1-ITB250701 Public Works Fleet Equipment BID SOLICITATION.pdf

CITY OF COVINGTON, KENTUCKY

INVITATION TO BID

ITB250701

For:

Public Works Fleet Equipment

BID RESPONSES DUE

NO LATER THAN:

10:00 A.M. 2025 AUGUST 14

Issue Date:

2025 July 31

For:

Department of Public Works

By:

Department of Finance | Procurement Office

20 W Pike St Covington, KY 41011

I. LEGAL ADVERTISEMENT / PUBLIC NOTICE

Public Works Fleet Equipment

The City of Covington, Kentucky (“City”) invites bids from qualified, competent, knowledgeable, and experienced providers of fleet equipment vehicles, equipment, and/or related services as described in this Invitation To Bid (“ITB”), and in compliance with all applicable laws and regulations. Entities submitting bid responses shall be prepared to execute and perform a legally binding contractual agreement (“Agreement”) for the provision of requested goods and/or services as described herein and in accordance with this ITB.

Issue Date: 2025 July 31

RFP Title: Public Works Fleet Equipment

Issuing Agency: Public Works Department

Contact: Peter Hager, Procurement Officer peter.hager@covingtonky.gov

859.292.2178 (Best times for telephone contact: Mon. – Fri. / 10:AM – 2:PM)

Bids shall be submitted to the City of Covington (City”) sealed, and clearly & conspicuously marked on the outside with:

• Respondent’s name, Respondent’s representative’s name, return mailing address, and telephone number - and

• "BID: P W F E - DO NOT OPEN WITH REGULAR MAIL."

RESPONSES SHALL BE SUBMITTED NO LATER THAN: Thursday 2025 AUGUST 14 10:00 A.M.* to:

Covington City Hall Finance Department

First (1st) Floor Lobby Window 20 West Pike Street

Covington, Kentucky 41011 *Submittals received after this date and time will be deemed non-responsive.

Sealed bids will be publicly opened in the Covington City Hall Commission Chambers, 20 West Pike Street, 1st Floor, at the specified date and time. The Covington Board of City Commissioners reserves the right to reject any and all bids. Award shall be made based on the lowest evaluated bid price, to the most responsible and responsive bidder, as permitted by KRS 45A.365. A reciprocal preference will be afforded for resident bidders of the Commonwealth of Kentucky, in accordance with KRS 45A.494.

TABLE OF CONTENTS

I Legal Advertisement / Public Notice 2

II Bid Events Timeline 4

III Bid Specifications 4

IV Bid Format 8

V Bid Evaluation Procedures 9

VI Bid Stipulations and Requirements 11

Exhibit A-1 Bid Form: 2025 Ford F550 or Acceptable Equal 15

Exhibit A-2 Bid Form: 9-Foot Dump Body and Other Upfittings 23

Exhibit A-3 Bid Form: Pressure-Flow Compensated Load Sensing Central Hydraulic Systems and Other Upfittings

Exhibit A-4 Bid Form: Under Tailgate Salt Spreader and Other Upfittings

Exhibit B Bid Form: Ford Bronco Sport or Acceptable Equal 37

Exhibit C-1 Bid Form: Ford F350 or Acceptable Equal 42

Exhibit C-2 Bid Form: F350 or Acceptable Equal Upfittings 49

Exhibit D-1 Bid Form: Freigtliner M2 or Acceptable Equal 52

Exhibit D-2 Bid Form: 10-Foot Dump Body and Other Upfittings 71

Attachment 1 Non-Collusion Affidavit 94

Attachment 2 Campaign Finance Affidavit 96

Attachment 3 Certification Against Conflicts Of Interest, Gratuities, And Kickbacks

Color Highlight Legend:

Blue highlighted Exhibit Forms are required to be completed and submitted as integral part(s) of Bid repsonse / submittal to supply the respective equipment to the City.

Yellow highlighted Attachment Forms are required to be completed and submitted as integral part(s) of ALL Bid repsonses / submittals to supply specified equipment to the City.

II. TIMELINE OF EVENTS

BID EVENT SCHEDULE

ITB Issued / Bids Solicited Thursday 2025 July 31 Interested Parties' Requests For Information ("RFI") Must Be Submitted To and Received By the City No Later Than Friday 2025 August 01 2:00 P.M.

City's Responses to RFIs Will Be Published No Later Than Wednesday 2025 August 06 3:00 P.M.

BIDS Shall Be SUBMITTED to and Received By the City NO

LATER THAN

Thursday 2025 August 14 10:00 A.M.

(Estimated) Award Recommendation (Subject to the City's applicable policies, practices, and protocols)

~ On or before 2025 September 30

III. BID SPECIFICATIONS

A. General Information The City invites competitive bids for new/unused 2025 model year or newer motor vehicles to be used in its Public Works operations with optional accessories, equipment, and/or features installed as herein further described.

In accordance with Kentucky Revised Statutes (“KRS”) Section 45A.415, items considered equivalent to those herein named or described may be bid and furnished. The City’s use of a Name-Brand-Or-Equal (“NBOE”) specification type is specifically not intended to express preference for any brand or model, or otherwise limit or restrict competition, but expressly for the purpose of effectively and efficiently conveying desired characteristics and standards of quality, performance, and fitness for intended use to satisfy operational needs of the City.

1. The City shall not be obligated to the listed quantities, which shall remain subject to express confirmation by the City at time of order placement.

2. The City will consider bids for:

a. Vehicle(s), complete with all specified upfittings, installed; Interested parties may offer bids for one or more of the specified vehicle line items, including all related additional (upfit) aftermarket accessories and equipment.

b. Vehicle(s), only: Interested parties may offer bids for one or more of the specified vehicle line items without related additional (upfit) aftermarket accessories and equipment.

c. Installed Upfittings, only: Interested parties may offer bids for one or more of the complete specified vehicle upfitting packages.

3. Specifically, the City solicits competitive bids for:

Reference Bid

Exhibit Series

(Estimated) Quantity

Model Year

NBOE

Make

NBOE

Model

NBOE Or Equal

Statement Cab Type Vehicle

Type

A 3 2025, or Newer

Ford F550 Or Acceptable Equal

Regular Cab Dump Truck

B 2 2025, or Newer

Ford Bronco Sport

Or Acceptable Equal Big Bend SUV

C 1 2025, or Newer

Ford F350 Or Acceptable Equal

Regular Cab

Regular Cab & Chassis Pick-Up Truck

D 1 2025, or Newer

Freightliner M2

Or Acceptable Equal

Regular Cab

Cab and Chassis

4. Bidder, if recommended and approved for contractual award, shall be required to order from the Original Equipment Manufacturer (“OEM”) the equipment and quantities specified by the City within two (2) business days After Receipt of Order (“ARO”) properly approved by the City, verifiable confirmation of which shall be provided to the City, and which shall include order, quantity, and unit pricing specifications.

5. Bidders shall complete and submit to the City, as integral component of their bid, the attached Exhibit(s), Bid Form(s) and Product Pricing and Specification Worksheet(s).

a. Bid pricing shall remain firm for the City’s consideration and/or acceptance for a minimum of sixty (60) days after bids are accepted and publicly opened by the City.

i. If feasible to hold bid pricing firm for more than 60 days, and/or allow for additional, subsequent orders by the City, bids shall so stipulate.

ii. The City reserves rights to deviate from the listed quantities; all quantities are subject to verification and final specification by the City at time of final order placement.

iii. The City reserves rights to place multiple (e.g., additional) orders for the duration of the Bidder’s stated firm pricing period, unless bids specifically state otherwise, and subject to dealer availability.

iv. In accordance with KRS 45A.415, items considered equivalent to those named or described in the specifications may be furnished, subject to the City’s prior approval.

B. Minimum Qualifications

1. Vehicle Equipment bid shall be new / unused, 2025 model year or newer production models, complete with all standard equipment, unless otherwise specified, and shall meet or surpass current Department of Transportation and National Highway Traffic and Safety Administration safety standards and requirements.

2. Any item that is designated by the manufacturer as standard on the vehicle(s) bid, but not included in the specifications set forth herein, shall not to be omitted, deleted or removed from the vehicle(s) and shall be included.

C. Installation Requirements

1. Equipment supplied by the Bidder to satisfy or exceed specifications shall be installed within the specified equipment and shall be new & unused and defect-free.

2. The price(s) supplied, if any, for aftermarket equipment and installation shall be inclusive of all requisite parts and labor.

3. All equipment installation shall conform to industry and manufacturing standards.

a. Some equipment may be provided by the City; Bidder shall not be required to warrant customer provided equipment but shall be required to warrant the installation of said equipment, if and as applicable.

D. Warranty

1. Applicable, included warranty information shall be listed in sufficient detail on the attached Exhibit(s), Bid Form(s) and Product Pricing and Specification Worksheet(s) with additional applicable information separately attached, as needed and appropriate.

a. At minimum, Bidder shall meet or exceed any / all listed warranty requirements.

b. Bidder is both requested and encouraged to include express description(s), in sufficient detail, relating any warranties that shall be provided in excess of, or in addition to, those specified herein.

c. Warranty information may be a factor of evaluative consideration by the City in its determination of the lowest responsive and responsible bidder.

E. Delivery

1. Bidder shall provide an anticipated date of delivery for each unit bid (e.g., 6 weeks ARO).

This anticipated date of delivery shall represent the time the Bidder will require from the date of order placement by the City with the Bidder to the complete, satisfactory delivery of that order to the City.

2. Order(s) shall be considered complete by the City upon delivery and final acceptance by the City.

a. The delivery time shall take into consideration and include any and all preparation and/or specialization of the equipment, including the purchase and installation of aftermarket equipment.

b. Anticipated delivery and order turnaround times may be a factor of evaluative consideration by the City in its determination of the lowest responsive and responsible bidder.

3. Unless otherwise directed, all specified equipment shall be delivered, FOB: Destination, to the City’s Fleet Manager, located at 1730 Russell Street, Covington KY 41011.

a. All equipment shall be delivered with the fuel tank(s) at least ½ full.

b. Bidder shall properly submit an acceptable application for certificate of title within one

(1) business day after delivery to and acceptance by the City.

c. Bidder shall cause the title to each vehicle to be delivered within fifteen (15) days after delivery of vehicle(s) to the City’s Fleet Manager, whose contact information follows directly below and the office address for which shall serve as the delivery address and receiving point for all specified and ordered equipment and related documentation:

Mr. Steve Hedger, Manager City of Covington Division of Fleet Management

1730 Russell Street Covington, KY 41011

SHedger@covingtonky.gov 859-292-2286

d. Title documentation shall list the purchaser of all motor vehicle equipment as: CITY OF COVINGTON, KENTUCKY, 1730 Russell Street, COVINGTON KY 41011.

e. Bidder shall also deliver with each unit ordered:

i. A complete and comprehensive Bill of Sale.

ii. Manufacturers’ Statement(s) of Origin (“MSO”).

iii. Temporary tags.

iv. All applicable manufacturers’ warranty documentation.

v. All necessary and/or generally available Owners’, Operators’ and/or Users’ Manuals for each unit, inclusive of all installed optional and/or aftermarket accessories, equipment, and/or features.

F. Inspection & Final Acceptance

1. The City’s final acceptance of all units is subject to the City’s inspection upon delivery.

a. The City’s Fleet Manager, or his qualified designee, will perform inspections on-site at the time of delivery.

b. Final acceptance of all units and integral components thereof will be conditioned upon and subject to:

i. Clear inspection report(s), and confirmation(s) of receipt of all specified and necessary documentation (this includes but is not limited to a copy of the Application for Certificate of Title, MSO, and temporary tags).

ii. Invoicing shall be considered to be approved by the City to commence from the date of the City’s acceptance of equipment, not (necessarily) the date of delivery to the City.

G. Liquidated Damages

1. Bidder shall be reasonably obligated by the express anticipated delivery dates, as identified by and stipulated in its Bid, on the attached Exhibit(s), Bid Form(s) and Product Pricing and Specification Worksheet(s).

a. Absent any qualifying extenuating circumstances of Force Majeure, the Bidder

(Contractor) shall exercise all reasonable efforts, which are consistent with industry standards, to contractually perform in accordance with their stipulated ‘anticipated delivery date(s).’

2. The City may impose liquidated damages in the amount of $50/day/unit, to be deducted from the overall total unit costs, for each day after the express anticipated delivery date(s) during which final delivery and acceptance are not completed or are not delivered to the City’s satisfaction.

a. The parties agree that this amount does not represent a penalty and that the actual amount of damages for delay cannot be readily ascertained at the time of this Bid solicitation.

IV. BID FORMAT

Bid information shall be indelibly affixed (printed) on standard 8.5” x 11” paper with font size no smaller than twelve (12) points. Bids shall consist of:

A. One (1) hard copy (paper) completed original Bid instrument with original signatures.

B. One (1) hard copy (paper) copy of the completed and signed original Bid instrument.

C. One (1) digital/electronic copy of all Bid documentation saved as a single .pdf-formatted document/file on a USB-drive.*

D. All of the foregoing shall be physically** submitted to the City in a sealed container (e.g., envelope) plainly and conspicuously marked on its exterior with:

1. Bidder’s Name and Return Mailing Address.

2. Bidder’s Representative’s Name, Telephone Number and e-Mail Address.

3. "BID: P W Fleet - DO NOT OPEN WITH REGULAR MAIL."

*Any interested party for whom the USB-drive submittal requirement may present an impediment or hardship to tendering a Bid are encouraged and requested to please contact the City’s Procurement Officer for assistance.

**Bids shall be physically submitted to the City prior to the specified date and time for public opening; the City does not presently accept bids electronically (e.g., online, fax, procurement portal).

E. Bids Shall Consist Of The Following:

1. Bidding entity’s Ownership Information, which shall express introductory information regarding the ownership, establishment (e.g., legal organization form/type) and past performance of the Bidding entity, and which shall clearly identify the name and contact information for representative duly authorized to legally and contractually bind the Bidder in its conduct of business with the City.

2. Bid Response, which shall include detailed description(s) of proposed product(s), and which specifically denote any/all attributes and features that materially exceed the City’s stated specifications and how.

a. Bidders may offer bids for alternative products and/or optional features provided all minimum specifications are satisfied or exceeded.

b. Bid shall indicate anticipated delivery date(s) and/or lead times ARO.

3. Pricing, which shall be furnished on the Exhibit(s), Bid Form(s) and Product Pricing and Specification Worksheet(s) herein incorporated.

a. Bid pricing shall be inclusive of all associated costs and/or fees and shall remain firm for the City’s consideration and acceptance for a minimum of sixty (60) days after the date and time stipulated for the City’s public opening of Bids, unless otherwise specified.

b. The City of Covington, Kentucky is exempt from sales and use tax as a certified governmental entity.

c. Bidders are strongly encouraged to include all discounts and/or other incentives available to the City.

4. Bidder may and is encouraged to include Sample Purchase Terms (e.g., specimen contract) that include its standard purchasing terms and conditions generally associated with the specified product(s) and/or service(s), provided that it fully complies and does not conflict with the terms and included in this ITB and shall not disclaim any Bidder liabilities or warranties.

5. Proof(s) (e.g., certification{s}) of Insurance of all kinds and types that are relevant, active, and current to Bidder’s obligations as an entity authorized to conduct business in the Commonwealth of Kentucky.

a. Minimally, this shall include provision of proof of Bidder’s current and up-to-date

Commercial/General Liability insurance coverage.

6. Bidder shall fully and properly complete, execute and submit with and as integral components of its Bid response all requisite Affidavits, attachments, exhibits, and forms.

7. If and as applicable, Bidder shall expressly stipulate, via a Notice Of Deviation, any and all deviations from the specifications, terms, and/or conditions expressed herein.

a. Absence of specific disclosure(s) of deviation(s) shall indicate Bidder’s acceptance of and full compliance with all specifications, terms, and conditions expressed herein.

b. Bids failing to meet all of the specifications are not necessarily subject to rejection from the City’s consideration, but any and all deviations must be clearly and specifically denoted to facilitate the City’s accurate evaluation and consideration of Bids.

V. EVALUATION PROCEDURES

A. Mandatory Criteria

1. The City will only consider Bid responses from Bidders that, through their bid, demonstrate:

a. Successful proven past performance reliably providing similar goods and/or services in similar scopes and to similar entities.

b. That Bidder is in good standing with the City in accordance with City of Covington Board of

City Commissioners Ordinance No. 0-11-06.

c. That Bidder is not involved in any adverse claims against the City and are not delinquent in its financial obligations to the City.

d. Substantial compliance with this solicitation.

B. Evaluation Criteria

1. A determination of award shall be made to the most responsive and responsible bidder, based on the Lowest Evaluated Bid Price, in accordance with the standards prescribed by

KRS 45A.365.

a. The Lowest Evaluated Bid Price, including payment terms and/or other pecuniary conditions, factors, and/or terms, may include consideration of the following measurable objective criteria to assess the effective and/or economic operation of specified and/or bid equipment for its respective intended use:

Consideration / Factor Weight Net Bid Price 40 Warranty Terms 20 Anticipated Delivery Date 20 Fuel Efficiency (as published by the Environmental Protection Agency {"EPA"}, National Highway Traffic Safety Administration {"NHTSA"}), and/or other objective resource approved by the City.

Operational Efficiency (as determined by City of Covington fleet standardization and simplification objectives). 10

2. The City’s Procurement Officer, and the departmental representative(s) for this solicitation, shall evaluate all information provided by Bidders in response to the established measurable criteria contained above.

a. Evaluated bid results will be made public at the time of contractual award recommendation.

b. Each Bidder is solely responsible for submitting all relevant, factual and correct information with its Bid, the intents of which are to assure that each Bidder is equitably extended opportunity to attain the maximum score possible and to assure the City the contractual performance standards to which each Bidder is willingly accountable.

c. All qualified Bids will be evaluated according to the above stipulated criteria and related weights, which will produce an overall composite score for each Bid and will be applied by the City to determine the ‘lowest evaluated Bid price.’

i. Additional information on how evaluated Bid prices are computed may be requested from the City’s Procurement officer, Peter Hager, at peter.hager@covingtonky.gov.

C. Contractual Award Recommendation

1. The most responsive and responsible Bidder with the lowest evaluated Bid price, which shall include the appropriate application of the reciprocal preference, will be recommended for contractual award, if any.

2. Prior to recommending contractual award to the most responsible and responsive bidder, application of the reciprocal preference shall apply, (Ref. KRS 45A.494). KRS 45A.494 states that a resident bidder of the Commonwealth shall be given a preference against a nonresident bidder registered in any state that gives or requires a preference to bidders from that state.

a. The preference shall be equal to the preference given or required by the state of the nonresident Bidder.

3. Contractual award recommendation may require Covington Board of City Commissioners consideration and approval. The City reserves rights to award (a) contract(s) in whole or in part, or not at all.

VI. BID STIPULATIONS AND REQUIREMENTS

A. General Information

The City of Covington, Kentucky is a Commonwealth of Kentucky Home Rule Class city. The executive and legislative authority is vested in the Covington Board of City Commissioners, which consists of the Mayor and four City Commissioners. The City Manager is the chief administrative officer and is responsible for day-to-day operations. The City Manager is assisted various department heads and City staff, including a Police Chief, Fire Chief, Finance Director, City Solicitor, Director of Public Works, and Director of Special Projects and Intergovernmental Affairs.

The City has a number of boards and commissions pursuant to Kentucky law, local Ordinance, or both. While some boards are comprised wholly or partially of City employees or officials, others are comprised of citizens of the City who are not otherwise employed by the City (e.g., Board of Adjustment, Code Enforcement Board, Urban Design Review Board).

B. Bid Guarantee / Award Procedure It is anticipated that a recommendation for award from this Bid will be made approximately thirty (30) to sixty (60) days after the Bid due date. Bidders are required to guarantee their Bids as an irrevocable offer(s) valid and firm for the City’s consideration and acceptance for a minimum of sixty (60) days post-Bid opening. The City of Covington, Kentucky in its sole and absolute discretion shall have and retain rights to award (a) contract(s) for any or all goods and/or services listed in each Bid; the City shall have and retain exclusive rights to reject any and/or all Bids, as determined to be in the City’s best interests by the proper officials, and to waive formalities and reasonable irregularities in submitted documents.

C. Bidder Questions The City has provided for potentially interested parties to request additional information or clarification of the information contained herein via a Request For Information (“RFI”) process, which is an integral component of this solicitation.

All RFI inquiries shall be submitted in writing by electronic mail directly to Peter Hager, Procurement Officer at peter.hager@covingtonky.gov (i.e., not via the City’s procurement portal). The City will (generically) publish all RFI inquiries and the City’s responses thereto via the City’s procurement portal (www.covingtonky.bonfirehub.com) in accordance with the Event Timeline disclosed above. Upon publication, the City’s RFI responses shall function as an Addendum to this solicitation and its specifications. It is and shall remain Bidder’s onus to reference the City’s website, as needed, prior to Bid submittal. It is each Bidder’s responsibility to read this solicitation in its entirety, and fully acquaint themselves with its specifications and/or Scope Of Work.

The failure of the Bidder to so perform shall not relieve the Bidder from any obligation(s) with respect to its submitted Bid. If a potentially interested party finds and ambiguity or has any doubt as to the true meaning of any part of this solicitation, it is strongly advised and encouraged to submit a written RFI requesting interpretation and/or clarification.

D. Modifications The City reserves the right to modify this ITB for any reason by written Addendum at any time prior to the Bid submittal due date and time. All modifications shall be performed via written addendum and published at the City’s procurement portal (www.covingtonky.bonfirehub.com) prior to the deadline for Bid submittal.

The City shall not be responsible for oral interpretations given by any City employee, representative, elected official, contractor, agent, or others. The issuance of written Addendum is the only official method whereby interpretation, clarification, or additional information may be issued by the City. If any Addendum is / Addenda are issued to this Bid, the City will exercise due diligence to notify all prospective Bidding entities and the addendum/a shall become a permanent part of the Bid. It shall at all times remain the responsibility of each Bidding entity, prior to submitting a response, to review the Bid details at www.covingtonky.bonfirehub.com to determine if any Addendum/a were issued and to make such an integral part of its Bid submittal.

E. Non-Discriminatory Statement The City expressly prohibits discrimination of any kind or manner. The City does not discriminate against any individual or vendor/ provider based on disability, age, sex, race, color, religion, ancestry, national origin, sexual orientation, gender identity, familial status, marital and/or parental status. Ref.: City of Covington Code of Ordinances § 37.01.

F. Compliance With Laws All Respondents shall observe and comply with all applicable regulations, laws, and Ordinances of local, Commonwealth, and Federal government(s) relative to this solicitation.

G. Insurance Requirements

1. Policies, Coverages, and Endorsements: Bidder agrees to maintain, at its sole cost and expense, the following insurance policies with minimum coverage limits below listed. Prior to contractual award recommendation, Bidder may be requested to provide current and valid Certification of Insurance.

a. Commercial General Liability:

i. Each Occurrence $1,000,000

ii. General Aggregate $2,000,000

b. Workers’ Compensation: Bid submittal shall serve as Bidder’s affirmation that Bidder is in compliance with the Commonwealth of Kentucky’s requirements for Worker’s Compensation Insurance, (Ref.: KRS Chapter 342). Contractual award may be subject to and conditioned upon Bidder’s validation and verification that it meets or exceeds all Insurance Requirements via Certification(s) of Insurance.

c. A Waiver of Subrogation endorsement to the effect that issuer Waives any claim or right in the nature of Subrogation to recover against the City, its officers, agents, contractors, and employees shall be furnished to the City upon request, satisfaction of which may be a condition of contractual award.

d. Proof of Insurance: Requisite insurance policies, coverages and endorsements shall be shown on (a) Certificate(s) of Insurance which shall be furnished to the City upon request, satisfaction of which may be a condition of contractual award.

e. Indemnification: Bidder shall agree to Indemnify and Hold Harmless the City and its directors, officers, employees and agents from all suits, actions, claims or costs of any character, description, and/or type brought or made on account of any loss, expense, liability, damage, claim, including personal injury and/or death sustained by any person(s) or property arising out of the acts or negligence of the Bidder, the Bidder’s personnel, its agents, and employees occurring during the performance of its duties relative to any contractual obligation resulting from this solicitation.

H. Non-Compliance With Bid

Submittal of Bid to the City shall serve as Bidder’s understanding and agreement that, in the event of an award of contract, if said contract fails to meet the terms and conditions accepted by the City as specified in this solicitation and any prior agreements preceding contractual award, then the City shall, at its exclusive discretion, have rights to:

1. Require Bidder to provide the goods and/or services as stated in its Bid response and in accordance with all

Bid pricing.

2. Hold Bidder liable for any cost differential between its Bid and the City’s subsequent contractual award to the next lowest and best Bid, or approved alternative contractual award process and/or procedure the City may otherwise exercise to assure and conduct its business operational needs.

3. Cancel the contract in its entirety.

4. Any combination of the foregoing as the City shall determine, in its exclusive discretion, to be in the City’s best interests.

I. Governing Law This solicitation and any resulting contractual agreement shall be governed by and construed in accordance with the laws of the Commonwealth of Kentucky. Any dispute arising under this solicitation or any agreement resulting from it shall be resolved in a Court of competent jurisdiction in Kenton County, Kentucky.

J. Acceptance of Terms And Conditions By submitting a Bid, the Bidder acknowledges and agrees to be bound by the terms and conditions herein.

K. Payment Upon delivery, acceptance, and receipt of accurate, correct and true invoicing, the City shall pay to successful

Bidder. Bidder/Contractor shall provide a Bill of Sale and an itemized invoice for all charges. Itemization shall include detailed specification of purchase with VIN number, quantity, price per unit, and any additional costs.

Invoices shall be processed by the City within (30) days of receipt. Prompt payment of invoices shall be contingent upon the necessary receipt of qualified documentation and final acceptance by the proper City officials.

L. Response Request Disclaimer This IFB does not commit the City to enter into a contract, or award any services in relation to this specific document, nor does it obligate the City to pay any costs incurred in preparation or submission of a Bid or in anticipation of a contract.

M. Conflicts of Interest

By submitting a Bid, Bidder acknowledges that it is aware of the prohibitions against gratuities, kickbacks, and conflicts of interest as set forth in KRS 45A.455, and agrees that it shall not violate those provisions. The terms of KRS 45A.455, as set forth below, are specifically incorporated herein.

1. It shall be a breach of ethical standards for any employee with procurement authority to participate directly in any proceeding or application; request for ruling or other determination, claim, controversy, or other particular matter pertaining to any contract, or subcontract, and any solicitation or proposal therefor, in which to his or her knowledge:

a. He, or any member of his immediate family has a financial interest therein; or

b. A business or organization in which he or any member of his immediate family has a financial interest as an officer, director, trustee, partner, or employee, is a party; or

c. Any other person, business, or organization with whom he or any member of his immediate family is negotiating or has an arrangement concerning prospective employment is a party. Direct or indirect participation shall include but not be limited to involvement through decision, approval, disapproval, recommendation, preparation of any part of a purchase request, influencing the content of any specification or purchase standard, rendering of advice, investigation, auditing, or in any other advisory capacity.

2. It shall be a breach of ethical standards for any person to offer, give, or agree to give any employee or former employee, or for any employee or former employee to solicit, demand, accept, or agree to accept from another person, a gratuity or an offer of employment, in connection with any decision, approval, disapproval, recommendation, preparation of any part of a purchase request, influencing the content of any specification or purchase standard, rendering of advice, investigation, auditing, or in any other advisory capacity in any proceeding or application, request for ruling or other determination, claim or controversy, or other particular matter, pertaining to any contract or subcontract and any solicitation or proposal therefor.

3. It is a breach of ethical standards for any payment, gratuity, or offer of employment to be made by or on behalf of a subcontractor under a contract to the prime contractor or higher tier subcontractor or any person associated therewith, as an inducement for the award of a subcontract or order.

4. The prohibition against conflicts of interest and gratuities and kickbacks shall be conspicuously set forth in every local public agency written contract and solicitation therefor.

5. It shall be a breach of ethical standards for any public employee or former employee knowingly to use confidential information for his actual or anticipated personal gain, or the actual or anticipated personal gain of any other person.

N. Competitive Bidding

It is the intent of the City that this Bid is conducted according to the competitive sealed bidding procedures set forth in KRS 45A.365. It shall be the Vendor's responsibility to advise the City if any language, requirements, etc.

or any combination thereof, inadvertently restricts or limits the requirements stated in this Bid to a single source.

Such notification must be submitted in writing and must be received no later than three (3) days after the opening date.

O. Exclusions

Accidental exclusions on behalf of the City in this solicitation will not be held against the City as an extra cost of doing business. It is the responsibility of the Bidder to assure that all necessary information including costs of providing the goods and/or services described herein are included in the Bidder’s Bid response. Any “hidden” fees or services intentionally excluded or added to a Bid to deceive the City will immediately disqualify the Bidder from this and any further business with the City.

Responsiveness The City shall only consider those Bids that substantially conform to the material requirement(s) of the City’s solicitation and that are submitted in the Bid format set forth herein. A Bid will be considered conforming and responsive if it substantially addresses and promises to meet the requirements contained in this solicitation and any future reasonable requests made by the City during the Bid evaluation and award processes. The City, in its sole discretion, may waive any non-conformance that it determines is immaterial AND does not prejudice other Bidders.

P. Non-Responsiveness

The City will reject any Bid(s) that materially deviate from the expressed specifications, OR that, due to any deviation between the City’s specifications and submitted Bid, prejudice other Bidders whose response substantially conforms to the requested specifications. This discretion is exclusively afforded to the proper City officials and, most specifically, the Bid evaluation committee and members of the Board of City Commissioners.

Q. Public Information Notice All submitted Bids become the property of the City of Covington. The City retains the right to provide copies of responses to its staff, legal, technical, and financial advisors and representatives. Respondent should take care not to provide any confidential information, trade secrets or other intellectual property, that they do not want to be received by City staff.

Please note that all information submitted for review may be subject to the Kentucky Open Records Act and may be made available upon request by the public. Bidders should identify any confidential, proprietary information or trade secrets and provide justification as to why the disclosure of the records would permit an unfair commercial advantage to the Bidder’s competitors.

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CITY OF COVINGTON

Exhibit A-1

BID FORM

PRODUCT PRICING AND SPECIFICATION WORKSHEET

2025 (or newer) Model Year Ford F550 Regular Cab and Chassis Truck, or Acceptable Equal

Bidder (Company) Name: _______________________________________________

Bidder’s Representative* Name(s): _______________________________________________ *Representative must have proper legal authority to contractually bind Bidder.

Representative’s Contact Information:

Direct Dial Area Code & Telephone Number: _______________________________ General/Main Area Code & Telephone Number: _______________________________

Mobile Area Code & Telephone Number: _______________________________ SMS/Text Area Code & Number/Address: _______________________________ e-Mail Address: _______________________________________________ Other (Specify): _______________________________________________

Bidder shall specify the vehicle it’s Bidding to furnish to the City:

Make: ______________________ Model: ______________________ Model Year: 202__

Minimum Vehicle Specifications:

City’s specifications require the following items shall be factory installed as standard equipment on each vehicle. Bidder shall completely fill this form to indicate if each specified item is Included (“Y”), not included (“N”), and to explicitly express any and all specification exceptions (“Exception”), as well as all other blank fields.

Engine Specifications Comply Y/N

Exception

Minimum, 330 HP

Minimum, 950 TQ

Minimum, 6.7L Diesel Engine

The truck shall be equipped with heavy-duty radiator.

Long life engine coolant capable of protection to minus 35 degrees Fahrenheit.

Description of Engine included in bid:

Displacement: _________ Torque: _________ HP: ______

EPA Mileage: City: ________ Highway: __________

Additional Comments/Notations: __________________________________________________

Chassis / Powertrain / Functional

Specifications Comply

Y/N Exception

Regular Cab 10 speed Auto Trans option 44G The Cab to Axle shall not be less than 84 inches

Total WB of 169” 4 Wheel Drive 225BSW AP 19.5” Tires option TGJ 50 state emission option 425 Heavy duty payload capacity of 19,500 GVWR

Power steering with an oil cooler Fuel tank – 40 gallons Brakes – 4 wheel disc with ABS Springs – Front, coil Springs – Rear, leaf Parking brake – Foot operated, hand release Axle front – Snow plow prep package option

Ale rear – 4.30 Limited Slip option X4L Dual rear wheel High-Capacity Trailer tow package Option 535 Aft Axle Fuel tank option 65Z Payload Plus upgrade option 68M

Description of Chassis / Powertrain / Functional bid:

Additional Comments: __________________________________________________________

Transmission Comply

Y/N Exception

The unit shall be with an automatic type transmission with PTO provision. A heavy-duty transmission oil cooler shall be included.

Additional Comments: ___________________________________________________________

Electrical Comply

Exception

Single Alternator – Minimum 350 amp option 67A

Dual Battery option 86M

Electronic brake controller

Trailer Wiring

Upfitter switches

Electronic backup alarm option 76C

Engine block heater option 41H

Additional Comments: __________________________________________________________

Exterior Comply

Exception

Exterior – White

Body shall be of smooth side steel construction

Manufacturer’s standard tinted glass in all windows

Manual Telescopic trailer towing mirrors

Cargo lamp – integrated with high mount stop light

Running Boards

Interior Comply

Exception

The unit shall have the manufacturer’s standard interior that includes the following:

Minimum seating for four (4)

Dome light

Fuel gauge, voltmeter, oil pressure, engine coolant temp, speedometer, tachometer & odometer

Glove box

Grab handles

Horn – Dual note

Power windows and door locks

Power point – Front

Scuff pad – Driver and front passenger doors

Rubber floor mats – Front and rear all weather removable

Tilt steering wheel

Extra programmable key

Accessories Comply

Exception

Air conditioning with fresh air temperature controlled heater and windshield defrosters

Windshield wipers and washer with adjustable intermittent wipe

AM/FM radio

Rear view camera prep kit option 872

Safety / Security Comply

Exception

Airbags

Safety Canopy side curtain air bags

Dual stage front seat mounted side airbags

Seat belts, ARS. Manual lap/shoulder belts with height adjusters, pretensioners & energy management retractors on outside front positions. Include auto lock feature for child seats.

SecuriLock Anti-theft ignition

SOS Post Crash Alert System

AdvancTrac with Roll Stability Control

Trailer Sway Control

Notice to Bidders:

All bidders are required to respond in detail to each paragraph of this specification in the space provided. Failure to do so may be grounds for disqualification of the bid. Such responses as: “Per attached specifications, see attached literature, as specified, meet specifications,” etc. are considered inadequate responses and may cause bid disqualification / rejection.

Pricing Bid pricing shall be expressed as per unit pricing, FOB: Destination and shall be inclusive of all costs and fees (i.e., delivery, gas, title fees, etc.). Pricing shall be fixed and available to the City for a minimum of sixty (60) days post-Bid due date and time unless specifically noted otherwise below.

The City requests Bidder’s attach any relevant documentation to their Bid submittal, which may include a price quote which confirms the price listed below.

Ford F550 Regular Cab and Chassis Truck, or Acceptable Equal, including all accessories, modifications, up-fittings and other attributes as defined in and by our completed ITB250701 Exhibit A-1, pages 1 – 5:

Warranty Please provide a clear and concise statement relating to the terms and conditions of all proposed warranties. Proposed warranty terms may be a factor of evaluation in determining the lowest and best Bid from the most responsive and responsible bidder. At minimum, Bidder shall summarize manufacturer’s standard warranty below:

Ford F550 or Acceptable Equal:

BID PRICE: $_____________________________

Additional Comments: ________________________________________________________

Signature of Authorized Official

Name (Printed)

Title

Date

The above signatory proposes and agrees, if their bid is accepted, to furnish the item(s) Bid, including delivery to the destination stated above, according to the prices, terms, and conditions submitted herein. The above signatory further confirms that they have familiarized themselves with this document, the related bid specifications, and other relevant documentation necessary to the submittal of a bid.

Exhibit A-2

Specifications for:

9-Foot Dump Body with Under-Tailgate Spreader, Snowplow, Related Items and Services

UPFIT to Specified Ford F550, or Equal

It is the intent of these specifications to describe a 9-foot dump body, snowplow and under-tailgate spreader that shall be installed, and which shall be inclusive of including professional installation, on a 2025 or newer Ford F-550 super cab and chassis, or acceptable equal as herein specified and represented at ITB250701, Exhibit A-1 with PTO provision transmission and factory upfitter switches for the PTO, plow light, strobe lights, and spreader light.

BIDDING INSTRUCTIONS:

Bid submittal shall represent that all equipment bid to be furnished is new and unused. Bidder is and shall be responsible for professional general design, construction, weight distribution, fitness for intended use, which is for a City of Covington 9-foot dump truck used for roadway snow control and deicing operations, installation and configuration.

Each bidder is required to respond to every blank in this specification with an appropriate explanation of the nature and type of equipment bid; failure to do so may be basis for rejection of the bid.

The omission of any standard feature description in these specifications shall not alleviate the bidder from the responsibility of furnishing a complete unit with all standard equipment of the manufacturer’s latest improved model in current production.

The silence of these specifications as to any details, or the omission from them of a detailed description concerning any point shall be regarded as meaning that only material of the correct type, size and design shall be bid and/or used. All workmanship is to be of first quality. All interpretations of these specifications shall be made upon the basis of these statements.

These specifications are those that are minimally acceptable to the City. If and when factory printed literature does not comply with the specifications, but they can be met by modification, such modifications must and shall be expressly stated and submitted as integral Bid component.

It shall be the successful bidder’s responsibility to provide for local warranty service for the completed unit inclusive of all installed components, parts and/or systems and inclusive of all integrated functioning. The successful bidder shall handle all warranty issues that may arise between the City of Covington and the manufacturer of any part or item installed to upfit equipment. It shall also be required of the Bidder to furnish the names of all companies supplying components for the Bidder to furnish (a) complete unit(s) in accordance with specifications and respective representatives’ contact information for the City’s future reference. Acceptance of warranty offered will be contingent upon approval of Fleet Manager of the Division of Fleet Management. Service after the sale and warranty coverage is of prime importance in determining the lowest and best bid.

It shall also be the successful Bidder’s responsibility to advise the City’s Manager of the Division of Fleet Management of any and all deviation(s) in its submitted Bid as discovered in production or through the inspection of various components before assembly and/or installation.

It shall be the successful bidder’s responsibility to furnish a completed unit that shall comply with all applicable Federal, State and Municipal requirements governing design, noise levels, safety features, use, and any other applicable Codes, rules and/or regulations.

EXCEPTION(S) AND/OR APPROVED EQUAL REQUESTS:

Any items or features specified that are not available as OEM installations shall be expressly declared as such, and which shall be subject to and contingent upon review and approval by and from the City of Covington. Any literature and/or data needed to support such review shall be included as integral Bid element.

The City of Covington reserves the right to waive compliance with minor technicalities; to reject any or all bids; and to accept that bid which, in the opinion of the proper officials is in the City’s best interests.

DELIVERY:

The successful Bidder assumes responsibility for, component coordination including, but not limited to, transportation and insurance for the unit and all components and parts while in transport and until delivered to and accepted by the City of Covington, Kentucky.

Notice to Bidders

All bidders are required to respond in detail to each paragraph and section of this specification in the space provided. Failure to do so may be grounds for disqualification and rejection of Bid.

Responses such as: ‘Per attached specifications, see attached literature, as specified, meet specifications,’ etc. will be considered inadequate responses and may cause Bid disqualification/rejection. All wiring shall be heat shrink, soldered connection, weatherproof plus, and loomed type.

BODY:

Dump body shall be a Stainless-steel Airflow 9’ Body or approved equal. Dump body shall be approximately 9 feet in length, 8 feet in width (outside), and have 17-inch-high fixed sides, with grade 304 stainless steel construction. Body shall be equipped with double wall sides, floor, bulkhead, side board pockets, 12” center on cross sills, all shall be constructed of a minimum thickness 10 gauge, sloping rub rails, 6” long sills, 3 panel tailgate 23” high, lights per FMVSS108, undercoat thoroughly, mudflaps, 9-ton capacity scissor hoist, operating on central hydraulics, body prop, body up light, full subframe.

Description of Body Bid, including Make, Model and Capacity:

TAILGATE:

The body shall be equipped with a three-panel double acting tailgate with EZ latch levers for release with a height of 23”. Tailgate shall have a D-ring to be used when installing or removing the tailgate, and all of its hardware shall be made of grade 304 stainless steel.

Description of tailgate bid:

MUD GARDS AND FENDERS:

Body shall be equipped with mudguards behind the rear wheels. The mudguards shall be mounted independently of the dump body. Unit shall be equipped with polyethylene rear fenders that prevent road debris from spraying onto the bottom of the dump bed and the back of the cab.

Comply ______ Yes ______ No

If no, state specific exception(s):

LIGHTS:

The wiring to all lighting and electrical components shall be salt, chemical and oil-resistant thermoplastic rubber cables of sufficient length to make the originating connection in the truck cab and the terminating connection at the lighting component without splices. The lighting system must meet or exceed SAE J845 Class 1 warning light criteria. Lights used as high or low beam shall be connected to the trucks lighting system. All body, or cab flashing lights shall be wired to a dash mounted factory switch pack.

The following lights shall be installed:

1) Two front corner LED strobe lights attached in the marker lights or grill of the truck, switched in cab.

2) One amber LED mini light bar permanent mount on cab roof with strobes facing front and sides

(none rear) switched in cab.

3) LED amber strobes switched in cab and oval grommet mount stop/tail/turn lights LED type in rear of bed.

4) 12 Volt body-up light in cab.

5) Install 2 rear LED spreader lights (1 on each side of truck) switched in cab.

Comply ______ Yes ______ No

Description of lighting bid:

TRAILER HITCH:

Truck chassis shall be equipped with a ½” plate-mounted, with 2.5” receiver hole and D-rings for safety chains. Hitch shall be equipped with a Pollack 7-way trailer plug and a 4-way plug.

Comply ______ Yes ______ No

If no, state exception:

OTHER / MISCELLANEOUS:

The bed…