3-ITB 26-007 Specifications-Instructions 08152025.pdf

March 2025

CITY OF ALPHARETTA INVITATION TO BID (ITB)

ITB Number: 26-007 ITB Title: FY26 Public Works Small Truck Fleet Replacements

ITB SPECIFICATIONS & BIDDING INFORMATION

1. ITB Period of No Communication The “No communication” period starts on the issue date of this Invitation to Bid (ITB) August 21, 2025, and lasts until the City Council meeting for contract award recommendation (or until contract award if this isn’t required to go before council for approval).

No person or company, their employees, representatives, agents, attorneys, etc. will not contact the City’s elected officials or any City staff concerning this ITB.

Contacting anyone other than the Procurement Agent named below for this ITB during this time will be a reason to remove a bid from consideration and review.

2. Procurement Agent, Single Point of Contact Abby Shipp is the designated Procurement Agent and the sole point of contact for this ITB on behalf of the City. Bidders must direct all questions and comments exclusively through the Opportunity Q&A tab prior to the posted Question Due Date on the Bonfire project webpage.

Link to Bonfire: https://cityofalpharetta.bonfirehub.com/ All official communication will be provided through the Bonfire project webpage and Bidders are responsible for monitoring the Bonfire webpage for any status updates, addenda, or the final award notice. Direct communication with any other City staff regarding this ITB is not permitted and may result in disqualification.

Abby can be reached at 678-297-6052 or purchasing@alpharetta.ga.us.

City of Alpharetta 2 Park Plaza Alpharetta, GA 30009 Attn: Abby Shipp, Procurement Agent

3. Please Note: To all current and previous City of Alpharetta vendors, contractors, and consultants.

Regardless of any previous relationship with our City, you must build out your bid response as requested in this ITB.

Do not neglect to provide requested information or details simply because you expect that we already know your work.

Your response to this procurement will be reviewed solely on the information provided in your response.

https://cityofalpharetta.bonfirehub.com/ mailto:purchasing@alpharetta.ga.us

City of Alpharetta ITB # 26-007, FY26 Public Works Small Truck Fleet Replacements Specifications & Bidding Info

4. ITB Schedule of Events A. Bidding Close Date, Deadline for Submissions: September 11, 2025, 11:00 AM. We may change this date during the ITB process. We will post any change in an addendum.

Review web page for addenda.

B. Link to Bonfire Project Web Page: https://cityofalpharetta.bonfirehub.com/

C. This project web page has the important dates and all project documents for this ITB.

D. Enter all questions, comments, requests for information before the Questions Due Date using Message – Opportunity Q&A at the Bonfire project web page.

E. In each question, clearly note the ITB document and section that is in question.

F. We will share any changes or added information from the City by a written addendum publicly posted online with the project procurement documents. Anything assumed as a change that was only communicated in email or verbally does not qualify as a change to the project or procurement information.

G. It is your responsibility to check the project web page for any addenda, other information, status updates, or other messages before finally uploading a bid. You must respond using any updated information.

H. A public bid opening will be held shortly after the ITB due date / time has passed. ITB 26-007 Public Opening will be held via TEAMS at Join the meeting now. Click to link to the meeting.

WHAT THE CITY WANTS TO DO

1. Project Background and General Description A. 2025-2026 Ford Ranger Crew Cab 4WD XLT 2.7L Truck Quantity (2)

B. 2025-2026 Ford F-150 4WD XLT V8 Truck Quantity (1)

The City may elect to purchase the requested vehicles from one or more dealers. If in its best interest, the City may decide to purchase none, some, or all vehicles requested in this ITB document.

The City will accept build-to-order vehicles or off the lot vehicles, given that they meet all of our requirements. If vehicles are built to order, the vehicles must be delivered no later than

(4) months after receipt of purchase order. All vehicles must be delivered to Alpharetta Public Works, 1790 Hembree Road, Alpharetta, GA 30009. Delivery must be coordinated with the Public Works Fleet/Equipment Logistics Coordinator or designee.

https://teams.microsoft.com/l/meetup-join/19%3ameeting_MDk5NmZmOTUtYTE0OC00Y2NlLWJlNDEtY2U0MmRjNDBhYjNm%40thread.v2/0?context=%7b%22Tid%22%3a%22e2c90929-b31f-4829-b1fc-0ea80e4ba47d%22%2c%22Oid%22%3a%22a0bee514-389c-449a-8680-f869bda49696%22%7d

City of Alpharetta ITB # 26-007, FY26 Public Works Small Truck Fleet Replacements

2. Project Specific Requirements A. 2025-2026 Ford Ranger Crew Cab 4WD XLT 2.7L Truck Quantity (2)

Required Options:

Running boards, toolbox, seat covers, Tommy Lift gate G2-54-7042, bed liner, floor mat, electronic locking differential, front license plate bracket. power locks, power mirrors, power windows

Required Packages:

Technology package, convenience package, integrated box sidesteps, equipment group 301A

Color:

White or grey metallic

B. 2025-2026 Ford F-150 4WD XLT V8 Truck Quantity (1)

Required Options:

Running boards, toolbox, bed liner, floor mat, electronic locking differential, front license plate bracket, power locks, power mirrors, power windows, crew cab

Required Packages:

Tow/haul package, 301A equipment group

Color:

White or grey metallic

FOLLOW THIS OUTLINE

How We Want You to Construct Your Bid

1. Using Bonfire to Submit Bid

1.1. This is the link to Bonfire Project Web Page to get our documents and to upload your bid: https://cityofalpharetta.bonfirehub.com/

1.2. We are accepting all bids by online response only. You must upload completed bids and ‘Submit’ online before the closing date and time found in this document and in the Project Details of the project web page for this ITB. Any change to the deadline will only be by publicly posted addendum.

City of Alpharetta ITB # 26-007, FY26 Public Works Small Truck Fleet Replacements

1.3. Don’t send bids by mail, fax, or email. We will not accept paper copy bids. We will not accept any bids after the closing time deadline has passed.

1.4. You have not completed your response simply by uploading bid documents and information. You must successfully upload all the required documents, including filling out any questionnaires, price sheets, or data requests, and then you must click the Submit button before the closing time.

1.5. You will receive an email confirmation receipt with a unique confirmation number shortly after you complete your bid upload. This confirms that you have successfully turned in your bid with all required information.

1.6. You can update your bid at any time until the closing time even after Submitting.

1.7. All uploaded items and responses are Sealed in the project web page and will only be visible by the City after the closing time has passed.

1.8. If the file is ‘mandatory’ or ‘required’, you won’t be able to complete your bid until you have met all requirements.

1.9. Uploading large documents may take more time, depending on the size of the file(s) and your Internet connection speed.

1.10. Pay attention to the type and number of files we have asked you to upload.

1.11. The largest upload file size is 1000 MB (1 GB) per file.

1.12. Don’t embed any documents within your uploaded files. They won’t be accessible or evaluated.

1.13. Minimum system requirements:

a) Use a Supported Browser: Microsoft Edge (Windows), Google Chrome (Windows & Mac), and Mozilla Firefox (Windows & Mac).

b) Java Script must be enabled.

c) Browser cookies.

d) Use a desktop or non-mobile device: We make the best effort to have certain views available on mobile devices, however, this is not something we officially commit to at this time since so much of the workflow requires a full desktop experience.

1.14. For successful Questionnaire and/or Bid Table uploads, please ensure you are using Microsoft Office/Excel/Word 2007 or newer.

2. Required Bid Document Formats Each bid must follow these document formats.

• Format your documents using this outline:

no more than five (5) pages per bid, formatted to single or double space lines, 10 to 12-point font size, black font color (excludes photos, charts, section separators or headings), and

City of Alpharetta ITB # 26-007, FY26 Public Works Small Truck Fleet Replacements upload Bid documents (except Excel cost sheet or if otherwise directed) in PDF format.

3. Bid Submittal Instructions

• This document must be no more than five (5) pages.

A. Cover Letter with Brief Business Profile, length of time in business, and a summary describing company strong points and why your experience with similar projects will benefit the City.

B. Business information, including name and home office address. If another office address oversees work of this project, add that address information too.

C. Contact, one person to be the single point of contact for this bid. All communication with the City will be with this person. Supply the following contact information in the bid:

• Name, including business title and preferred personal/honorific title (Mr. Ms.

Dr. etc.)

• mailing address,

• telephone number, cell phone number, and

• e-mail address.

4. Bid Pricing We have supplied a separate Schedule of Items (SOI) pricing sheet for you to complete. It is in Excel format for you to complete and upload with your bid.

5. Required Forms:

We have provided the required forms. You must complete these forms and return them to us with every bid.

A. IRS Form W-9

B. Bidder’s Disclosures and Certifications

6. Optional Form: Local Vendor Preference application is not a required document.

3% bidder cost preference Only if your company fits the requirements for a City of Alpharetta Local Vendor, provide the completed application along with all requested information/documents.

7. Questionnaire We use a questionnaire to gather important information needed for legal requirements, your acknowledgements, our bid review, or information needed for writing a contract.

Some questions may require your answers about the work we have described in this ITB.

You will fill out the questionnaire provided. There is no other form or document to upload.

Information requests and response types are as follows:

City of Alpharetta ITB # 26-007, FY26 Public Works Small Truck Fleet Replacements

• Unique Entity ID / identifier used at SAM.gov, Response Type: alphanumeric entry.

• Acknowledge Addenda, enter the number of addenda received: 0, 1, 2, etc.