After-Market Parts for Medium and Heavy-Duty Trucks / Equip.

The City of Austin is soliciting bids for the provision of aftermarket parts for medium and heavy-duty vehicles and equipment on an as-needed basis under Invitation for Bids IFB 7800 MAS1006, with responses due by August 4, 2026. This is a competitive sealed bidding process expected to result in a firm-fixed price contract with an initial term of three years and two optional one-year extensions, bringing the potential total value to between $375,000 and $625,000 based on an annual spending estimate of $125,000 for non-specific parts. Deliveries are F.O.B. destination, with stock parts required within two business days, non-stock parts within three business days, and Code Red orders delivered overnight. The contract imposes no minimum or maximum order quantities, and pricing is structured with unit prices listed as $0 while reflecting the annual spending estimate in a separate line item. All parts must comply with good commercial practices in packaging, labeling, and marking, with each shipment requiring a detailed packing list, proper identification of the contractor and City information, and container numbering. Hazardous materials require accompanying Safety Data Sheets with each delivery, and failure to provide them may result in immediate termination. Contractors must hold valid Texas-authorized insurance with minimum coverage levels, name the City as additional insured, and comply with specific requirements for umbrella coverage and tail coverage for claims-made policies. The City reserves the right to inspect and accept or reject deliveries upon arrival at the designated ship-to location, with acceptance dependent on conformity to specifications, proper packaging, and inclusion of required documentation. Local businesses receive a 5% price evaluation discount, and small businesses receive a 3% discount. Contractors must submit a subcontractor plan for approval prior to engagement, provide monthly reports on subcontractor expenditures, and obtain written consent for any further subcontracting. All equipment or tools developed for this contract become City property, and any nonresident bidder must disclose their principal place of business and state of manufacture for non-Texas-made items. Contractors must also complete and submit a Texas Ethics Commission Form 1295 within 30 days of award. Proposals must be submitted electronically through Austin Finance Online’s eResponse system, with no hardcopies accepted, and contractors must be registered vendors in the City’s system. Payments are contingent on appropriated funds, and invoicing must include a unique invoice number, PO number, and department contact, submitted primarily via email. Contract administration is managed by