02. IFB 6100066036 Light Duty Trucks and Cargo Vans (Specifications) Statement of Work.pdf

COMMONWEALTH OF PENNSYLVANIA

DEPARTMENT OF GENERAL SERVICES

Invitation for Bid (IFB)

LIGHT DUTY PICKUP TRUCKS AND CARGO VANS

IFB No. 6100066036

Issue Date:

06/30/26

Contact Person: Jason Zabady Email: Jzabady@pa.gov Phone Number: 223-231-9338

This IFB 600066036 solicits bids for model year 2027 or newer light-duty pickup trucks and cargo vans for use by Commonwealth agencies. All vehicles must be manufactured in North America, (defined as the United States, Canada, and Mexico).

Pickup truck offerings shall include both gasoline and hybrid models across the full range of light-duty classifications—from compact pickups through ½-ton (150/1500), ¾-ton (250/2500), 1-ton (350/3500). Vehicles shall be available in multiple cab configurations and bed lengths to meet the varied operational needs of Commonwealth agencies. Vehicle upfitting is allowed, but only for essential operational equipment (like snowplows, salt spreaders). The vehicle makes, models, and specifications being requested are provided in the Cost Submittal Excel workbook.

Truck Classification Reference Table Truck Classification Common Industry

Designation Typical Examples

Compact Pickup Compact / Small Pickup Ford Maverick; Hyundai Santa Cruz

Light-Duty Midsize Pickup Midsize Pickup Ford Ranger; Chevrolet Colorado; Toyota Tacoma;

Nissan Frontier Light-Duty Pickup 1/2-Ton Pickup (150 / 1500

Series) Ford F-150; Chevrolet

Silverado 1500; Ram 1500 Heavy Light-Duty Pickup 3/4-Ton Pickup (250 / 2500

Series) Ford F-250; Chevrolet

Silverado 2500HD; Ram

One-Ton Pickup 1-Ton Pickup (350 / 3500 Series)

Ford F-350; Chevrolet Silverado 3500HD; Ram

Cargo vans should include commercial-grade models comparable to the Ford Transit, Ram ProMaster, or equivalent vehicles that meet standard fleet service needs.

The resulting contract is intended to provide Commonwealth agencies with reliable, cost-effective light-duty vehicles that support ongoing operational demands.

2. CONTRACT TERM:

The initial term of the contract shall be for one year.

• The contract shall commence on the effective date no earlier/later than 09/01/2026 and expire on 08/31/2027

• The Commonwealth may exercise up to four, one-year renewals.

1. CONTRACT SCOPE/OVERVIEW:

requiring light-duty pick-up trucks and cargo vans. The resulting contract is intended to expand access to reliable, cost-effective light-duty pickup trucks and cargo vans and support the Commonwealth’s operational needs.

The Department of General Services, Bureau of Vehicle Management, is expected to be the primary user. The Commonwealth does not guarantee any minimum level of contract usage. Historical spending data is provided solely for reference and does not represent a commitment of future purchasing activity. Historic spending does not guarantee future contract usage. Total historic spending across all combined contracts over a five-year term was $64,000,000.00.

A. METHOD OF AWARD BY MANUFACTURER

The Commonwealth will award contracts to the lowest-priced responsive and responsible bidders, based on pricing submitted in the Cost Submittal Workbook.

For each manufacturer’s vehicle list, a maximum of two (2) awards will be made.

Bidders must provide a firm-fixed price for each vehicle bid listed within the Cost Submittal Workbook. All bidders must meet specifications stated in the Cost Submittal Workbook and Specifications and be able to meet all requirements listed in the PCID 1067 Delivery of Vehicles and PCID 1075 General Requirements for Bidding PennDOT Vehicles/Equipment attached to this IFB.

The bid price shall include destination charges (F.O.B Destination) and all eligible discounts offered by the supplier and the dealer must be offered to the Commonwealth. This fixed price shall be effective for the first year of the initial term of the contract.

B. PRICING & PRICE INCREASES:

Pricing shall remain firm and fixed during the first contract year. However, suppliers may request price adjustments associated solely with manufacturer model year transitions or officially published manufacturer price increases for successor model year vehicles may be requested during the first contract year, when applicable.

Beginning in the second contract year, Suppliers may request price adjustments only in connection with manufacturer model year transitions or officially published manufacturer pricing increases.

All requested price adjustments must be directly supported by verifiable written manufacturer documentation and shall be limited to the actual manufacturer increase for the applicable replacement or successor model year vehicle.

Suppliers shall submit all supporting documentation and price adjustment requests to the Department of General Services (DGS) Commodity Specialist for review and written approval prior to implementation.

The awarded contract will be available for use Commonwealth-wide by any agency

Approved price adjustments shall apply only to the affected vehicle models affected by the manufacturer’s documented price increase. All other awarded vehicle pricing shall remain firm and fixed unless otherwise approved in writing by the Commonwealth.

3. DISCOUNTINED/UNAVIABLE ITEMS:

Suppliers cannot remove standard vehicle features when they submit their bid. Any requests to remove features can only be made after the contract is awarded.

If a vehicle model is renamed, discontinued, trim level changes or otherwise becomes unavailable, the contractor must provide a letter from the manufacturer confirming the change. The letter must also identify the replacement model that will take the place of the original.

Similarly, if a vehicle make becomes unavailable, the contractor must submit a letter from the manufacturer stating the unavailability and specifying the replacement make and/or model.

Supplier are obliged to provide the contract Commodity Specialist with any announced order cut-off dates for vehicles, options, colors, etc.

4. OPTIONAL EQUIPMENT PRICING AND VEHICLE AVAILABILITY:

Only options that are available within the awarded vehicle’s make, model, and trim level may be ordered. Upgrading to a different trim level (e.g., from LS to LT) is not permitted.

The awarded supplier must confirm that the contract and option pricing are correct before issuing an order acknowledgement, and once the current model year ordering period ends, vehicles may be purchased from the supplier’s existing stock at that model years contracted price, with any uncommon options included on those stock vehicles shall be charged at time of the supplier’s invoicing up to $10,000 in addition to the contracted vehicle price.

5. ELIGIBILTY TO BID:

Bidders must meet the following criteria in order to be considered responsive and responsible:

A. Required Certifications/Licensure, etc.

Bidders must be an Authorized/Franchised dealer for any vehicle being offered in Pennsylvania. All bidders must be an authorized new vehicle dealer for the manufacturer(s) they represent. Bidders shall submit their Dealer/Franchise Agreement on official manufacturer letterhead, dated within six (6) months of the bid due date.

Bidders must hold a valid Pennsylvania Dealer License.

Bidders are advised that the licensing requirements are governed by Act No.

84 of 1983, commonly referred to as the Board of Vehicles Act.

Act of Dec. 22, 1983,P.L. 306, No. 84 Cl. 63 - BOARD OF VEHICLES ACT

6. MATERIAL REQUIREMENTS:

All specifications must be met as per below. These specifications can be found within the bid documents housed within the Pennsylvania Supplier Portal (https://pasupplierportal.state.pa.us/irj/portal/anonymous) and will be part of the contract file when awarded.

• Minimum requirements are set forth in the specifications attached to this solicitation - cost submittal workbook, PCID-1067 Delivery of Vehicles and PCID 1075 General Requirements for Bidding PennDOT Vehicles/Equipment and Light Duty Pickup Truck and Cargo Vans Cost Submittal Spreadsheet. All listed requirements represent minimum specification standards.

• Proposed vehicles must meet or exceed the minimum performance specifications. Equivalent manufacturer configurations are permitted.

• Vehicles must be new, unused, and the current or upcoming model year.

• Only two (2) awards will be made for each particular vehicle manufacturer make/model.

• Bidders must provide a firm-fixed price for each vehicle make/model.

• Price must include destination charges and all eligible supplier/dealer discounts

• Awarded bidders may not charge Shipping & Delivery charges. All vehicle(s) shall be delivered F.O.B. Destination.

• Pricing must be equal to or lower than supplier’s most favored customer.

• Suppliers cannot remove standard vehicle features when they submit their bid.

Any requests to remove features can only be made after the contract is awarded.

A. Roadside Mitigation Equipment Vehicle shall be equipped with manufacturer-standard roadside mitigation equipment. Acceptable configurations include, but are not limited to, an inflator/sealant kit, compact spare tire, or full-size spare tire, as provided by the original equipment manufacturer (OEM).

The Commonwealth will not require the addition of a spare tire where the manufacturer does not provide a designed and secure storage location. Any non-standard or aftermarket additions that are not OEM-integrated are not acceptable due to potential safety and liability concerns.

Agencies requiring a spare tire for operational purposes must select a vehicle model or manufacturer-supported option where the spare tire is properly integrated and securely mounted in accordance with OEM design.

B. Manuals For each make/model contract vehicle ordered by the Commonwealth, the https://www.legis.state.pa.us/WU01/LI/LI/US/HTM/1983/0/0084..HTM https://pasupplierportal.state.pa.us/irj/portal/anonymous awarded supplier shall provide one copy of the vehicle owner’s manual directly to the DGS Bureau of Vehicle Management, Attn: Director, 2221 Forster Street, Harrisburg, PA 17103. Additional copies must be provided to any requesting agency as well and manuals can be provided electronically. Each vehicle shall include a copy of the manufacturer’s service and warranty policy with all warranty verification vouchers, certificates and/or coupons

7. STANDARD WARRANTY:

The price shall include the standard manufacturer’s warranty for all products provided if that warranty is greater than warranty required in the attached Terms and Conditions or PCID 1067 Delivery of Vehicles and PCID 1075 General Requirements for Bidding PennDOT Vehicles/Equipment. The warranty period shall be from date of delivery of equipment and there shall be 100% parts and labor with no deductibles.

8. PERSONNAL:

A point of contact shall be identified within the Cost Submittal Workbook and Specifications to oversee all operations under the awarded contract.

The Commonwealth reserves the right to request the awarded suppliers and the manufacturers’ government sales representative to participate in a semiannual business review meeting with Commonwealth staff. Suppliers are also obliged to attend contract implementation meetings as the Commonwealth deems necessary.

9. BID SUBMISSION REQUIREMENTS:

The following documentation must be completed and submitted with the bid.

A. Failure to submit the documentation listed below will result in the bid being rejected:

• Cost Submittal Workbook

B. In addition, the following documents must be returned with the bid.

Failure to submit any of the documentation listed below may result in the bid being rejected.

• Lobbying Certifications and Disclosure, BOP-1307

• Reciprocal Limitations Act, GSPUR-89

• Iran Free Certification and Disclosure

• Worker Protection Act, BOP-2201

• Pennsylvania Dealer License

• Letter of Authorized/Franchised dealer representing the manufacturer of Vehicles offered to the Commonwealth.

• COSTARS Election Participation (Optional)

10. PURCHASE ORDERS:

No blanket purchase orders shall be allowed under this contract.

Purchase Orders may be issued electronically or through facsimile equipment.

Receipt of the electronic or facsimile transmission of the Purchase Order shall constitute receipt of an order.

Orders received by the Contractor after 4:00 p.m. will be considered received the following business day. The Contractor must acknowledge receipt of an order within ten (10) business days from the day the purchase order is issued to the Contractor. To ensure timely delivery, the Commonwealth should follow up on orders if written acknowledgement is not received within ten (10) business days. Vendors MUST provide documentation of order to the ordering agency including manufacturer order number/reference and estimated delivery.

Awarded Contractors are responsible for accepting POs Monday – Friday 6:00 a.m. – 5:00 p.m. The supplier must have the ability to accept orders manually, electronically, over the phone or via fax.

A. MINIMUM ORDER:

There is no minimum order for this contract.

11. QUOTE REQUIREMENTS:

Suppliers must provide quotes to ordering agencies. All quotes must remain valid for at least thirty (30) days from the date they are issued. Ordering agencies should attach quotes to Purchase Orders (PO).

Quotes must be clear, itemized, and directly aligned with the awarded contract and the State purchase order (PO). Each quote must include:

• Contract number

• Contract line-item number for each vehicle and option

• Item descriptions that match the awarded contract

• Contract unit price for each item

• Quantity ordered

• Extended price for each line item (unit price × quantity)

• Total quote amount

• Itemization of all vehicles, trims, and options in a format that corresponds directly to PO line items

• Suppliers contact name and remit address, phone number, and email address

• SAP vendor number

• PO line-item details (PO line item number and description)

12. COMMONWEALTH ORDER REQUIREMENTS:

All orders for the Commonwealth of Pennsylvania must be placed within manufacturer stated guidelines. Quotes should be attached to POs.

Any orders with Ford Motor Co., dealer(s) must place the order as follows:

• PA State Police orders must be placed using: Ford Identification Number:

FIN #QA042

• PA Department of Transportation orders must be placed using: FIN #QT287

• All other Commonwealth of Pennsylvania orders must be placed using:

FIN #QS017

Any orders with General Motors, dealer(s) must place the orders as follows:

• All Commonwealth of Pennsylvania orders must be placed using: GM FAN

#000858213 Any orders with Stellantis, dealer(s) must place the orders as follows:

• All Commonwealth of Pennsylvania orders must be placed using VIP #48759 All other dealers, if the manufacturer offers a resource to directly track Commonwealth orders, please provide that information at the time that orders are placed.

Summary of Order Requirements

Manufacturer Agency / Order Type Code Required

Ford PA State Police FIN #QA042 PennDOT FIN #QT287 All other

Commonwealth orders

FIN #QS017

General Motors All Commonwealth orders GM FAN #000858219

Stellantis All Commonwealth orders VIP #48759

All Other Manufacturers

All Commonwealth orders

Provide any manufacturer-specific order-tracking resource at the time of order placement

13. SHIPPING AND DELIVERY:

All vehicle(s) shall be delivered F.O.B. Destination. The Contractor agrees to bear the risk of loss, injury, or destruction of the vehicle(s) ordered prior to the receipt of the vehicle(s) by the Commonwealth. Such loss, injury, or destruction shall not release the Contractor from any contractual obligations. Except as otherwise provided in this contract, all vehicle(s) must be delivered within the time period specified in the Contract. Time is of the essence and, in addition to any other remedies, the Contract is subject to termination for failure to deliver as specified.

Awarded bidders may not charge Shipping & Delivery charges.

Awarded contractors shall acknowledge receipt of order within 10 business days.

Delivery shall be 130 days after receipt of Order. Deliveries shall be in accordance with PCID 1067 Delivery of Vehicles. If awarded vendor cannot deliver said vehicle within 130 days of receipt of Purchase Order, vendor must notify agency of expected delivery time.

Returns and Inspection:

The Department of General Services, Bureau of Vehicle Management, will inspect all vehicles prior to acceptance. Any vehicle rejected must be removed by the supplier within two (2) business days, corrected, and returned for reinspection. The date in service will be the date of Commonwealth acceptance, not the delivery date.

14. PICK-UP SITE:

The Contractor must have a site within the confines of the Commonwealth of Pennsylvania for participating in Local Public Procurement Units to pick up their vehicle(s), if they choose to pick up rather than have the vehicle(s) delivered. All Commonwealth purchases must be made as per PCID 1067 Delivery of Vehicles.

15. TARIFFS:

The Commonwealth will not accept or reimburse any tariff surcharges, import duties, or related fees.

16. ISSUING OFFICE:

The Department of General Services (“Issuing Office”) has issued this IFB on behalf of the Commonwealth of Pennsylvania. The sole point of contact in the Commonwealth for this IFB shall be as follows:

Jason Zabady | Commodity Specialist PA Department of General Services | Bureau of Procurement 1800 Herr Street | Harrisburg, PA 17103 Phone: 223-231-9338 Email: jzabady@pa.gov

If a bidder has any questions regarding this IFB, the bidder must submit the question(s) via email (with the subject line “IFB 6100066036”) to the Issuing Officer named above. Questions sent less than 48 hours before the bid deadline may not be answered. The Issuing Officer shall post the answers to the questions as an addendum to this IFB on the DGS website. It is the responsibility of the bidder to monitor the DGS website for new or revised information.

All answers will be provided in writing and posted on eMarketplace (https://www.emarketplace.state.pa.us/) as an addendum.

mailto:jzabady@pa.gov https://www.emarketplace.state.pa.us/