Term Contract for As-Needed Auto-Body Work for the City & Borough of Juneau (CBJ), Risk Management Division (Risk)

INTENT : The intent of this Bid is to establish a revolving term contract with L o cal Auto-Body Repair Contractors, for as-needed auto body work, for the City & Borough of Juneau (CBJ), Risk Management Division (Risk). The contract will allow the City to quickly and efficiently contract with a local professional auto-body repair shop for repairs needed for insurance claims. Each responsive and responsible Bidder who successfully responds to this solicitation is eligible to complete the work and will be ranked by their submitted price in order of lowest price to highest price. CBJ intends to contract with up to three Contractors under this term contract. Work will be contracted on a rotational basis among the three successful Contractors. Rotation will start with the lowest bidder receiving the first project, then the second lowest bidder will receive the next project, and so on. This contract will be on an as needed basis. The CBJ has had an annual average of 16 claims per year using data from FY23, FY24, and FY25. Those claims totaled an annual average of $83,405.00, for auto-body repairs. The CBJ does not guarantee any minimum or maximum number of hours of auto-body work to be performed. BID DEADLINE : All bids submitted must be received prior to 2:00 p.m., Alaska Time on 11/25/25 or such later time as announced by addendum. Bids will be opened immediately thereafter. To attend the bid opening via teleconference, bidders and interested members of the public can dial 907-713-2140; enter the Participation ID Code No. 258358. SUBMISSION INSTRUCTIONS : Timely responses are accepted via Electronic Submission * at Public Purchase www.publicpurchase.com the CBJ’s eProcurement Provider. Late responses will not be accepted. To respond complete the free, easy, and quick online registration. Registration is a two-step process (sign up& verification); be sure to complete both steps. Get help registering using the Public Purchase Help Menu Tab or the Chat function. Register early to avoid missing a deadline as Registration may take up to 24-hours to complete. Contractors who successfully register may submit a pricing schedule and be considered if they complete the following correctly: Access the solicitation online at Public Purchase and complete pricing for the line item listed. Public Purchase will automatically calculate the totals. Download, complete and upload ALL REQUIRED solicitation documents. (e.g. Bidders Signature page.) Online acknowledgement of the Terms & Conditions (ATTACHMENT A) and the Insurance Requirements (ATTACHMENT B). NOTE: Do not submit more than one pricing schedule. Use only the documents provided. Contractors are provided the opportunity to acknowledge, acknowledge with exceptions, or not accept the required documents. CONTACT, QUESTIONS & ADDENDA : CBJ Purchasing Division of Finance is the sole point of contact for all matters pertaining to this procurement. No oral interpretations will be made. Submit any questions in writing, noting issuing Buyer and bid number. Questions must be received a minimum of five (5) business days prior to the bid deadline via email to purchasing@juneau.gov Any changes to CBJ issued documents will be in the form of an addendum to the bid. Addenda are issued as promptly as is practical to all plan holders and will become part of the bid contracting documents. CONTRACT PERIOD : The initial contract term will be in effect from date of award through June 30, 2026. With satisfactory Contractor performance there will be up to four (4) additional automatic annual renewals , with the final expiration date of June 30, 2030 . The Contractor may provide written notice to terminate the contract without penalty providing the notice is given sixty (60) days prior to the upcoming renewal period. CONTRACT PRICE : Contract prices are to remain firm for the duration of the contract period including any automatic annual renewals or hold over periods unless a price adjustment is requested and agreed upon. (See Attachment A, CBJ General Terms and Conditions, Price Adjustments .) CONTRACTING DOCUMENTS : The complete contracting documents for these services will consist of the CBJ’s complete bid document, including all attachments, exhibits, appendices and any issued addenda, and the awarded Contractors signed bid(s). Combined these documents make up the complete contract for these services. REVIEW OF CBJ GENERAL TERMS & CONDITIONS & INSURANCE REQUIREMENTS : Attached to this Bid are documents required for this project (Attachment A - CBJ General Terms & Conditions and Attachment B – Insurance Requirements). Contractors should carefully review all these attachments. All awarded Contractors are expected to comply with these requirements and must provide any required documentation. INVOICING AND PAYMENT : The purchase order number must be noted on all submitted invoices. Invoicing will reflect actual hours worked and parts will be billed at cost plus. Payment will be initiated upon receipt of proper invoicing and approval by CBJ personnel of any services provided. All invoices should be submitted via email to Risk Management at risk.management@juneau.gov and the CBJ Accounts Payable Office at: Accounts.Payable@juneau.gov SUBCONTRACTING : Subcontracting will not be allowed without the prior written consent of the Risk Management Division and the Purchasing Division. If subcontracting is approved and allowed information on the subcontractor and a list of employees and their qualifications must be provided. CONTRACT ADMINISTRATOR : The Contract Administrator for this contract will be the Risk Management Officer for the CBJ Human Resources/Risk Management Department or, upon notification, an alternative assigned designee. QUANTITIES : The City does not guarantee any minimum or maximum number of contract hours or projects for this contract. Open purchase orders for any work may be issued to all awarded Contractors so that they can be used on an as-needed based, upon receipt of quotes for each repair project. ACCEPTANCE OF SERVICES OFFERED : The City reserves the sole and exclusive right to determine an acceptable level of Contractor’s responsibility and their ability to satisfactorily perform all duties of this contract. Contractors must perform with an attention to thoroughness and deliver their best effort to produce skilled and satisfactory auto-body repair results. The suitability of services offered and final Contractor award are subject to approval by the City through the verification of Contractor’s references. REFERENCES : References may be required to determine the bidder’s ability to provide a quality services for the City. When considering the bidder’s experience, the CBJ may request the Contractor to provide references from current customers. The CBJ’s own experience with the Contractor may also be used to determine Contractor’s responsibility. Failure or the bidder to produce acceptable references upon request may deem the services offered unacceptable and the bid non-responsive. If a Contractor’s references are determined to be insufficient to meet the contract needs, the Contractor will be considered as non-responsible, as such, their bid will be deemed non-responsive. AWARD : Award will be made to the top three (3) responsive and responsible Contractors submitting a bid. Each responsive and responsible Contractor will be ranked in order of lowest price to highest price. New auto-body repair projects will be awarded to one of the top three lowest priced, Contractors, on a rotational basis, starting with the lowest price Contractor. CBJ will begin by contacting the Contractor with the lowest price. If the contractor is unavailable for work, CBJ will contact the next lowest priced Contractor, and so on, until a Contractor who is available to perform the work is secured. Each new auto-body repair project will be offered to the next Contractor in the rotation. Refer to INTENT for more details. SPECIFICATIONS : The following are the general specifications that CBJ envisions as part of the services that will be provided under this contract. CBJ is aware that different repair jobs may present alternative technical specifications and those will be defined on each Contractor’s submitted quote. Vehicles : CBJ anticipates that this contract will include work on the following types of vehicles: Passenger cars Pickup trucks, up to 1 ton Vans - Passenger and cargo Specialized vehicles or apparatus such as an ambulance or fire truck may be quoted but would not be considered typical for this contract. Project Process : The following is the anticipated process for addressing new auto-body work under this contract. Notification of Request for Work : New auto-body repair requests will be submitted during normal CBJ business hours; weekdays between 8:00 a.m. and 4:30 p.m. The CBJ User Department (UD) that owns the damaged vehicle notifies Risk of the accident and the need for repairs. Risk will refer UD to the appropriate body shop according to the contract rotation. The UD will take the vehicle to the Contractor’s facility for a complete and concise estimate for all repairs. The estimate must be the Contractor’s best effort to be comprehensive and contain ALL COSTS to complete the repair. The estimate shall further show description of major items and materials needed with part and supply costs listed and finally a total repair cost. All estimates will be given in the number of labor hours as stated in the pricing schedule and actual Contractor's documented material costs, plus stated allowable markup. The estimate shall show the expected date for commencement of work after receipt of City’s authorization to proceed. NOTE: Risk must review and accept any additions, add-ons or change orders to any approved estimate prior to completion of the work. The Contractor must provide the estimate within two (2) business days after reviewing the damages. The estimate will be provided via email to the UD and Risk will review and provide written approval to complete the work via email to the Contractor. If an estimate is found to be beyond the usual and customary expected charge the City reserves the right to obtain other repair cost estimates before authorizing the Contractor to proceed with the repair. Once given the approval the Contractor will order all parts and materials needed to complete the repair. No later than one week after receiving the required parts; the Contractor will schedule the appointment (vehicle drop off) and the work will commence. Project Tracking : Risk will maintain an Excel spreadsheet of all current auto-body repair claims. The Excel sheet will identify all details and information regarding which auto-body repair shop was assigned to each claim. Completed Work : Once work is completed, the UD will approve the work and the Contractor will email the complete and correct invoice to Risk for review and approval for payment. Risk will pay invoice using an open PO and close out the claim by logging all required documentation into Risk’s claims database. Additional Requirements & Expectations : CBJ’s Expectations of Contractor Availability : Repairs will be completed by a local Contractor who regularly provides Auto Body Repair services within the City and Borough of Juneau area. Shipping vehicles is cost prohibitive therefore all repairs must be completed in the Juneau area. Repairs are to be made within a reasonable time frame unless the City Risk Management Officer indicates that a longer response time is acceptable. A “reasonable time frame” implies that the work is to commence and be completed in an amount of time that is “reasonable” by industry standards and is acceptable to the City. The Contractor shall be available to provide required services between the hours of 8:00 a.m. and 4:30 p.m., Monday through Friday, holidays are excluded. CBJ expects that the Contractor shall maintain a sufficient workforce to provide services to the City within an acceptable time frame in order to prevent unnecessary downtime. Work orders must be completed within the specified timeframe given on the Contractor’s quote. If an unexpected delay happens the Contractor will notify the User Department of the expected completion date. Equipment : Responding Contractors should have all required equipment to satisfactorily complete all potential auto-body repairs. The following equipment listed is expected to be part of a responsible and responsive auto body repair shop. Paint Booth : Controlled environment for spraying and drying paint to ensure a high-quality finish. Vehicle Lift : Needed for raising the vehicle to access all parts for repair and service. Air Compressor : Powers pneumatic tools, including sanders, grinders, and paint sprayers. Frame Straightening Machine : Used to repair the structural integrity of a vehicle after a collision. Welding Equipment : MIG welder and other tools for welding metal panels and performing repairs. Required Safety Compliance : Contractors must adhere to all federal and state workplace safety regulations. Hand & Power Tools (examples) : Sanding Tools : Body Hammers & Dollies. Dent pullers, slide hammers, stud welders, and suction cup pullers for removing dents. Professional-grade Paint Spray Gun. Diagnostic Equipment. Jacks & Stands.: Mixing Machine. Appropriate Painting Supplies and Accessories. Putty and Spreaders. Bidders must download the Bid Schedule and Siggnature Page. Complte this document and upload it to Public Purchase to respond to this bid.