2026 Truck Bid Package - FINAL.pdf

Invitation for Bids

Issue Date: April 28, 2026

Title: Dump Truck for the Public Works Department – One (1)

Commodity Code: GOODS

Issuing Agency & Address:

Town of Strasburg 174 E. King Street Strasburg, VA 22657

All inquiries for information should be directed to:

Ray Heishman, Superintendent of Public Works

(540) 465 – 3025 mailto:rheishman@strasburgva.com

Sealed bids will be received until 2:00 PM local time on May 15, 2026. Bids can be submitted online at eVA or can be delivered in person to:

Strasburg Town Hall 174 East King Street Strasburg, VA 22657

Late bids will not be accepted.

Bids will be publicly opened and read aloud immediately thereafter.

In compliance with this Invitation for Bids (IFB), including all attachments, appendices, and referenced documents, and subject to all terms and conditions set forth herein, the undersigned agrees to furnish the goods described in the IFB. The undersigned submits this bid, which includes this completed and signed page, as a firm offer. Any modifications to the scope or terms shall be subject to mutual written agreement of the parties.

Name and Address of Bidder:

Date: ___

By __ (Signature in Ink)

Typed Name:_______________________

Zip: ___ Title: ____

FEIN/SSN # Telephone No.______________________

PRE-BID CONFERENCE: A pre-bid conference will not be held.

TABLE OF CONTENTS

Section No.

Description Page No.

I Purpose 1

II General 1

III Basis of Bid 1

IV Contract Requirements 3

V Method for Payment 3

VI Invoicing 3

VII Award 3

VIII Bid Acceptance Period 4

IX Qualifications of Bidders 4

X Product Information 4

XI General Terms and Conditions 4

I. PURPOSE

The Town of Strasburg is soliciting bids from qualified vendors to provide one (1) 2025-2026 GVWR 25999 10’ Dump Truck for the Town of Strasburg Public Works Department located at 448 Borden Mowery Drive, Strasburg, VA 22657.

Any questions regarding this invitation for bid shall be addressed to:

Ray Heishman 540-465-3025 rheishman@strasburgva.com.

II. GENERAL

For purposes of this Invitation for Bid (IFB), each entity submitting a bid is referred to as a “Bidder.” The Bidder awarded the contract is referred to as the “Vendor.” The Town of Strasburg is referred to as the “Town.” The Representative means the Town’s designated Contract Administrator responsible for administering the contract.

This IFB sets forth the requirements for submitting bids, the procedures and criteria for award, and the terms and conditions that shall govern any resulting contract between the Town and the Vendor.

III. BASIS OF BID

The Town wishes to purchase one (1) 2025-2026 GVWR 25999 10’ Dump Truck or equivalent.

The bidder shall clearly and specifically identify the product being offered and enclose complete, detailed descriptive literature, catalog cuts, and specifications with the bid to enable the Town to determine whether the product offered meets the requirements of the solicitation. Failure to do so may result in the bid being considered nonresponsive.

BASE TRUCK SPECS:

• GVWR 25,999

• Allison 2500 RDS Auto

• 6.7L Diesel Engine 3 0 0 H P or equivalent

• Engine Block Heater

• Air Brakes

• Fuel Tank – Minimum 50 Gal.

• Electronic Trailer Brake Controller

• Rubber undercoating preferred

• Preferred Color – White, other colors will be considered

• Dual 26’ air horns

• Single Electric Horn

• Dual Heated Mirrors

• LED Marker Lights

• Air Ride Drivers seat

BODY SPECS:

• 10’ Dump Body

• Inside Height 29” (W/O Side Boards)

• Inside Width 86.50”

• Inside Length 121”

• 20 Ton lift Cylinder minimum

• Electric Tarp

• Dual Cylinder Pneumatic Gate release

• Amber strobe lighting kit front and rear (may include roof light bar) or equivalent

IV. CONTRACT REQUIREMENTS

The successful bidder shall furnish and deliver the vehicle in accordance with the attached specifications within sixty (60) calendar days from the date the purchase order is issued or shall clearly state the earliest available delivery date in its bid.

Delivery shall be FOB Destination to the Town location listed below with the shipping and freight charges included in the unit price. No separate line item for shipping charges is permitted.

Delivery Address:

448 Borden Mowery Drive Strasburg, VA 22657 Attn: Ray Heishman

The Town shall be notified in advance of delivery so that personnel may be available to receive the vehicle, provide site access, and verify delivery. Deliveries made without prior scheduling may be refused or delayed, and any resulting claims or additional costs shall be the responsibility of the Vendor. The Vendor shall contact Ray Heishman at 540-465-3025 to coordinate delivery arrangements.

V. METHOD FOR PAYMENT

Payment shall be made within thirty (30) days of receipt of a valid invoice and acceptance of the vehicle by the Town. Payment will be made via Automated Clearing House (ACH). The successful bidder shall be required to submit an updated IRS Form W-9 and the Town of Strasburg Vendor ACH Authorization Form prior to payment processing.

VI. INVOICING

Invoice shall be submitted when the dump truck has been delivered and accepted by the Town of Strasburg. Invoice shall include the purchase order number, itemized quantities, unit price, and extended costs based on the contract pricing schedule.

The invoices shall be submitted to the address listed below:

The Town of Strasburg, 174 East King Street, Strasburg, VA 22657

VII. AWARD

Award shall be made to the lowest responsive and responsible bidder, meeting specifications and determined to be in the best interest of the Town. The award is subject to available funding and required approvals.

The Town reserves the right to reject any or all bids, waive informalities, and delete Items prior to the award.

The Town, in its sole discretion, shall determine if the bid price is fair and reasonable. If applicable, unit prices, extensions, and grand total must be shown. In case of arithmetic errors, the unit price will govern. If a cash discount is offered for prompt payment, it must be clearly shown in the space provided; however, discounts for prompt payment will not be considered in making awards.

VIII. BID ACCEPTANCE PERIOD

Any bid submitted in response to this solicitation shall be valid for ninety (90) days following the bid opening date.

A bidder may modify or withdraw its bid by written notice received by the Town prior to the date and time set for bid opening. After the deadline for receipt of bids, no bid may be withdrawn for a period of ninety (90) days except as otherwise permitted by applicable law.

If an award has not been made at the end of the ninety (90) day period, the bid may be withdrawn by written request of the bidder or extended upon mutual agreement of the parties.

IX. QUALIFICATIONS OF BIDDERS

The Town reserves the right to request financial references, proof of dealership authorization, warranty support capability, delivery history, and/or other information that may be necessary to determine responsibility. The Bidder shall furnish to the Town all such information and data for this purpose as may be requested. The Town reserves the right to reject any bid or proposal if the information submitted by, or obtained through evaluation of, the bidder does not demonstrate to the Town’s satisfaction that the bidder is qualified and capable of supplying the specified dump truck(s), meeting delivery requirements, and providing adequate warranty, parts, and service support.

X. PRODUCT INFORMATION

The bidder shall clearly and specifically identify the product being offered and enclose complete and detailed descriptive literature, catalog cuts, and specifications with the bid to enable the Town to determine if the product offered meets the requirements of the solicitation. Failure to do so may cause the bid to be considered nonresponsive.

XI. GENERAL TERMS AND CONDITIONS - GOODS

1. PRECEDENCE OF TERMS

In case of a conflict between the General Terms and Conditions and any Special Terms and Conditions for use in a particular procurement, the Special Terms and Conditions shall apply.

2. CLARIFICATION OF TERMS

If any prospective bidder has questions regarding the specifications or other solicitation documents, they should contact the Superintendent of Public Works listed on the face of this solicitation no later than five (5) days prior to the bid opening date. Any revisions to the solicitation will be issued only by written addendum from the Purchasing Agent.

3. BRAND NAME OR EQUAL

Unless otherwise provided in this solicitation, the name of a certain brand, make or manufacturer does not restrict bidders to the specific brand, make or manufacturing name, but conveys the general style, type, character, and quality of the article needed. Any article that the Town, in its sole discretion, determines to be equal to that specified, considering quality, workmanship, economy of operation, and suitability for the purpose intended, shall be accepted. The bidder is responsible for clearly and specifically showing that the product being offered, by providing specific descriptive literature, catalog cuts, and technical details, to enable the Town to decide whether the product offered meets the requirements of the solicitation. This is required even if offering the exact brand, make or manufacturer specified.

Normally in competitive sealed bidding, only the information furnished with the bid will be considered in the evaluation process. Failure to furnish adequate data for evaluation purposes may result in the Town declaring the bid nonresponsive.

Unless the bidder clearly shows in the bid that the product being offered is an equal product, such bid will be considered to offer the brand name product referenced in the solicitation.

The determination of equivalency shall be made solely by the Town.

4. TRANSPORTATION AND PACKAGING

By submitting a bid, all bidders certify that the quoted price for FOB Destination includes all transportation and delivery costs to the Town of Strasburg. The vehicle shall be delivered fully assembled and ready for use unless otherwise specified in the solicitation.

The Town shall not be responsible for any shipping, freight, or delivery charges beyond the contract price. Delivery shall be coordinated in advance with the Town to ensure appropriate receipt and inspection.

5. TESTING AND INSPECTION

The Town reserves the right to conduct any test/inspection it may deem advisable to ensure the goods conform to the specifications.

6. PAYMENT TERMS

Payment terms requiring payment fewer than 30 days shall be deemed to require payment within thirty (30) days after receipt of a valid invoice, or acceptance of the goods by the Town of Strasburg, whichever occurs later. This provision shall not affect any prompt payment discounts offered by the Vendor.

7. INVOICES

Invoices shall be submitted for items ordered, delivered, and accepted by the Town.

Payments will be processed to the address shown on the purchase order and/or contract. All invoices must include the Town’s purchase order number and/or contract number.

8. TAXES

Sales to the Town of Strasburg are exempt from state and local sales taxes. State sales and use tax certificates of exemptions will be issued upon request.

9. DEFAULT

In case of failure to deliver goods or services according to the contract terms and conditions, the Town, after due oral or written notice, may obtain them from other sources and hold the contractor responsible for any resulting additional purchase and administrative costs. This remedy shall be beyond any other remedies that the Town may have.

10. ASSIGNMENT OF CONTRACT

A contract shall not be assignable by the contractor in whole or in part without the written consent of the Town.

11. ANTITRUST

By entering into a contract, the bidder conveys, sells, assigns and transfers to the Town of Strasburg all rights, title and interest in and to all causes of the action it may now have or hereafter acquire under the antitrust laws of the United States and the Commonwealth of Virginia relating to the particular goods or services purchased or acquired by the Town of Strasburg under said contract.

12. ETHICS IN PUBLIC CONTRACTING

By submitting a bid, all bidders certify that their bids are made without collusion or fraud and that they have not offered or received any kickbacks or inducements from any other bidder, supplier, manufacturer or subcontractor about their bid, and that they have not conferred on any public employee having official responsibility for this procurement transaction any payment, loan, subscription, advance, deposit of money, services or anything of more than nominal value, present or promised unless consideration of substantially equal or greater value was exchanged.

13. ANTI-DISCRIMINATION

By submitting a bid all bidders certify to the Town that they will conform to the provisions of the Federal Civil Rights Act of 1964, as amended, and the Virginia Fair Employment Act of 1975, as amended, where applicable, and Section 11-51 of the Virginia Public Procurement Act that provides:

In every contract, more than $10,000, the provisions in A and B below apply:

A. During the performance of this contract, the contractor agrees as follows: The Contractor will not discriminate against any employee or applicant for employment because of race, religion, color, sex, or national origin, except where religion, sex or national origin is a bona fide occupational qualification reasonably necessary to the normal operation of the contractor. The contractor agrees to post in conspicuous places available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause. The contractor, in all solicitations or advertisements for employees placed by or for the contractor, will state that such contractors are equal opportunity employers. Notices, advertisements, and solicitations placed according to federal law, rule or regulation shall be deemed sufficient for meeting the requirements of this section.

B. The contractor will include the provisions of A above in every subcontract or purchase order more than $10,000, so that the provisions will be binding upon each subcontractor or vendor.

14. INDEMNIFICATION

Contractors agree to indemnify, defend and hold harmless the Town of Strasburg, its officers, agents and employees from any claims, damages and actions of any kind or nature, whether at law or in equity, arising from or caused by any materials, goods, or equipment of any kind or nature furnished by the contractor, provided that such liability is not attributable to the sole negligence of the Town or to the failure of the Town to use the materials, goods or equipment in the manner already and permanently described by the contractor of the materials, goods or equipment delivered.

15. DEBARMENT STATUS

By submitting a bid, all bidders certify that they are not currently debarred from submitting bids on contracts by the Town of Strasburg, nor are they an agent of any person or entity that is currently debarred from submitting bids on contracts by the Town of Strasburg.

16. APPLICABLE LAW AND COURTS

Any contract resulting from this solicitation shall be governed in all respects by the laws of the Commonwealth of Virginia and any litigation with respect thereto shall be brought in the courts of the Commonwealth. The contractor shall comply with applicable federal, state, and local laws and regulations.

17. QUALIFICATIONS OF BIDDERS

The Town may make such reasonable investigations as deemed proper and necessary to determine the ability of the bidder to perform the work or furnish the item(s) and the bidder shall furnish the Town all such information and data for this purpose as may be requested. The Town reserves the right to inspect the bidder’s physical plant prior to award to satisfy questions regarding the bidder’s capabilities. The Town further reserves the right to reject any bid if the evidence submitted by, or investigations of, such bidder fails to satisfy the Town that such bidder is properly qualified to carry out the obligations of the contract and to complete the work or furnish the item(s) contemplated therein.

18. NOTICE OF REQUIRED DISABILITY LEGISLATION COMPLIANCE

The Town of Strasburg is required to comply with state and federal disability legislation: The Rehabilitation Act of 1993 Section 504, The Americans with Disabilities Act (ADA) for 1990 Title II and the Virginians with Disability Act of 1990. Specifically, the Town of Strasburg, may not, through its contractual and/or financial arrangements, directly or indirectly avoid compliance with Title II of the Americans with Disabilities Act, Public Law 101-336, which prohibits discrimination by public entities on the basis of disability. Subtitle A protects qualified individuals with disability from discrimination on the basis of disability in the services, programs, or activities of all State and local governments. It extends the prohibition of discrimination in federally assisted programs established by the Rehabilitation Act of 1973 §504 to all activities of State and local governments, including those that do not receive Federal financial assistance, and incorporates specific prohibitions of discrimination on the basis of disability in Titles I, III, and V of the Americans with Disabilities Act. The Virginians with Disabilities Act of 1990 follows the Rehabilitation Act of 1973 §504.