Bid Packet S06-25.pdf

DUMP TRUCKS

BID# S06-25

OPEN: SEPTEMBER 18, 2025

10:00 A.M.

INDEX

3 Dump Trucks Bid #S06-25

Invitation to Bid Page 3

Instructions to Bidders Page 4-5

Bid Form Page 6

Specifications Page 7-8

Standard Terms & Conditions Page 9-13

September 3, 2025

TO: Prospective Bidders

SUBJECT: INVITATION TO BID

BID #S06-25 (3) Dump Trucks

Dear Vendor:

SEALED BIDS will be received by the City of Bossier City Purchasing Department, located at 620 Benton Road, 2nd Floor, Bossier City, LA 71111 until 10:00 A.M. on Thursday, September 18, 2025 to furnish (3) Dump Trucks to the City of Bossier City Fleet Department. Specifications and Instructions to Bidders are included as part of this Invitation to Bid.

Each bid must be in a sealed envelope with the name and bid # clearly marked. Bidders also have the option to review bid documents and submit bids electronically by visiting www.bidnetdirect.com in accordance with R.S. 38-2212(A)(1)(F) and R.S. 2212.1(B)(4)

If you wish to submit a paper bid, please complete the attached bid packet and mail or hand carry it to the Purchasing Department, City of Bossier City, 2nd Floor, 620 Benton Road, Bossier City, Louisiana, 71111 (physical address) in the enclosed envelope to arrive prior to 10:00 A.M., Thursday, September 18, 2025. Bids will then be publicly opened and read aloud. No bids will be accepted by fax or e-mail. The City of Bossier reserves the right to award the bid to more than a single bidder if it is the best interest of the City.

The City of Bossier City reserves the right to reject any/or all bids.

Sincerely, Denna Beauchemin Purchasing Agent

Attachments http://www.bidnetdirect.com/

INSTRUCTIONS TO BIDDERS

1. Submission of Bids:

The Bid Form attached with the Bid Specifications must be used and is included herewith for your use. Your bid must be submitted on this form and only one (1) bid form will be accepted from the bidder(s). All bids must be addressed to the City of Bossier City, Purchasing Department, 620 Benton Road, Bossier City, Louisiana, 71111, and must show the return address, bid number, bid title, and bid opening date on the left-hand side of the envelope.

Bidders requiring additional information may submit their question(s) in writing to beauchemind@bossiercity.org. Answers to questions received that would change and/or clarify this solicitation will be provided in writing to all firms that have received the original Invitation for Bid. Any inquiry received at least seven (7) or more working days prior to the date fixed for the opening of bids will be given consideration. Every interpretation made to a Bidder will be in the form of a written Addendum. It shall be the Bidder’s responsibility to make inquiry as to any addenda issued.

Bidders must check each specification item “yes” or “no” to indicate that the equipment, supplies and/or service meets specifications. If the specifications are not met, the bidder must check “no” and write in the deviation on the specification sheet.

Any deviations from specifications must be pre-approved prior to submitting bid.

Deviations must be clearly noted in detail and submitted in writing on a separate document with bid. The absence of specification deviation will hold the bidder strictly accountable to the specifications as written. Failure to submit document of specification deviation, shall be grounds for rejections of the bid.

In accordance with the Louisiana Administration Code Title 4, Part XV, Chapter 7:

Vendors shall be provided the option to submit bids for Purchase of Materials and Supplies through a secure electronic interactive system. If bidder wishes to submit bid electronically see www.bidnetdirect.com. It shall be the responsibility of the bidder to review and understand the requirements of submitting a bid electronically with BidNet Direct.

2. Sales Tax:

Act 1029 of the 1991 Louisiana Legislative Session provides an exemption and exclusion from both state and local sales and use taxes on purchases for municipalities.

3. Delivery:

All bids must be quoted to include all freight and delivery charges. F.O.B.

destination to the City of Bossier City Garage Department, 3223 Old Shed Road, Bossier City, LA 71111.

4. Method of Award:

The bid will be awarded to the lowest responsible and responsive bidder(s) whose proposal meets the criteria and requirements set forth in the Invitation for Bid and General Specifications which is acceptable to the City. The City of Bossier City needs the delivery of the trucks as soon as possible and availability of the trucks will also be a consideration. Three trucks are requested and bids may be accepted from more than a single bidder if it is in the best interest of the City.

mailto:beauchemind@bossiercity.org

INSTRUCTIONS TO BIDDERS

5. Bid Withdrawal:

Any bidder may withdraw his/her bid prior to bid opening deadline. After such time, his/her bid shall remain firm for a period of 30 days after bid opening.

6. Late Bids:

It shall be the sole responsibility of the bidder to see that his/her bid is received by the City on time. The City does not assume responsibility for late deliveries by the U.S. Postal service or any other delivery service.

7. Time Limit:

Your bid will be considered as a firm offer for not less than thirty (30) days from date of bid opening. However, please include on the bid form page the maximum months bid price can be held firm to accommodate any further purchases.

8. Contract Agreement:

This is a one-time purchase for a three (3) Dump Trucks (2025 or newer Ford F-550 fitted with dump body Knapheide, Rugby, 20k hitch plate with pintle hood and electric tarp) or equivalent as per specifications/bid form.

9. Ordering Procedure:

A purchase order will be issued to the successful bidder(s). Each shipment must include your price and extended delivery ticket with the purchase order number listed.

10. Trade or Brand Names:

The brand name listed has been used to denote the quality standard of the truck desired, and it is not intended to restrict other bidders but to set forth and convey the general style, type, character and quality of the truck. The burden of proof that a product, material, or equipment is an equal shall be the responsibility of the bidding firm and the decision of the City of Bossier Fleet Director.

It is permissible to propose another make and model as an approved equal, however, written request for substitutions equal or better to brand specified must be received by seven (7) working days before bid date accompanied by specifications and/or product information sufficient to evaluate the specifications. An official, written addendum will be issued by Purchasing Office for approved substitutions.

Submission of unapproved substitutions at bid opening will result in disqualification.

BID FORM

Sealed Bid Number: S06-25 Bids Due: September 18, 2025 10:00 A.M.

TO: Purchasing Department Addendum:

City of Bossier City 620 Benton Road, 2nd Floor Bossier City, Louisiana 71111

We propose to furnish the following described Three (3) Tow Truck in accordance with the specifications covering this Invitation to Bid at the lump total price quoted below.

QTY DESCRIPTION BRAND MODEL PRICE

TOTAL BID PRICE $

The undersigned bidder declares that he/she has specific and legal authorization to obligate himself/herself and/or his/her firm to the terms of this bid, and further, that he/she has examined the Invitation to Bid, the Instructions to Bidders, and the Specifications, and hereby promises and agrees that if this bid is accepted, he/she will faithfully fulfill the terms of this bid together with all guarantees and warranties relating thereto.

SUBMITTED BY:

Signature Title

Typed or Printed Name Telephone/Fax Number/Email

Company Street Address

Date City, State, Zip

DUMP TRUCK SPECIFICATIONS

General:

1. The vendor will be expected to obtain all the equipment as specified, combine into route ready vehicles and deliver to the City in accordance with the time schedule listed on the Instructions to Bidders.

2. All bidders shall include a copy of their valid dealer’s license, issued under the provisions of R.S.

32:1254, with any bid submitted. Bid submitted without a copy of a valid dealer license will be rejected.

3. Unless otherwise stated in these specifications, all equipment supplied under these specifications shall be new, never previously used, and the manufacturer’s latest production model, including all of its latest changes. The manufacturer’s standard warranty shall apply unless otherwise specified in the invitation.

4. Vehicle furnished must comply with the requirements of:

a. Louisiana Motor Vehicle Code as applicable.

b. Federal Motor Vehicle Safety Standards as applicable.

c. OSHA Standards as applicable.

5. Successful Bidder(s) will provide all documentation required to register vehicle.

6. Successful Bidder(s) will provide books, manuals and technical information such as Operator’s Instruction Manual, Lubrication Instructions, etc.

7. The successful bidder(s) will be required to perform the manufacturer’s warranty on vehicle(s) and prior to delivery; vehicle(s) shall be completely serviced and delivered in ready to operate condition. This service shall include but is not restricted to:

a. Engine diagnostic test and necessary adjustments

b. Lubrication

c. Wiring check

d. Body condition

e. Front wheel alignment and balancing.

If vehicle is found to be lacking any of the above it will not be accepted or paid for until such operations have been completed.

Chassis Truck: (Mark corresponding column to indicate compliance with specifications)

Acceptable Model: YES NO *DEVIATION (Must be pre-approved)

1. 2025 or newer 2-ton Chassis Cab 4WD

2. Oxford White

3. Engine: 6.7L Power stroke V8 Diesel

4. Transmission: Automatic

5. Springs Suspension

6. GVWR 19,500 lbs. or equal

7. Wheel Base: 169 in

8. Standard Cab

9. 450 Horsepower

10. 935 lb.-ft. Torque

11. Remote Start System

12. Dual Alternators

13. Aluminum Wheels

14. Power scope Trailer Tow Mirrors

Acceptable Dump Body: YES NO *DEVIATION

1. Knapheide Fixed Side or Rugby 11’ Rigid Eleminator Dump Body or equivalent Exterior dimensions, 96” W, 16-17” tall sides, 22-23” tail gate, 10 gauge construction, fully boxed and tapered dirt shedding top rail, rigid sides with 6” vertical braces, pockets for 6” side boards

2. EZ-latch tailgate system, lights, mud flaps with anti-sail brackets, ½ cab guard with window, painted black 8.7 ton or greater capacity

3. Dump body straight half cab protector

4. Electric/hydraulic hoist: sub-frame hoist, double acting

5. 20k rated hitch plate with 7-way plug w/Pintle Hook

6. Donovan Electric Tarp

STANDARD TERMS & CONDITIONS FOR COMMODITIES AND SERVICES

1. APPLICABILITY: These standard terms and conditions apply to all goods or services procured by the City of Bossier City, Louisiana, unless otherwise stated in the specifications. The instructions contained herein shall be incorporated into the contract as well as any subsequent purchase order(s) issued for goods or services, and shall be included as part of the specifications issued herewith.

2. NOTIFICATION: The City of Bossier City advertises bid/proposal opportunities through.www.bidnetdirect.com and the Bossier Press Tribune. The City shall not be responsible for information distributed by sources other than those listed.

3. ADDENDA: Any revisions to the information contained herein will be issued in the form of addenda.

The sole issuing authority shall be vested in the City of Bossier City Purchasing Division.

4. SILENCE OF SPECIFICATION: The apparent silence of these specifications as to any detail or to the apparent omission from it of a detailed description concerning any point, shall be regarded as meaning that only the best commercial practices are to prevail. All interpretations of these specifications shall be made on the basis of this statement.

5. MINOR DEFECT OR IRREGULARITY: The City of Bossier City has no authority to waive errors, omissions or any other informalities in bids received.

6. ELECTRONIC SUBMISSIONS: The City of Bossier City utilizes Bidnet Direct to advertise and receive bids and proposals electronically over the Internet. Electronic submissions through Bidnet Direct shall be electronically signed and dated by a duly designated representative or agent of the company submitting the bid/proposal. Respondents must clearly and concisely provide all requested information as stated in the bid/proposal document. Failure to provide the requested information will result in such submission being deemed non-responsive.

Register online with Bidnet Direct at www.bidnetdirect.com . There is no charge to register or receive notifications of matching solicitations and addenda. If you are already registered as a vendor with the Louisiana Purchasing Group from another local agency, you do not need to register again.

7. PAPER SUBMISSIONS: Paper submissions shall be submitted on the forms provided by the City of Bossier City and must be signed and dated by a duly designated representative or agent of the firm submitting the bid/proposal. Respondents shall clearly and concisely provide all requested information as stated in the bid/proposal document. Failure to provide the requested information will require such submission to be deemed non-responsive.

8. PRESENTATION OF BIDS/PROPOSALS: Paper submissions shall be presented to The Office of the Purchasing Agent, City of Bossier City, 2nd floor, Municipal Building, 620 Benton Road, Bossier City, LA by the stated deadline. Paper submissions shall be presented in a sealed envelope with respondent’s name and the bid/proposal number clearly identified on the outside of the envelope.

9. LATE SUBMISSIONS: The date/time stamp located in the City of Bossier City Purchasing Division serves as the official time clock. Submissions received in the Purchasing Division after the stated deadline shall be refused and returned unopened. The City of Bossier City is not responsible for issues encountered with methods of delivery.

10. PRICING: Prices offered shall be submitted for units of quantity as specified in the bid/proposal document, extended and totaled. In the case of a discrepancy in the extended price, the unit price shall govern and control. Any alteration, strike-through or erasure made prior to bid/proposal opening shall be initialed by the signer of the bid/proposal, guaranteeing authenticity. FOR BIDS ONLY: Prices offered cannot be altered or amended after the submission deadline. Bids may not be changed for the purpose of correcting an error in bid price after bid opening.

11. TAXES: Act 1029 of the 1991 Louisiana Legislative Session provides an exemption and exclusion from both state and local sales and use taxes on purchases for municipalities.

12. WITHDRAWAL OF OFFER: Respondent agrees that an offer may not be withdrawn or cancelled for a period of forty-five (45) days following the date and time designated for the receipt of bid/proposal without written approval of the Purchasing Agent.

13. F.O.B./DAMAGE: Prices offered shall be F.O.B. Final Destination, City of Bossier City, LA, and shall be all inclusive of shipping, handling and packaging costs. The City does not accept or assume any liability for goods delivered in damaged or unacceptable condition. The successful respondent shall be responsible for handling all claims with carriers, and in case of damaged or unacceptable goods, shall ship replacement goods immediately upon notification by the City.

14. PREPARATION COST: All costs associated with the preparation of an offer shall be borne by the respondent. The City of Bossier City will not be liable for any costs associated with the preparation transmittal, or presentation of submissions, or with any materials submitted in response to the same.

15. TESTING: At the City of Bossier City’s discretion, testing may be required prior to award of bid/proposal or prior to delivery of goods or services. Testing shall be performed without expense to the City.

16. SAMPLES: At the City of Bossier City’s discretion, samples may be required prior to award of bid/proposal, or prior to delivery of goods or services. Samples shall be provided at no cost to the City.

Samples should not be enclosed with submission unless specifically requested.

17. QUALITY: Any catalog, brand names, or manufacturer’s reference in this bid/proposal packet is descriptive and not restrictive, and is intended to indicate type and minimum quality level desired for comparison purposes, unless otherwise stated herein. All products and/or optional equipment offered shall be new and of current manufacture. No items of a demonstrator, leased, reconditioned, rebuilt, repossessed or used nature shall be considered, unless otherwise specifically stated herein.

18. BID/PROPOSAL OPENINGS: All offers will be read aloud at the time and place indicated in the invitation to bid. However, the reading of an offer shall not be construed as a comment on the responsiveness of such offer, or as any indication that the City accepts such offer as responsive. The City of Bossier City will make a determination regarding the responsiveness of offers submitted based upon compliance with all applicable laws and the City of Bossier City’s purchasing guidelines. Bids will be in active use after the opening and therefore will not be available for public inspection until 72 hours after the bid opening (exclusive of Saturdays, Sundays, and legal public holidays- La. R.S. 44:33). The City will notify the successful respondent upon award of the contract.

19. BID AWARD CRITERIA AND TABULATION: The award will be made according to the criteria designated in the Invitation for Bid. Bid/Proposal results are typically tabulated within one (1) business day after the scheduled opening. Interested parties desiring a copy of a bid/proposal summary sheet may request the same by submitting an email request to purchasing@bossiercity.org. RESULTS WILL NOT

BE RELAYED OVER THE TELEPHONE.

Bidder must include a copy of a valid Louisiana dealer’s license issued under the provisions of R.S.

32:1254.

20. ANTI-COLLUSION: In submitting an offer, respondent certifies that they have not participated in nor have they been party to any collusion, price fixing or any other illegal or unethical agreements with any company, firm or person concerning the pricing offered.

21. NON-RESIDENT BIDDERS: Preference for Louisiana bidders is equal to the preference in the State of the non-resident bidder.

22. DELINQUENT TAXES: Any person, firm, or corporation that is in arrears to the City of Bossier City for delinquent taxes or otherwise, will not be recommended for award of any bid/proposal until the arrearage has been cleared in writing. If a contractor or vendor becomes delinquent while a contract is in force, payment for goods or services provided to the City under said contract or purchase order may be withheld until the arrearage has been cleared in writing.

mailto:purchasing@bossiercity.org

23. MINIMUM STANDARDS FOR RESPONSIBILITY: A prospective vendor must affirmatively demonstrate responsibility. The City of Bossier City may request representation and other information sufficient to determine respondent’s ability to meet the minimum standards including but not limited to:

A. Have adequate financial resources, or the ability to obtain such resources as required;

B. Ability to comply with the required or proposed delivery schedule;

C. Have satisfactory record of performance;

D. Have a satisfactory record of integrity and ethics;

E. Be otherwise qualified and eligible to receive an award.

24. ACCEPTANCE: Respondent agrees that acceptance of any or all items by the City of Bossier City within a reasonable period of time, not to exceed thirty (30) days following the date and time designated for the receipt of the bid/proposal, shall be binding upon respondent. Respondent shall thereafter execute all documents necessary to enter into a contract in a form acceptable to and properly executed by the City to provide such goods and services.

25. CONTRACT PERIOD: The period of the contract shall be as stated in the invitation to bid.

26. FUNDING: All multi-year contracts must contain the following annual appropriation dependency clause: "The continuation of this contract is contingent upon the continuation of an appropriation of funds by the City Council to fulfill the requirements of the contract. If the Council fails to appropriate sufficient monies to provide for the continuation of a contract or if such appropriation is reduced by the veto of the Mayor or by any means provided in the appropriations process to prevent the total appropriations for the year from exceeding revenues for that year or for any other lawful purpose and the effect of such reduction is to provide insufficient monies for the continuation of the contract, the contract shall terminate on the last day of the fiscal year for which funds were appropriated.”

27. ASSIGNMENT: The successful vendor shall not sell, assign, transfer or convey any contract, in whole or in part, without the prior written consent of the City obtained through the City’s Purchasing Division.

28. INTERLOCAL AGREEMENT: The successful vendor may agree to extend prices for goods and services under the same terms and conditions of this bid/proposal to all governmental entities that have entered into, or will enter into, inter local cooperative purchasing agreements with the City of Bossier City.

29. CHANGE ORDER: The City of Bossier City reserves the right to modify or change plans and specifications as deemed necessary after the performance of the contract has commenced, to decrease or increase the quantity of work to be performed, materials, equipment or supplies to be furnished, or address other provisions of the contract as approved by the City Council, and as appropriate under state law. No oral statement of any person shall modify or otherwise change, or affect the terms, conditions or specifications stated in the contract. All change orders or modifications to the contract will be documented in written form by the City of Bossier City and acknowledged by the contracted vendor. All change orders and modifications to the contract shall be processed through the Purchasing Division only.

30. DELIVERY PROMISE – PENALTIES: Where indicated, respondents must provide number of calendar days required to deliver goods or services to the City of Bossier City after receipt of order (ARO).

Do not quote shipping dates. When delivery delay can be foreseen, the vendor shall provide advance notice to the Purchasing Agent, who shall have the right to extend the delivery date if reasons for delay are acceptable. Default in promised delivery, without acceptable reason(s), or failure to meet specifications as contained herein or in the contract documents, authorizes the Purchasing Division to purchase goods or services from an alternate source. The defaulting vendor may be subject to re-procurement costs.

31. DELIVERY TIMES: Unless otherwise specified herein, deliveries will only be accepted during normal working hours at the designated City of Bossier City location(s).

32. INSPECTION: Upon receipt of goods or services, the same will be inspected for compliance with the specifications contained herein or in the contract documents. If the goods or services do not pass inspection, the vendor will be required to remedy the situation at the vendor’s sole expense. The vendor will be required to retrieve the rejected goods at the delivery point and provide the necessary repairs of or replacement and return of the goods in new condition to the original point of delivery; or re-perform services in accordance with the terms and conditions of the contract and to the City of Bossier City’s satisfaction.

33. INVOICES: Original invoices shall be submitted to the Accounts Payable Division, Department of Finance, P.O. Box 5337, Bossier City, LA 71111 and should reference the purchaser order issued.

34. PAYMENT TERMS: Payment terms are net 30 days, unless otherwise specified by the City in the bid/proposal document. The City does not pay COD or in advance.

35. INSURANCE: The City of Bossier City requires vendor(s) to provide proof of insurance for the statutory requirements for workmen’s compensation insurance and general liability insurance by providing a certificate of insurance with coverage of at least $1,000,000 per occurrence showing the City of Bossier City as an added insured. This policy shall be endorsed to name the City of Bossier City as an Additional Insured with a Waiver of Subrogation it its favor, showing the City of Bossier City as an added insured.

36. PRICE ESCALATION: Unless otherwise stated in the specifications herein, prices must remain firm for the initial term of the contract. The contracted vendor may request an adjustment at the time of contract renewal by submitting a request in written form to the Purchasing Agent. Basis for price escalation must be based on the Consumer Price Index or other appropriate nationally recognized index for the most recent twelve-month period.

37. INDEMNITY: The bidder shall defend, indemnify and hold the City of Bossier City, its officers, agents and employees harmless from any and all costs, expenses, suits, demands, claims, liabilities, liens, encumbrances or damages, including reasonable attorneys’ fees and costs of suit, incurred or resulting from any injuries or damages received or sustained by any person, persons or property on account of any intentional wrongful conduct or negligent act or fault of the successful bidder, or of any agent, employee, subcontractor or supplier in the execution of, or performance under, any contract which may result from bid award and the bidder so agrees upon the submission of the bid. The bidder shall deliver, if so requested by the City of Bossier City, a written release of all liens or other proper evidence of same, to the satisfaction of the City prior to the issuance of final payment by the City.

38. PATENT RIGHTS: Respondent agrees to indemnify and hold harmless the City of Bossier City from any claim involving patent right infringement or copyright infringement on goods or services supplied to the City.

39. PROTESTS: All protests regarding the solicitation process must be submitted in written form to the Purchasing Agent within five (5) working days following the opening of bids/proposals. This includes all protests relating to legal advertisements, deadlines, bid/proposal openings, and all other related procedures under the Local Government Code, as well as any protests relating to alleged improprieties or ambiguities in the specifications contained herein or in the contract documents. Post-award protests must be submitted in written form to the Purchasing Agent within five (5) working days after award. The protest must include, at a minimum, the name of protester, bid/proposal number or description of goods or services, and a statement of grounds for protest. The Purchasing Agent, having authority to make the final determination, will respond within ten (10) working days to each substantive issue raised in the protest. Allowances for reconsiderations shall be made only if data becomes available that was not previously known, or if there has been an error of law or regulation.

40. TERMINATION FOR DEFAULT: The City of Bossier City reserves the right to enforce the performance of the contract in any manner prescribed by law or deemed to be in the best interest of the City in the event of breach or default of the contract. The City reserves the right to terminate the contract immediately in the event the contracted vendor fails to meet delivery schedules, or otherwise perform in accordance with the specifications contained herein or in the contract documents. Breach of contract or default authorizes the City to award the contract to another vendor, or purchase from an alternate source, and charge the full increase in cost to the defaulting contracted vendor.

41. REMEDIES: The successful vendor and the City of Bossier City agree that each party may have rights, duties, and remedies available as stated in the Uniform Commercial Code and any other available remedy, whether in law or equity.

42. VENUE: The validity of the contract and of any of its terms or provisions, as well as the rights and duties hereunder or the contract documents, shall be governed by and construed in accordance with the laws of the State of Louisiana. Exclusive venue for any legal action shall lie in Bossier Parish, Louisiana.