023A-26.pdf

Invitation No. 023A-26

023A-26 Single & Tandem Axle Cab & Chassis 06/16/2025

REQUIREMENTS/SPECIFICATIONS

Section 1: Intent

The purpose of this invitation to bid is to establish term contracts with qualified suppliers of Single Axle and Tandem Axle Cab and Chassis Units. Quantities and types of vehicles to be purchased by ODOT and Political Subdivisions through this contract are undefined. Purchases will be made on an as needed basis.

Section 1a: Optional Pre-Bid Teleconference

The purpose of the pre-bid tele-conference is to walk through each specification item to ensure each bidder is fully cognizant of the Department’s requirements and specifications. The Department highly encourages all vendors to attend the tele-conference to answer any remaining questions/problems.

The optional pre-bid tele-conference will be held on Monday, June 23, 2025, at 10:30am eastern standard time.

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The sign-in sheet, that will be filled out by ODOT, is public record and may be shared at the Department’s discretion.

Any required addendum/clarifications will be published at the conclusion of the pre-bid conference call.

For additional information regarding the Invitation to Bid (ITB) please contact the Office of Contracts.

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Section 2: Contract Duration

The effective duration of this contract shall be for twelve (12) months from the Date of Award.

Section 3: Price Change

All bid pricing shall not increase for the first sixty (60) calendar days after the date of the bid opening. Thereafter, a request for a price increase may be submitted in writing to the Department’s Office of Contract Sales along with all documentation that supports the need for the price increase. No price increase will be effective until it is approved by the Department and the Vendor is notified of such approval in writing. The price increase will take effect upon the date the The vendor is notified. In the event of a price increase is accepted by the Department, the Vendor may not seek an additional price increase for at least thirty (30) calendar days. The Department reserves the right to reject any proposed price increase, or to cancel the contract if such action is determined to be in the best interest of the Department.

In the event of a general price decrease, the Department shall be guaranteed full benefit of the price reduction for all undelivered purchase orders on the effective date of the decrease and thereafter. The Department will be entitled to a price decrease any time the Vendor sells a product or a service to any similarly situated customer for less than the price agreed to between the Department and the Vendor under this Contract. Any time the Vendor sells a product or provides a service to any customer or dealer for less than it is available to the Department under this Contract, the Vendor must notify the Department of that event within thirty (30) calendar days of its occurrence and immediately reduce the price of the affected goods or services to the Department under this Contract. If the Department believes it is appropriate, it will ask to renegotiate the price under this Contract of the goods and services affected by the general reduction in price. If the Vendor and the Department cannot agree on a renegotiated price, the Department will have the right, upon notice to the Vendor, to immediately remove the affected products and services from this Contract.

Section 4: Free on Board (F.O.B.) Destination

The net unit bid prices submitted shall include delivery charges, Free on Board (F.O.B.) Place of Destination to any of ODOT’s twelve (12) Districts and eighty-eight (88) county destination locations in the State of Ohio, as per the enclosed map: NOTE: Purchase orders/ordering documents when issued, will detail specific destination points.

District 1 - Lima District 7 - Sidney

District 2 - Bowling Green District 8 - Lebanon

District 3 - Ashland District 9 - Chillicothe

District 4 - Akron District 10 - Marietta

District 5 – Jacksontown District 11 – New Philadelphia

District 6 – Delaware District 12 – Garfield Heights

Central Garage – Columbus (CG) OPI/CCI – Chillicothe

Section 5: Delivery

Delivery of all orders placed must be completed within two hundred (200) calendar days upon receipt of a Purchase Order.

5.1 Delivery Hours

All deliveries made to the Department of Transportation facility must be made between the hours of 8:00 a.m. and 2:00 p.m., Monday through Thursday, unless special permission is granted by the Department to temporarily waive or adjust this requirement.

All deliveries made to the Ohio Penal Industries at Chillicothe Correctional Institution must be made between the hours of 7:30 a.m. and 2:00 p.m., Monday through Thursday, unless special permission is granted by the Department to temporarily waive or adjust this requirement. Ignition keys for trucks delivered to the Ohio Penal Industries must be delivered to the Office of Equipment Management, 1620 West Broad St., Columbus, Ohio, 43223.

5.2 Proto-type unit

During bid evaluation, the Department may require a bidder to provide a proto-type unit before any purchase order is finalized. This is to be inspected by ODOT personnel at manufacturer’s plant or factory authorized dealer located within the boundaries of the State of Ohio. The proto-type unit will be inspected and tested by the Department for specification compliance before an award will be made. Units who do not pass inspection will be rejected and not eligible for award of this invitation to bid.

The Department of Transportation reserves the right, in its sole discretion, to waive the above proto-type inspection process.

5.3 Fuel and Diesel Exhaust Fluid

Each vehicle purchased through this contract must be delivered with a full tank of Diesel Fuel and Diesel Exhaust Fluid.

5.4 Certificate of Title

All vehicles provided through this contract must be new and never titled.

The Certificate of Title is to be furnished to the purchaser within thirty (30) days after delivery of the vehicle.

Titles for ODOT purchases are to be filed in Franklin County and made out to: State of Ohio, Department of Transportation, 1620 West Broad Street, Columbus, Ohio 43223.

Delivery will not be considered complete until the title has been received by the Department.

5.5 Invoicing

In order to streamline the invoice payment process, the Office of Equipment Management requires vendors to email an attached copy of the invoice to the following address:

dot.cen.oem@dot.ohio.gov. Invoice is to be sent on the date that the ordered commodity is delivered to the Department.

Please provide the serial number and the ODOT provided, corresponding OPI number (ex.

01_138) on the attached email copy of the invoice as well as the submitted paper invoice for each item up for bid.

Paper invoice to be mailed to the “Bill To” contact and address located on the purchase order. If the order is processed through a credit card, the vendor will remit the invoice to the Credit Card holder’s name and address.

Section 6: Purchase Orders

The awarded vendor must be able to provide the awarded vehicles through this contract and accept purchase orders throughout the entire duration of any resulting contract.

Section 7: Multiple Award mailto:dot.cen.oem@dot.ohio.gov

ODOT will accept all responsive bids submitted on or before the specified bid opening date and make an award to all responsive bidders pursuant to O.R.C. 5513.02.

Section 8: Dealers and Service

It will be the responsibility of the awarded vendor/manufacturer to provide a list of truck dealers in the State of Ohio who are authorized to provide warranty and service repair. This list should be included in your submitted Excel pricing page (link to file on cover).

Section 9: Fluids & Lubricants

Vendor must fill out “FLUIDS & LUBRICANTS” tab to the manufacture’s standard recommendation.

You must fill out accordingly with the equipment being bid through this contract.

The vendor may add more rows & columns if there are more fluids or lubricants not covered in the spreadsheet.

Section 10: Trade-In

The Ohio Department of Transportation (and Political Subdivisions) reserves the right to offer used, operational dump trucks as trade-ins. The trade-in trucks will be complete and in running condition.

The Administrator of the Office of Equipment Management reserves the right to reject or refuse any trade-in allowances offered if it is determined by ODOT that refusal will be in ODOT’s best interest.

Section 11: Product Specifications

All parts not specifically mentioned, which are necessary to provide a complete unit, or normally furnished as standard equipment, shall be furnished. The parts shall conform in strength, quality of material and workmanship to what is normally provided in the industry.

Equipment provided through this contract must meet all applicable Federal and State regulations.

Please notice that the Metric system and comparable British system (in parentheses) is being used for these specifications.

Bidders should submit with their bids; the latest literature that fully describes the units being bid and complete the attached Specification and Documentation of Compliance Sheet. Should a bidder fail to submit the literature and/or complete the attached Specification and Documentation of Compliance sheet, the bid may not be considered for award.

The signing of this bid shall be considered a certification that the model as bid herein is the latest current model and will include the manufacturer’s latest engineering changes.

The Ohio Department of Transportation will consider the performance history of similar equipment, vendor’s service and vendor’s overall responsiveness to the Department of Transportation’s utility of the products.

The Bidder of the machine, which is considered for award shall, at the request of the Ohio Department of Transportation, demonstrate the equipment at a location chosen by the Department Personnel to prove any feature or performance capabilities which may be in question. Should the Demonstration Machine fail to meet Department requirements, the machine shall be adjudged as non-conforming to bid specifications. Compliance check boxes: Located to the right of each minimum specification are the “Comply or Don’t Comply” check boxes. Check the Comply Box if the equipment being bid meets or exceeds the minimum specifications. If the equipment does not meet or exceed the department’s minimum specifications, then the bidder must check the Don't Comply box and supply an explanation, on the ODOT excel pricing tab called “EXCEPTION”, for the non-compliant specification. The department has the right to review the “Don’t Comply” explanation and make a decision to accept or deny the equipment being bid. The bid package will be determined non-compliant and rejected by ODOT if the bidder fails to check either a Comply or

Don't Comply box for each and every line of the specification being bid. This section is located in the ODOT supplied excel pricing spreadsheet, on the “SPECIFICATIONS” tab.

All other remarks, comments, etc. that are not check marks located in the check boxes will deem the vendor non-compliant.

(Specifications are in the excel pricing sheet)

Section 12: OhioBuys

Vendors must submit their Bid Responses electronically in OhioBuys before the published deadline date & time, Columbus, Ohio local time on the Proposal due date. Vendors will not be able to submit Bid Responses, or unsolicited Proposal amendments after the deadline.

Vendors must allow adequate time for uploading a Bid Response prior to the due date and time.

ODOT recommends that vendors submit Bid Responses as early as possible. If a second round is issued for any reason, vendors must resubmit their bid if they had already submitted in a previous round, as the previously submitted Bid Responses do NOT carry over to the new round.

The Signature process takes place after the award now. The email will come from documents@esign.ohio.gov and will go to the signatory that was identified in the bid submission.

The subject line will be the bid # Signature Request, (example: 101G-25 Signature Request).

No contract can be issued to your company until we receive your signature to complete the process. And you must have an OAKS Payor ID before a contract can be issued. To obtain that, you will need to go into https://ohiopays.ohio.gov.

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