Purchase of Fleet Vehicles FY 2027

The River Authority is seeking a contract for the supply of Purchase of Fleet Vehicles FY 2027.

The provided vehicles will be used to support the many operations of the San Antonio River Authority. The awarded dealership must ensure that the vehicles provided are reliable, cost-effective and meet operational, safety and regulatory requirements.

The goods and/or services shall be accomplished per the solicitation documents, and all applicable laws, and all exhibits and Attachments identified in the table of contents.

The purpose of this Request for Proposals (RFP) is to solicit qualified vendors to provide fleet vehicles to support the San Antonio River Authority operations. The selected vendor(s) will supply reliable, cost-effective vehicles that meet operational, safety, and regulatory requirements, and provide ongoing support services.

Contractors Responsibilities and Deliverables Required

• Vehicle Configuration and Delivery – Deliver all vehicles in the proper model, type, and configuration as ordered, including all specified options, equipment, and accessories installed prior to delivery.
• Delivery Standards – Deliver vehicles to the designated location(s) clean, fueled, road-ready, and free from damage or defects.
• Advance Vehicle Information – Provide the Vehicle Identification Number (VIN) and other required documentation for each vehicle no later than 5 business days prior to the scheduled delivery date, to allow sufficient time for the River Authority to place vehicles on its insurance plan and prepare asset records.
• Documentation – Provide all required documentation at delivery, including Manufacturer's Statement of Origin (MSO), warranty certificates, owner's manuals, spare keys, registration, and title paperwork.
• Warranty & Service Support – Ensure manufacturer's warranty coverage is activated upon delivery.
• Compliance – Ensure all vehicles comply with federal and state safety, emissions, and fuel efficiency standards, as well as any applicable River Authority sustainability or fleet requirements.
• Issue Resolution – Promptly correct, repair, or replace any vehicle that is delivered in non-compliant condition or otherwise fails to meet contract specifications at no additional cost to the River Authority.

Services

• Comparable Loaner Vehicle – Provide a comparable loaner vehicle at no cost to the River Authority whenever a purchased vehicle is in for warranty repair.
• Courtesy Car Wash – Perform an exterior car wash each time a purchased vehicle is serviced at the dealership.
• Multi-Point Inspection – Conduct a multi-point inspection and provide a condition report at every service visit.

All vehicles furnished under this contract shall be new, unused, and of the model year specified (or newer).

**Submission method:** Respondents may submit a response in hard copy or electronically. The River Authority prefers electronic submissions. Electronic submissions shall be submitted through the River Authority's third-party portal, Bonfire, at: https://sara-tx.bonfirehub.com.

If a respondent prefers to submit in a hard copy, the respondent shall submit one (1) original signed document and (1) one copy. In addition, the submittal shall be provided electronically on a USB drive. Submittals sent by facsimile or email will not be accepted.

**Minimum qualifications (required):** a minimum of three (3) years of documented experience in providing the specified goods; three (3) references; authorized manufacturer or distributor documentation; Dealer must be within 75 miles from our main offices of 100 E. Guenther, San Antonio, Texas 78204.

Evaluation

• Delivery/Project Schedule (FACTOR: 10%).
• Compliance with specifications, quality, reliability, characteristics to meet stated or implied needs (FACTOR: 40%)
• Price, Total Cost of Ownership (FACTOR: 50%).

**Contract term:** The Contract shall commence upon the issuance of a Notice to Proceed or Purchase Order by the River Authority and shall automatically expire upon completion of the work or receipt of the materials, and acceptance by the River Authority.

The River Authority may hold responses 120 days after submittal deadline without taking action. Only firm pricing with no escalation will be accepted for these goods or services.