RFP for Upfitting Proposals

The City of Flagstaff, through its Police - Operations - Patrol division, is seeking multiple vendors under a multi-year solicitation to provide emergency vehicle repair and upfitting services. The contract, identified by solicitation number 2026-751, aims to establish a flexible, non-exclusive arrangement with an initial term of three years, extendable by up to two additional one-year periods and a possible 90-day unilateral extension. Performance is required within Flagstaff, Arizona, with all materials delivered FOB destination and contractors bearing full responsibility for transportation and handling. Proposals must be submitted electronically via the OpenGov portal by August 4, 2026, and are limited to thirty pages, excluding cover materials and official city forms. Evaluation will be based on a trade-off approach, with pricing accounting for 30% of the total score and non-price factors—including experience with law enforcement fleets, technical approach, service quality, response time, and operational readiness—collectively weighted at 70%. Offerors must demonstrate familiarity with key equipment manufacturers, possess certified technicians, and meet strict response expectations, including a 4-hour emergency response window and 48–72 hour turnaround for routine repairs. A 12-month or 12,000-mile warranty on parts and labor is required, along with detailed service documentation and compliance with industry and manufacturer standards. All contractors must comply with Arizona statutes covering immigration, labor practices, boycott prohibitions, conflict of interest, and public records. Specific certifications are mandatory, including declarations of non-collusion, solvency, and non-use of forced Uyghur labor, with additional disclosures required if any party has had prior legal actions against the City. The contract prohibits assignment or subcontracting without prior written approval and allows for cooperative purchasing by participating municipal entities under the same terms. Pricing, insurance, payment terms, and other detailed specifications remain TBD in the current documents, with invoices due within 30 days of acceptance and no formal electronic invoicing system specified. No Federal Acquisition Regulation clauses are adopted, and compliance is governed by local legal frameworks; no UEI, CAGE code, or socioeconomic certifications are required, though Arizona-specific licenses must be provided. The City retains the right to inspect and accept work at the delivery point, and quality standards require all work to be performed using new, defect-free materials in alignment with technical and safety benchmarks.