Body work & paint for City and School Standard and hybrid sedans FY27

The City of Cambridge would like to invite you to submit a bid for Body work & paint for City and School Standard and hybrid sedans FY27. If submitting electronically, Bids are to be submitted through the Procurement Portal at https://procurement.opengov.com/portal/cambridgema. Bids are to be submitted no later than 11:00 am on Thursday, June 11, 2026.

Background

Body work & paint for City and School Standard and hybrid sedans FY27

Project Details

• Reference ID: COC-IFB-FY26-30985
• Department: Purchasing
• Department Head: Liz Unger (Purchasing Director)

Important Dates

• Questions Due: 2026-05-28T16:00:00.000Z

Evaluation Criteria

• BACKGROUND —

  The Contractor shall provide all management, supervision, parts and labor necessary to provide Body Work & Paint Services as needed for an estimated 210 Cambridge City and School standard and hybrid sedans and light trucks and SUVs. The anticipated services shall include:

• BODY WORK AND PAINT —

  Body Work and Paint

   

  The City Department will notify the contractor that there is a vehicle needing repairs and the contractor will respond within 1 business day.

   

  When a vehicle is rendered unsafe to drive due to body damage, the contractor will arrange for transport of that vehicle by tow truck at the pre-determined transport rate outlined in the bid.

   

  All City and School Departments may use this contract as needed for auto body repair. The vendor shall perform services for all City Departments according to the specifications in this bid document and invoice the department directly.

   

  Equipment for Body Work & Paint

  The auto body shop shall have modern equipment and current technical reference materials to show the shop is up to date with technology. The shop will need a three-dimensional measuring system to measure the height, width and length of the vehicles structure.

   

  All parts must be new and purchased from the original equipment manufacturer or authorized re-seller.

   

  Cleanliness for Body Work & Paint

  The auto-body shop shall be clean, neat and well- lit. Cleanliness is essential, since dirt and other debris will show in fresh paint.

   

  Professionalism & Training for Body Work & Paint

  The contractors auto-body shop shall offer a written warranty on their workmanship. The auto-body shop must be staffed with properly trained employees.

   

  Damage Report for Body Work & Paint

  The auto body shop shall inspect the vehicle and provide an estimate before starting the repairs. The estimate must explain in detail, what damage was done to the vehicle and how it will be repaired. The City will review the estimate and provide authorization to proceed.

   

  All vehicles must be restored and repaired to their pre-accident condition.

   

  Payments for Body Work & Paint

  Invoicing is accurate and comports with bid requirements and is sent directly to the appropriate City department. All invoice rates shall comply with the price proposal submitted with this bid.

   

  The actual invoice shall include line item detailed with information including the cost of the parts and the number of hours required for labor.

   

  Delivery

  No mileage charges or fuel surcharges shall be allowed for any and all repair work. There shall be no pick-up, delivery or transport charges for repair work except in the case of a major overhaul when such charges shall be included in the written estimate for prior approval. In instances of on-site repair, the hourly labor rate shall apply.

  A Fixed Fee Pickup and Delivery Charge May be included.  This charge shall include pickup/delivery from any location within Cambridge to the vendors facility and be identified in the Bid.

   

   

  Pricing for Parts for Repairs, Maintenance and Body Work

  Part and supply pricing shall be on a Bidder Cost Plus % Markup basis.  This shall apply to all maintenance and repair parts regardless of manufacturer.  Shipping or Freight charges, unless specifically identified separately, shall be included in the cost of the Part.

   

   

  All parts must carry a standard manufacturer’s warranty.

Submission Requirements

• BIDDERS INFORMATION
• My business is a: (required) —

  Please select one

• Please insert the requested information: (required) —

  If a corporation, include the State in which you are incorporated in.

  If a partnership, include the names of partners.

  If an individual, include relevant information.

• Bidder's Federal ID#:
• Authorized representative information: (required) —

  Please include the name, title, telephone and email address of the authorized representative

• This bid includes addenda numbered:
• Debarment or Suspension (required) —

  The Vendor/Contractor certifies that it has not been and currently is not debarred or suspended by any federal, state, or municipal governmental agency under G. L. c. 29, § 29F or other applicable law, nor will it contract with a debarred or suspended subcontractor on any public contract.

• Certificate of Good Standing or Certificate of Registration (required) —

  The Awarded Vendor must comply with the City’s request for a current Certificate of Good Standing or current Certificate of Registration from the Commonwealth of Massachusetts provided by the Secretary of the Commonwealth’s Office.  Foreign Corporations not registered in the Commonwealth must comply with the City’s request for the Certificate of Good Standing from the state of incorporation.

• QUALITY REQUIREMENTS —

  An unchecked response, a failure to respond, or a failure to meet to any of the following Quality Requirements will result in a rejection of your bid. Please check each of the following Quality Requirements as confirmations. 

• Quality Requirement 1 (required) —

  The bidder has been providing Body Work and Paint Services similar to those described in this Invitation for Bid to two (2) large commercial and one (1) governmental account for a minimum of twelve months.

• Quality Requirement 2 (required) —

  Bidder must be a Certified Collision Repair Center.

• Quality Requirement 3 (required) —

  Bidder has a secure facility to ensure proper security is provided for all City and School and Police vehicles.     

• Quality Requirement 4 (required) —

  All prices include a 12 month warranty for parts and labor. 

• Quality Requirement 5 (required) —

  The bidder will provide a four (4) year warranty on body refinishing.

• Quality Requirement 6 (required) —

  The bidder’s Body Work & Paint facility is located in Cambridge or within 30 Minutes Driving Distance of the Cambridge City Hall, 795 Massachusetts Ave.

• REFERENCES —

  Bidders shall submit a list of three references for which the bidder has supplied similar services. References shall include contact information including contact name, addresses and telephone numbers for each to inquire as to their satisfaction with the bidders’ product and service. In addition, the City reserves the right to use itself as a reference, to contact references not listed and to otherwise perform its own due diligence when making a responsibility determination. A bid may be rejected on the basis of one or more references reporting less than excellent past performance.

• Reference 1 (required) —

  Include contact name, address and telephone #

• Reference 2 (required) —

  Include contact name, address and telephone #

• Reference 3 (required) —

  Include contact name, address and telephone #

• City of Cambridge Standard Compliance Forms
• Please Upload the Signed Standard Compliance Forms (required) —

  Please electronically sign and upload the following documents using this URL: https://cambridgema.na4.adobesign.com/public/esignWidget?wid=CBFCIBAA3AAABLblqZhCD4UnZSN3XyfqZi9ZxGyvlhSnIlYThymiofiiHN4CtIXU4t2tYM27cVaMk7bVx6AI* 

• Non Collusion Statement (required) —

  Bidder certifies that this bid is made without collusion with any other person, firm or corporation making any other bid or who otherwise would make a bid. 

• Is this contract/solicitation for a commodity or service? (required)
• Enter commodity: (required) —

  Example: Office Supplies

• Enter service(s): (required) —

  Example: Janitorial Services