such increase shall be

requested 1 month prior to anniversary date of the award and is subject to the approval of the City. In no event shall an

increase exceed the lessor of two (2) percent or the All Urban Consumer Price Index (CPI) for the New York, New Jersey

Metropolitan Area for the previous 12-month period (calculated based on the month of award).

Payment: The awarded vendor will be paid on a monthly basis upon submission of a detailed invoice accompanied by a

completed City if New Rochelle Standard Claim Form indicating the month of service and number of cuttings performed

as per this agreement.

The base lump sum price bid shall be the annual basis of payment for this contract. The awarded vendor will bill monthly

for the services rendered using 1/12 of the annual bid price as a cost per unit.

For work that has been added or deleted in a specific month, the vendor shall reflect the additional costs or credit (savings)

on a separate line of their invoice.

The square-foot price bid will be utilized to add or delete areas from this contract, including items which may require

additional cutting and or items were indicated number of cuttings is reduced. Additions and deletions must be pre-

approved, in writing, with the Superintendent of Streets and Highways or his authorized designee. Proof of approval shall

be submitted by vendor with invoice.

Cancellation Clause: Any violation of the terms, conditions, requirements and/or non-performance of the agreement

resulting from this RFB shall result in immediate cancellation. The agreement may be cancelled by the City for any other

reason(s) upon thirty (30) days written notice.

Assignment: The awarded vendor shall not assign the contract or any part thereof without the written approval from the

City.

New York Law and Venue: The contract/agreement resulting from this RFB shall be construed under the laws of the State

of New York. All claims, actions, proceedings, and lawsuits brought in connection with, arising out of, related to, or seeking

enforcement of this contract/agreement shall be brought in the Supreme Court of the State of New York, Westchester

County.

In addition, all City contractors not incorporated in the State of New York shall produce a Certificate to Do Business in the

State of New York from the New York Secretary of State prior to executing their contract with the City.

Spec 5859 - 3

INTENT, STIPULATIONS, SCOPE OF WORK, QUALIFICATIONS

Specification No. 5859, Auto Body Repairs

Intent: It is the City's intent to utilize the services of two (2) or more qualified auto body repair service providers

(contractors) for non-exclusive auto body repairs to City owned cars and trucks. The City does not guarantee the amount

of service that may be required from any awarded contractors.

In general, the procedure for the distribution of work shall be based on price submitted in the Bid Schedule. The contractor

whose prices are the lowest will be contacted first. If that contractor is unable to respond and/or provide the services

required within the time frame as determined by the City, the second contractor will be contacted and so on.

Stipulations

• The repair facility must be located within Westchester County and no more than five (5) miles from the central

location of City Hall and/or New Rochelle Police Headquarters.

• If disassembly is required to provide an accurate estimate and the vehicle is subsequently deemed irreparable or

a total loss, such disassembly shall be performed at no cost to the City.

• When collision repairs are paid by the City, vehicle storage shall be provided at no cost to the City.

Scope of Work & Procedure Requirements: Awarded contractors shall provide car and truck body repairs, and major

collision repairs, which may include, but not be limited to, bodywork, painting, chassis/frame straightening, mechanical

repairs, glasswork and front/rear wheel alignment. Contractor will complete all repairs necessary to restore the vehicle to

its pre-accident condition in terms of form, fit, finish, appearance, durability, functionally, safety, and value. All such repairs

shall be completed in accordance with or shall exceed industry standards in effect at time of repair.

The awarded contractors will provide free estimates for City vehicles at any location within the City of New Rochelle. All

estimates shall be complete and include all parts and charges with the exception of “hidden” damage, which may not be

obvious until repairs are initiated. In some cases of severe body damage, a vehicle may be towed to the vendors shop and

be taken apart for further inspection to assure no damage is overlooked.

All estimates shall be typed or computer generated, completed and submitted for review within twenty- four (24) hours

of receipt of vehicle. All estimates shall be provided at no cost to the city. All Estimates shall be itemized and include the

hours, parts and materials necessary for repairs.

The hours and prices shall be based on the CCC ONE Crash- Estimating Guide in effect at that time. References must

include page and line numbers from the current CCC ONE Crash Estimating Guide in effect at the time. If a part is not listed

in the CCC ONE Crash Estimating, the vendor must provide a copy of the manufacturer’s list price sheet in addition to

charging the same discount as bid upon off the list price. The City reserves the right to supply the vendor with parts. It

shall be incumbent upon the successful contractor to supply the City with one (1) copy of the current CCC ONE Crash

Estimating Guide, prior to the start of repairs and one copy of updates thereafter.

No repairs shall be initiated until estimates are presented and approved by the City. A vehicle may be withdrawn at this

point at the sole discretion of the City.

Spec 5859 - 4

The City must approve any variations from the original estimate before any work is done. These variations must be

presented in writing, with detailed information to be included in the original estimate.

The City shall reserve the right to verify, through independent appraisal, if the estimate is complete and reasonable.

An estimated time for the completion of repairs must be provided. Repeated failure by the Contractor to complete jobs

within the agreed time frame may result in contract termination.

At its option, the City may supply any tires or parts required for a vehicle repair.

All replacement repair parts used shall be new, unused, Original Equipment Manufactured parts, unless otherwise

authorized by the City.

Periodically during the Contract term, replacement repair parts invoiced may be audited for compliance to the above

terms, conditions, and specifications.

Billing: Invoices shall be typed or computer generated and submitted by the vendor upon completion of repairs to the

City. Invoices must itemize cost of materials, parts, and labor costs with part-numbers, discounts givens and description

of all items used to complete the repair. Vendor shall be paid only when the City has given their satisfactory approval for

work that has been completed.

The Contractor may be asked to provide pictures of each vehicle prior to any repair being made, and submit with the

financial invoice.

Vehicle Types: The contract shall cover the following types of vehicles:

Passenger vehicles, SUV’s, Law Enforcement and Utility vehicles up to 19,500 GVW or equivalent and similar equipment

such as vans, etc. including fiberglass work)

Trucks including, but not limited to, 6-wheel dump trucks, 10-wheel dump trucks, and refuse packers and Law Enforcement

Vehicles. including fiberglass work.

The City reserves the right to assign vehicles which require specialized or proprietary repairs, finish, etc. to any other

contractor at its discretion depending on the nature and extent of the specialized or proprietary work required.

Pickup and Delivery: It shall be the responsibility of the contractor to pick up vehicles. If the vehicle is unable to be driven,

it shall be the responsibility of the contractor to have the vehicle towed to their repair facility. This service shall be provided

at no cost to the City.

Upon completion of repairs, an authorized representative of the City shall inspect the vehicle. If it is determined that the

vehicle is not properly repaired, the vehicle is to remain at the repair shop until the repairs are completed and approved

by an authorized representative of the City.

All vehicles must be returned within 24 hours of completion.

The City of New Rochelle reserves the right to deliver and pick up the vehicles if it is deemed to be in the best interest of

the City.

Qualification Requirements: All terms, conditions and requirements as set forth in this request for quotation must be

satisfied as of the date of bid submission. Bid responses will only be accepted from thoroughly competent, experienced

Spec 5859 - 5

Commodity Codes

• NAICS 811121Automotive Body, Paint, and Interior Repair and Maintenance

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