IFB #WCU0407261013

Invitation for Bids for

One (1) NEW 2025 Low Cab Forward (LCF) 16 Foot Box Truck with Liftgate

Issued by:

West Chester University of Pennsylvania

Publication Date: 04/08/2026

Submission Date: 04/22/2026; 11:00 AM; Eastern Prevailing Time (EPT)

Attachment A – Bid Specifications

Pennsylvania’s State System of Higher Education

I.1 Overview This Invitation for Bid (IFB) provides interested suppliers with sufficient information to prepare and submit bids for consideration by Pennsylvania’s State System of Higher Education (State System) to provide One (1) New 2025 Low Cab Forward (LCF) 16 Foot Box Truck with Liftgate. The State System is requesting firm, fixed pricing.

I.2 Issuing Office This IFB is being issued for the State System by the Issuing Office listed below. The Issuing Office is the sole point of contact for this IFB. Please refer all inquiries to:

Kate McCoy Bill Smith Purchasing Agent Assistant Purchasing Manager West Chester University of PA West Chester University of PA 610-436-1013 610-436-2604 kmccoy2@wcupa.edu wsmith2@wcupa.edu

All questions and clarifications shall be submitted to the issuing office via the “Ask a Question” feature in PennBid only. From the Publication Date of this IFB until a determination is made regarding the selection of a bid, all contacts concerning this IFB must be made through the Issuing Office and only information supplied by the Issuing Office via the PennBid Portal, including responses to questions regarding the IFB, should be used in preparing bids. Any and all other contacts or information received regarding the subject prior to the release of this IFB should be disregarded in preparing responses. Any violation of this condition is cause for the State System to reject a bid. If it is later discovered that any violations have occurred, the State System may reject the bid.

Tentative Key Dates Publication Date 04/08/2026 Deadline for Questions 04/15/2026, 11:00 AM; EPT Amendment Issue Date 04/17/2026 Submission Date/Time 04/22/2026, 11:00 AM; EPT Award TBD Project Start TBD

I.3 Rejection of Bids

The State System reserves the right to reject any and all responses received from bidders as a result of this IFB, and to cancel this solicitation at any time prior to the execution of any Purchase Order. Bids will be rejected if they are not prepared in accordance with the IFB instructions listed herein. All tie bids will be broken by the Director of Strategic Sourcing or a designee.

I.4 Response Date To be considered, bids must be received by the Issuing Office on or before the Submission

Date/Time listed above. Late submissions will not be accepted.

I.5 Bid Submission/Basis for Award

Bids must consist of a complete response to the requirements outlined herein and shall be submitted via PennBid at https://pennbid.bonfirehub.com no later than the required Submission Date. No other distribution of bids will be made by the bidder.

A. The bid must remain valid for at least 90 days.

B. All prices quoted must be tax exempt.

mailto:kmccoy2@wcupa.edu mailto:wsmith2@wcupa.edu https://pennbid.bonfirehub.com/portal/?tab=openOpportunities https://pennbid.bonfirehub.com/portal/?tab=openOpportunities https://pennbid.bonfirehub.com/portal/?tab=openOpportunities https://pennbid.bonfirehub.com/

C. All prices quoted must be FOB Destination/Freight Prepaid.

D. Bids will be evaluated for compliance with the specified requirements. Award will be made to the responsive, responsible bidder whose bid provides the lowest total cost to the State System.

E. Payment Terms of West Chester University of PA are Net 30 days after receipt and inspection of material and/or services.

F. Bidder will be required to accept a Commonwealth of Pennsylvania, Purchase Order (PASSHE-SC-1.2). The State System reserves the right to amend its Terms and Conditions and will post any amendments at the State System’s website.

G. All pricing data must be submitted electronically via the Pricing Section Bid Table in PennBid. Failure to meet this requirement may result in automatic disqualification of the bid.

I.6 Addenda to the IFB

If it becomes necessary to revise any part of this IFB, addenda will be posted at PennBid.

The information contained on this website is current and accurate. It is the bidder’s responsibility to check this site periodically to obtain any changes to the solicitation. Bidders must acknowledge all addenda in their bid. Bidders who fail to submit a current bid may be deemed non-responsive.

I.7 Incurring Costs

The State System is not liable for and will not reimburse any costs or expenses incurred by bidders in the preparation or submission of their bids or for attendance at any conferences or meetings related to this IFB.

I.8 Contractor Responsibility Program

Bidders must certify that they are not currently under suspension or debarment by the Commonwealth of Pennsylvania, any other state, or the federal government to the best of their knowledge. Additionally, bidders must certify that they are not tax delinquent with either the Pennsylvania Department of Revenue or the Pennsylvania Department of Labor and Industry to the best of their knowledge. Bidders must acknowledge that if they are currently under suspension or debarment, or if they owe delinquent taxes, their bid may not be accepted or considered.

I.9 Disclosure of Bid Contents and Open Records

All responses to procurement opportunities and resulting Purchase Orders are subject to Pennsylvania’s Right-to-Know Law, 65 P.S. §67.101 et seq. (Act 3 of 2008). The Right-to- Know Law permits requestors to inspect and/or copy any record prepared, received, or retained in connection with a transaction, business, or activity of a public office or agency that is not subject to the enumerated exemptions under the law. Should the bidder’s response become the subject of a Pennsylvania Right-to-Know Law request, the Issuing Office will notify the bidder to identify or confirm all trade secrets or confidential and proprietary information that is included in the bidder’s proposal. The State System will then determine whether the claimed trade secret or confidential and proprietary information is subject to disclosure under applicable law and grant or deny the request accordingly. Should the request be denied and the requestor appeal that denial, the State System will notify the bidder of the appeal and the bidder’s opportunity to request to participate in the appeal as a party of interest. The State System will not represent the interests of the bidder in any appeal, nor will the State System compensate or reimburse any expenses of the bidder in connection with a request of information under the Right-to-Know Law.

I.10 SAP Business Network (Ariba) https://www.passhe.edu/shared-services/procurement/documents/PASSHE-SC-1.2.pdf https://www.passhe.edu/shared-services/procurement/procurement-forms.html

The State System transacts with suppliers through the SAP Ariba Business Network (SBN) to electronically exchange purchase orders, order confirmations, advanced shipping notices, invoices, and payment status for all purchases – direct goods, indirect goods, and services.

The State System encourages suppliers to submit electronic invoices to the State System through the SBN. Unless otherwise provided in this RFP, or by the State System in writing, the offeror agrees to conduct business transactions with the State System using the SBN.

Offerors are required to understand how to use the SBN and are responsible for any additional costs that the offeror chooses to incur. There is no cost to transact using a SBN Standard Account. Additional fees may be incurred using a SBN Enterprise Account.

INSTRUCTIONS FOR BIDDERS SUBMITTING BIDS

1. SUBMISSIONS OF BIDS:

a. Bids are requested for the item(s) described in the Invitation for bid (IFB). For purposes of these instructions, the IFB shall include all documents attached or incorporated by reference.

b. Bids must be submitted by a properly authorized officer of the bidder.

c. Bids must be firm, with no qualifications. If a bid is submitted with conditions or exceptions or not in conformance with the terms and conditions referenced in the IFB (PASSHE-PO- 5.5), it shall be rejected. The bid shall also be rejected if the terms or items offered by the bidder are not in conformance with the specifications, as determined at the issuing office’s sole discretion.

d. The bidder, intending to be legally bound hereby, offers and agrees, if its bid is accepted, to provide the awarded items at the price(s) set forth in this bid at the time(s) and place(s) specified.

2. QUESTIONS: Any questions concerning conditions and specifications of the IFB must be submitted via PennBid.

3. BIDDER’S REPRESENTATION AND AUTHORIZATION:

a. Each bidder, by making its bid, understands, represents, and acknowledges that:

i. The bidder is registered to do business with the Commonwealth of Pennsylvania.

ii. The bidder has read and understands the terms and conditions of the IFB and the bid is made in accordance with those terms and conditions.

iii. The item(s) offered in the bid will be in conformance with the specifications referenced on the IFB without exception.

iv. The price(s) and amount of the bid have been arrived at independently and without consultation, communication, or agreement with any other contractor, bidder, or prospective bidder.

v. Neither the price(s) nor the amount of the bid, and neither the approximate price(s) nor the approximate amount of the bid, have been disclosed to any other firm or person who is a bidder or prospective bidder, and they will not be disclosed before bid opening.

vi. No attempt has been made or will be made to induce any firm or person to refrain from bidding on the contract, or to submit a bid higher than the bid, or to submit any intentionally high or noncompetitive bid or other form of complementary bid.

vii. The bid is made in good faith and not pursuant to any agreement or discussion with, or inducement from, any firm or person to submit a complementary or other noncompetitive bid.

viii. To the best of the knowledge of the person submitting the bid for the bidder, the bidder, its affiliates, subsidiaries, officers, directors, and employees are not currently under investigation by any government agency and have not in the last four years been convicted or found liable for any act prohibited by State or Federal law in any jurisdiction, involving conspiracy or collusion with respect to bidding on any public contract, except as disclosed by the bidder in its bid.

ix. Neither the bidder, nor any subcontractors, nor any suppliers are under suspension or debarment by the Commonwealth of Pennsylvania, or any governmental entity, https://www.passhe.edu/shared-services/procurement/documents/PASSHE-PO-5.5.pdf https://www.passhe.edu/shared-services/procurement/documents/PASSHE-PO-5.5.pdf instrumentality, or authority. If the bidder cannot so certify, then it shall submit, along with the bid, a written explanation of why such certification cannot be made.

x. To the best of the knowledge of the person submitting the bid for the bidder, and except as otherwise disclosed by the bidder in its bid, the bidder has no outstanding or delinquent obligations to the Commonwealth of Pennsylvania including, but not limited to, any state tax liability not being contested on appeal or other obligation of the bidder that is owed to the Commonwealth of Pennsylvania.

xi. The bidder has not, under separate contract with the university or the Commonwealth of Pennsylvania, made any recommendations to the university or the Commonwealth of Pennsylvania concerning: the IFB, the need for item(s) described in the IFB, or the specifications for the item(s) described in the IFB.

xii. All information provided by, and representations made by, the bidder in the bid are material and important and will be relied upon by the university in awarding the contract.

b. Each bidder, by making its bid, authorizes all Commonwealth of Pennsylvania agencies to release information related to liabilities to the university including, but not limited to taxes, unemployment compensation, and workers’ compensation liabilities.

c. If an award is made to the bidder, the bidder agrees that it intends to be legally bound to the Purchase Order that is issued between the university and the bidder.

4. PRICES: The successful bidder will be required to provide the awarded item(s) at the prices quoted in its bid.

5. CONTINGENT BIDS: Bidders shall not make its bid contingent upon the university’s acceptance of specifications or Purchase Order terms that conflict with or are in addition to those in the IFB.

6. APPROVED EQUAL: Whenever an item is defined in this IFB by trade name and catalogue number of a manufacturer or vendor, the term “or approved equal,” if not inserted shall be implied. Any reference to a particular manufacturer’s product either by trade name or by limited description is solely for the purpose of more clearly indicating the minimum standard of quality desired, except where a “no substitute” is requested. When a “no substitute” is requested, the issuing office will consider bids for the referenced product only. The term “or approved equal” is defined as meaning any other make which, in the sole opinion of the issuing office, is of such character, quality and performance equivalence as to meet the standard of quality of products specified for which it is to be used equally as well as that specified. A bidder quoting on a product other than the referenced product shall: a) furnish complete identification in its bid of the product it is offering by trade name, brand and/or model number; b) furnish descriptive literature and data with respect to the substitute product it proposes to furnish; and c) indicate any known specification deviations from the referenced product. If the information required in a) through c) above is not provided, the bid shall be deemed non-responsive.

7. ALTERNATE PRODUCTS: A bidder who wants to offer an alternate must notify the issuing office in writing, at least five (5) days prior to the scheduled bid opening that the bidder intends to offer an alternate in its bid. An “alternate” is a product that deviates from the requirements of the specifications in its composition, qualities, performance, size dimension, etc. The written notification from the bidder must include a complete description of the alternate and must identify the product’s deviations from the specifications. Upon receipt of the notification, the issuing office will determine whether the alternate is acceptable. If the issuing office, in its discretion, determines that the alternate is acceptable, the issuing office will issue an addendum to the invitation for the bids that revise the specifications. If no addendum is issued revising the specification, a bid offering the alternate shall be deemed denied and no alternative will be considered for award.

8. NEW EQUIPMENT: Unless otherwise specified in the IFB, all products offered by bidders must be new. Items which are used, demonstrations, obsolete, seconds or which have been discontinued are unacceptable without the prior written approval of the issuing office.

9. MODIFICATION OR WITHDRAWAL OF BID:

a. Bid Modification Prior to Bid Opening. Bids may be modified up until the exact hour and date specified for bid opening.

b. Bid Withdrawal Prior to Bid Opening. Bids may be withdrawn prior to the exact hour and date specified for bid opening.

c. Bid Withdrawal After Bid Opening. Bidders are permitted to withdraw erroneous bids after bid opening only if all of the following conditions are met:

i. The bidder submits a written request for withdrawal.

ii. The bidder presents credible evidence, as solely determined by the issuing office, with the written request that the reason for the lower bid price was a clerical mistake as opposed to a judgment mistake and was actually due to an unintentional arithmetical error or an unintentional omission of a substantial quantity of work, labor, material, or services made directly in the compilation of the bid.

iii. The request for relief and supporting evidence must be received by the issuing office within three (3) business days after bid opening, but before award of the Purchase Order.

iv. The issuing office shall not permit a bid withdrawal if the bid withdrawal would result in the award of the Purchase Order on another bid of the same bidder, its partner, or corporation or business venture owned by or in which the bidder has a substantial interest.

v. If a bidder is permitted to withdraw its bid, the bidder cannot supply any material or labor or perform any subcontract or other work agreement for the awarded contractor, without written approval of the issuing office.

d. Firm Bid. Except as provided above, a bid may not be modified, withdrawn, or canceled by any bidder for a period of sixty (60) days following the time and date designated for the bid opening, unless otherwise specified by the bidder in its bid. If the lowest responsible bidder, as determined by the issuing office, withdraws its bid prior to the expiration of the award period or fails to comply with the requirements set forth in the IFB including, but not limited to, any requirement to submit performance or payment bonds or insurance certificates within the required time period, the bidder shall be liable to the university for all costs and damages associated with the re-award or re-bid including the difference between the bidder’s price and the actual cost that the university pays for the awarded items.

e. Clarification and Additional Information. After the receipt of bids, the issuing office shall have the right to contact bidders for the purpose of seeking:

i. Clarification of the bid which confirms the issuing office’s understanding of the statements or information in the bid or;

ii. Additional information on the items offered; provided the IFB does not require the rejection of the bid for failure to include such information.

10. REJECTION OF BIDS: The issuing office reserves the right to reject any and all bids, to waive technical defects or any informality in bids, and to accept or reject any part of any bid if the best interests of the university are thereby served.

11. LEGAL REVIEW: Prior to any agreement resulting from the IFB being effective, it must be reviewed for form and legality by legal counsel for the university pursuant to the Commonwealth

Attorneys Act. This review may result in changes to the terms and conditions specified in the

IFB.

12. AWARDS: Unless all bids are rejected, and except as otherwise provided by law, award will be made, through the issuance of a purchase order or other appropriate agreement to the lowest responsible and responsive bidder. Unless otherwise specified by the issuing office in the IFB, the university reserves the right to award by item or on a total bid basis, whichever is deemed more advantageous to the university. In cases of discrepancies in prices, the unit price will be binding unless the unit price is obviously in error and the extended price is obviously correct, in which case the erroneous unit price will be corrected. West Chester University of Pennsylvania reserves the right to (1) award a single Purchase Order for all services, (2) award multiple Purchase Orders, or (3) not award a Purchase Order.

13. TIE BIDS: All tie bids will be broken by the issuing office.

14. PRICING WARRANTY AND DISCOUNTS: The university qualifies for governmental discounts and educational discounts. Unit prices shall reflect these discounts. bidder warrants that the terms, conditions and price(s) are not less favorable to the university than those extended to any other institutions, comparable universities, teaching hospitals, colleges, and/or community colleges for the same or similar goods or services in similar quantities or scope of work. bidder warrants that prices submitted are complete and include transportation, shipping, packaging, labeling, custom duties, taxes, storage, insurance, boxing and crating.

15. PROMPT PAYMENT DISCOUNTS: Prompt payment discount will not be considered in making an award. If prompt payment discounts are offered by any bidder, however, the issuing office will take advantage of such offer.

16. EXPORT CONTROL LAW COMPLIANCE: The bidder acknowledges that any goods, materials, or services specified in the IFB may be subject to the export control laws of the United States, specifically including, but not limited to, the requirements of the International Traffic in Arms Regulations (ITAR), 22 C.F.R. 120 et seq., and the Export Administration Regulations, 15 C.F.R.

730-774. bidder shall inform the university of the export classification in its bid. The university may elect not to receive certain export-controlled items.

17. BID PROTEST PROCEDURES: Any bidder or prospective bidder who feels aggrieved concerning the solicitation or award of a Purchase Order submit a protest within seven (7) calendar days after the bidder knows or should have known of the facts giving rise to the protest with the issuing office. The protest must clearly be identified as a protest, identify the type and nature of the protest and include the protest relevant solicitation information. Protests will be governed by the procedures set forth in the Commonwealth Procurement Code, 62 Pa.C.S. §§ 101-2311.