Final BOE BG Rack Body.pdf

BOE OF NEW FAIRFIELD

FINANCE DEPARTMENT

Municipal & School Financial Services Request for Proposal

DATE DUE BACK: Wednesday, January 28, 2026, TIME: 2:00 P.M.

LOCATION: BOE, Conference Room, 3 Brush Hill Rd., New Fairfield, CT 06812

PROPOSAL TITLE: “B & G Truck with Rack Body with Lift Gate”

PROPOSAL NUMBER: 2025-26-BOE-3

DATED IN NEW FAIRFIELD January 8, 2026, Purchasing Agent

Pursuant to and in accordance with the Invitation to Bid, General Information for Bidders and specifications relating thereto, the undersigned offers to furnish the equipment listed at the price stated below:

Note: Vendors wishing to offer other than model year proposed may use Exceptions Page.

Guaranteed Delivery weeks from receipt of order.

Prices quoted shall be F.O.B New Fairfield, CT.

Discounts for prompt payment offered may be taken into consideration during Bid Evaluation. Terms of Payment offered will be reflected in the space provided below on the Bid Proposal form. All terms (Cash Discounts) will be taken and computed from the date of delivery of acceptable materials or services, or the date of receipt of invoice, whichever is later. All invoices shall be submitted to the office of the Director of Finance, and not to place of delivery.

Payment Terms:

Complete manufacturer’s descriptive literature must accompany this proposal in order for it to be considered complete.

If the BOE should decide to make additional purchases at a later date, the vendor agrees to hold prices for months.

I certify that if awarded this bid, the vehicle supplied will contain all items described on the Sealed Bid Request, and that we have fully described all exceptions as written.

Company

Please Note: One (1) Original & one (1) Copy of Sealed Bid Must Be Submitted. It is the sole responsibility of the Bidder to consult the Purchasing Department or Town website (Invitation to Bid section) prior to submittal of their final proposal for any addendums to this request. Failure to acknowledge receipt of amendments in accordance with the instructions contained in the amendment may result in the proposal not being considered.

BOE OF NEW FAIRFIELD

Request for Proposal (cont.)

Address to where Purchase Order Shall be mailed:

President/Owner:

(Printed or typed)

TRUCKS MUST BE DELIVERED WITH A MINIMIUM ¾ TANK OF FUEL.

Company By (signature)

Street Signed by (printed or typed)

City, State, Zip Title

Dated Telephone #

(800# if available)

Address Correction Requested

EXCEPTIONS

Page # Paragraph # Item Description & Alternate Proposal

REFERENCES

List below at least five (5) references for similar projects, including all information requested. THIS PAGE MUST BE COMPLETED. If Bidders wish to keep their references confidential, this page may be removed from the bid package and submitted with the bid in a separate sealed envelope marked “REFERENCES – CONFIDENTIAL.”

The BOE of New Fairfield is not responsible for maintaining the confidentiality of the references unless procedure is followed.

1) Client

Project Address

Approximate $ Value Date: Started Completed

Contact: Name Telephone #

2) Client

Project Address

Approximate $ Value Date: Started Completed

Contact: Name Telephone #

3) Client

Project Address

Approximate $ Value Date: Started Completed

Contact: Name Telephone #

4) Client

Project Address

Approximate $ Value Date: Started Completed

Contact: Name Telephone #

5) Client

Project Address

Approximate $ Value Date: Started Completed

Contact: Name Telephone #

Bid Title Company Bid # Street

City, State, Zip Telephone

Bid # 2025-26-BOE-3 “B & G Truck with Rack Body”

SPECIFICATIONS

Required Proposed The BOE New Fairfield intends to purchase a new 2026 FORD Year F-350 One Ton 4X4 Regular Cab dual rear wheel with Rack Body with a Gross Vehicle Weight Make approximately 14,000 pounds. Or a leftover 2025 Model equivalent vehicle to meet these specifications.

The equipment to be furnished shall be the manufacturer’s standard package of the latest design with any modifications required to meet these specifications. These specifications are to be construed as minimum requirements and included but not be limited to:

Yes No 2025 or 2026 One Ton 4x4 regular cab dual rear wheel cab & chassis ____ ____ 141” wheelbase/ 60” cab to axle ____ ____ 14,000 lb. GVWR ___ ___

6.7L 4V V-8 Power Stroke Gas engine. 300HP @ 2800 RPM, 660 Ft/lbs. torque 1600 RPM. Factory installed exhaust brake, 1102 sq. in. frontal area radiator. Single stage turbocharger with variable geometry. Inboard exhaust, B20 biodiesel capable. ___ ___

Ford HD 6- speed automatic transmission with double overdrive & tow/haul mode, and manual shift mode. ___ ___

Factory heavy duty front suspension package will be included. ___ ___

Minimum 6000 lb. monobeam Dana 60 front axle and computer matched coil springs. HD gas shocks, power steering with steering damper. Manual locking hubs. ___ ___

Minimum 9750 lb. Dana 80 rear axle and springs. 4.30 limited slip rear differential.

AdvanceTrac with Roll Stability Control. ___ ___

4-wheel power disc brakes with 4-wheel ABS. 13.66” front and 13.39” rear brake rotor diameter. Swept area 381.81 sq. in. front, 334.9 sq. in. rear. ___ ___

Minimum 200-amp alternator, 78 amp/hr., dual 750 CCA batteries.

Factory installed upfitter switches (4) mounted in the dash. ___ ___

Power heated trailer tow mirrors with power windows and door locks. ___ ___

AM-FM stereo w/ clock, air conditioning, gray vinyl 40/20/40 seat with fold down console. Tilt & telescopic steering column, power point, windshield wipers w/ interval. ___ ___

(6) LT245/75Rx17E All Terrain tires, delete tire pressure monitoring system.

(6) 17” steel wheels painted argent. ___ ___

Roof clearance lights, chrome front bumper, black grille, keyless entry.

Exterior color to be factory white with a clear coat. ___ ___

Interior color will be steel gray with black vinyl floor covering. ___ ___

Engine hour meter, transmission temperature gauge, tachometer. ___ ___ Factory snowplow prep package ___ ___ 40-gallon fuel tank mounted aft of rear axle. ___ ___

Whelan 3 head LED strobe lights wired to factory upfitter switches, with

(1) mounted on a stainless-steel bracket in the center of the cab shield.

(2) 500 series strobes grommet mounted in rear body posts. ___ ___ Lighting- All necessary lighting including door operated dome light with map lights. Work Lights for rear bed of the truck. ___ ___

5 lb. fire extinguisher and triangle emergency kit. ___ ___

Backup alarm- Electronic backup alarm with a minimum of 97 decibels. ___ ___

Add Alternate #1 - Aluminum flatbed body and lift gate with the same specifications and steel rack body below. Note both options should include an aluminum lift gate in their proposal. ___ ____

Supply and install steel flatbed body with a body length of 9’3’’, body width of 96”, floor of 1 ½” dense pine floor. Cross members of 4” formed cross members 18” O.C., long sill of 5” Structural channel long spaced @34” bulkhead of 40” high bolt on with screen window, stake pocket of internal 1.66”X 3.66.” Lighting shall be LED recessed clearance and I.C.C lights, with back up alarm of 97 DB, with rubber rear mud flaps. ___ ___

Undercoat- Undercoat to be applied to bottom of the steel Rack body unless body Finish is powder coated. Lifetime poly fenders w/ steel brackets over rear wheels. ___ ___

40” High steel Stake Sides with Quiet Latch System Less Front and Rear Gloss Black 40” High Swing out rear gates. Aluminum top lifter lift gate 500 LB Capacity 89” x 32” +6 platform. Lifetime poly fenders.

Steel tow plate ½” with 3/8”x 3” gussets and 2” square receiver tube and

(2) D rings and trailer plug. ___ ___

9’ Fisher straight snowplow with hand control, plow guides, Minute Mount style, latest production model only. LED Plow lights ___ ___

Bidder must be within a 35-mile radius of New Fairfield BOE to provide parts, service, and warranty repairs, as necessary. ___ ___

Options- To be priced separately and not included in base bid price.

1) Parts & service manuals for truck on CD- ROM Price __________

2) Dual 30” aluminum diamond plate toolboxes, frame mounted. Price __________

Trade- in The New Fairfield BOE is trading in a 2015 Ford F-350 with rack Body and Fisher 9’ HD2 snowplow and 2011 FORD 138 Econoline 12 passenger on this bid. Yes No

Availability within 60 days Yes No PAINT Entire vehicle shall be painted with two coats of enamel.

Color of choice is Oxford White. Yes No

RUSTPROOFING Vehicle shall be rustproofed by Ziebart process Yes No or other acceptable equivalent. Method:

Guarantee

STATEMENT OF ORIGIN and invoice must be submitted to Yes No the Purchasing Department at the time of delivery.

● Factory Bulletins as available Yes No

DELIVERY Vehicle shall be delivered complete and ready for Operation to:

BOE of New Fairfield Buildings and Grounds Department 54 Gillotti Road New Fairfield, CT 06812

SERVICE AVAILABILTY List below the name and address of the parts and service facility nearest the BOE Buildings & Ground Department.

Name and Address

Telephone Service Manager Distance from BOE B&G Department miles Warranty: months or miles Extended warranty available? Yes No Months Miles District Sales Manager: Name Address

Telephone#

OTHER PERTINENT INFORMATION THAT BIDDER CONSIDERS IMPORTANT IN THE EVALUATION

OF PRODUCT:

Any questions may be directed to the Purchasing Agent at 203 312-5653, during normal working hours Monday through Thursday 8:30 am to 5:00 pm, on Friday, 8:30am to 12:00pm.

Bid # 2023-24 BOE2 “B & G Truck with Rack Body”

GENERAL

Materials Materials shall conform to the specifications listed herein. When not specifically listed, materials shall be of the best quality used for the purpose in commercial practice. Materials shall be free of all defects and imperfections that might affect the serviceability of the finished product.

Design The design of the equipment shall be in accordance with the best engineering practices.

The equipment design and accessory installation shall permit accessibility for use, maintenance and service. All components and assemblies shall be free of hazardous protrusions, sharp edges, clumps or other elements which might cause injury to personnel or equipment.

All oil, hydraulic and air tubing lines and electrical wiring shall be located in protective positions properly attached to the frame or body structure and shall have protective loom or grommets at each point where they pass through structural members, except where a through-frame connector is necessary.

The equipment shall be constructed so that no part should work loose in service. The equipment shall be built to withstand the strains, jars, vibrations and other conditions incident to the service intended.

Accessibility Parts and components should be located or positioned for rapid and simple inspection and recognition of excessive wear or potential failure. Whenever the functional layout of operating components determines that physical or visual interference between items cannot be avoided, the item predicted to require the most maintenance shall be located for best accessibility.

Cover plates which must be removed for component adjustment or part removal should be equipped with quick-disconnect fastening or hinged panels.

Drains, filler plugs, grease fittings, hydraulic lines, bleeders, and check points for all components should be located so that they are readily accessible and do not require special tools for proper servicing. Design practices should minimize the number of tools required for maintenance.

All components shall be designed and protected so that heavy rain or other adverse weather conditions will not interfere with normal servicing or operation. Adequate guards shall be provided for rotating driveline components.

Nameplates & Instruction Plates All nameplates and instruction plates shall be metal or plastic with the information engraved, stamped or etched thereon. If metal, they shall be made of a noncorrosive material.

Plastic plates shall not be used in exposed positions where they are subject to weathering.

Nameplates shall show make and model, serial numbers and other such data necessary to positively identify the item. All plates shall be mounted in a conspicuous place with screws, bolts, rivets or exterior type pressure-sensitive tape.

GENERAL (con’t)

Additional Materials In addition to similar materials listed herein, the successful bidder shall supply upon delivery; one (1) copy of Operation and Maintenance Manual covering all components of the complete unit; and (1) copy of Part Manual covering all components of the complete unit. Manual shall be cross-referenced, wherever possible, giving bidder’s part number, name of actual manufacturer, manufacturer’s part number and description of all commercially available outside purchased parts and fittings to allow for local procurement as required.

Acceptance Before acceptance of the equipment to be furnished under this bid, the requisitioning department head or his representative (Accepting Authority) shall have the right to inspect and test the equipment to ascertain that all requirements of these specifications and the notice have been fully complied with and that the equipment is proper and complete in every respect and in perfect working order. It is understood and agreed that the Accepting Authority have the right to make such a test by actual use of the equipment.

The BOE agrees to submit the equipment to suitable road and performance tests as soon as practical after delivery of the equipment for acceptance. The Accepting Authority shall be the sole judge as to the suitability of the equipment. Final acceptance of the equipment will not be made until all related materials requested in these specifications are received.

Payment The BOE agrees to pay for all equipment within fifteen (15) working days after the equipment has been accepted and claim (invoice) presented. To avoid delays in payments, invoice must be presented to the Purchasing Agent, 3 Brush Hill Road, New Fairfield, CT 06812, not to the Accepting Authority.

Warranty A copy of the warranty must be included with the bidder’s proposal.

Demonstration The BOE reserves the right to request a demonstration of all or some of the equipment prior to award.

Contract Period Bid prices shall remain firm for ninety (90) Days.

BID SHEET

All manufacturers’ standard equipment will be provided unless otherwise specified in the bid specifications. Failure to do so will result in the vehicle being rejected at time of delivery.

Bidder name________________________ Year, Make, Model___________________

Address____________________________ Bid price $____________________

City, State, Zip _______________________ Trade- in $____________________

Phone______________________________ Net price $____________________

Signature___________________________ Delivery _____________________

Print name__________________________ ALTERNATE #1$____________________

Title______________________________

Date _____________________________

E- mail_____________________________

PLEASE NOTE:

ONE (1) ORIGINAL AND ONE (1) COPY OF SEALED BID MUST BE SUBMITTED.

Is your company an MBE/WBE business: ______ _____ (Yes) (No)

GENERAL INFORMATION FOR BIDDERS

Bid Time All bids will be received at the office of the Purchasing Agent, 3 Brush Hill Road, New Fairfield, CT 06812.

Hand-carried bids must be submitted and logged in with the Purchasing Agent prior to the advertised hour of opening, at which time all proposals will be publicly opened and read aloud. No bids will be accepted after the advertised hour of opening.

Bid Inquiries All questions regarding this bid or the specifications contained herein shall be directed to the Purchasing Agent. The New Fairfield BOE shall not accept responsibility for any information given by BOE or Town employees outside the Purchasing Department unless previously authorized.

Bid Submission All bids must be submitted on the New Fairfield BOE Sealed Bid Request or Proposal forms provided.

Under certain conditions, bids submitted on facsimile or photocopies may be accepted. Bids submitted on retyped or rearranged formats shall be rejected. All information that you wish to have considered must be submitted on the forms provided.

Bidders wishing to make alternate proposals must request additional forms. Bidders may reproduce bid documents for their own use but must submit their proposals on the originals only.

Bidders are urged to read all documents carefully and fill in all information requested. Proposals which are incomplete, obscure, or conditional, and which contain irregularities of any kind, may be rejected as informal. Bids based upon receipt of the entire award ("ALL OR NONE") will be considered conditional and shall be rejected.

Do not bind bid proposals. Attach all materials requested (i.e. bonds, checks, literature, etc.) directly to the Sealed Bid Request or Proposal form.

To ensure proper identification, bid envelopes should show the bidder's name and address.

Descriptive Materials Each bidder shall include in their proposal, drawings giving principal dimensions and all technical information and descriptions requested in these specifications. Photographs and drawings of similar equipment shall be furnished and show overall height, width, length and all construction features required by these specifications. Failure to include sufficient information or materials with the proposal shall automatically be because the bid not to be accepted or considered.

Bid Security A bid bond certified or bank check must accompany proposals as specified on Page Pl. NOT NEEDED WITH THIS BID. This bid security shall secure the obligation of the bidder to enter into a contract with the BOE at their bid price in the event that their bid is accepted. All security deposits except those submitted by the successful bidder will be returned within three (3) days after the bid has been awarded.

CASH/PERSONAL CHECKS WILL NOT BE ACCEPTED.

In case of delay in awarding the bid, all deposits will be returned after sixty (60) days. If all bids are rejected, deposits will be returned forthwith. Bids received without the specified security will not be read or considered in making an award.

Delivery

All deliveries must be F.O.B. New Fairfield, CT., Freight Prepaid, with quoted prices to reflect the same.

Bidders are required to state a guaranteed delivery date in terms of weeks after receipt of order in the space provided. Bidders are cautioned to give realistic delivery dates as these will be strictly enforced. The BOE reserves the right to cancel an order at any time should delivery become unacceptable, and place that order with an alternate supplier.

Tax Exempt The New Fairfield BOE is exempt from payment of all taxes imposed by the State of Connecticut and/or the Federal government, including Federal transportation taxes. Such taxes must not be reflected in the bid price.

Equivalent Items Where a specific brand name is called for, in most cases, this is only done in order to set up a description and/or standard of quality for the bid item. Equivalent items of equal or better quality may be proposed and must be approved by the New Fairfield BOE. The BOE reserves the right to reject any proposal offering equipment and/or materials, which in its opinion, does not meet the standard of quality established by these specifications. Any such decision will be considered final and not subject to further recourse.

Exceptions It is understood that these specifications may or may not describe the bidder's equipment as normally constructed, and that so-called "stock" equipment may or may not meet these specifications. All bidders must comply with the requirements of these specifications as herein contained. It is not the intent of these specifications to eliminate any qualified bidder. It is, however, the intent of these specifications to exclude inferior, experimental and/or improperly constructed equipment.

Exceptions to these specifications must be stated in writing in the bidder's proposal, in which the bidder shall describe in detail what, if anything, they propose to furnish in lieu of the specification requirements.

All exceptions, whether indicated or not on each page of the following Specifications/Sealed Bid Request, must be referenced to the corresponding page number, item and paragraph of these specifications and listed on the enclosed Sealed Bid Request pages marked "EXCEPTIONS". The New Fairfield BOE will consider properly documented exceptions when making the bid award.

In addition to the pages marked "EXCEPTIONS,” each bidder shall indicate in the space provided, opposite each paragraph of the Specifications/Sealed Bid Request, whether or not the proposed equipment will meet the specifications of that particular paragraph.

All items required by these specifications and not listed as Exceptions must be furnished by the bidder or bonding company before the equipment will be accepted or paid for. Bidders taking no exceptions to these specifications will be expected to deliver the product or equipment as herein described.

Additional Standards Bidders must be in compliance with all State and Federal rules and regulations and all applicable safety standards. The New Fairfield BOE reserves at any time the right to cancel any contract in the event it determines that a vendor or contractor to whom a bid has been awarded is in violation of any local, state, or federal regulation, ordinance or statute.

The successful bidder shall give their personal care and attention to the faithful prosecution of the contract, shall keep the work under their personal control and shall not assign or sublet the contract or any part thereof, and shall not assign any of the money payable under this agreement, or their claim thereto, except by and with the consent of the BOE.

Award

The New Fairfield BOE reserves the right to reject any or all bids and to award the contract to the Bidder deemed to be in the best interest of the BOE. Unless otherwise specified, all bids will be awarded within 60 working days.

The BOE reserves the right to award all, some or none of the items listed, and to place actual orders based on funds available at the time of award. Awards may be made to one or more vendors.

The BOE may consider proximity of vendor's service as a factor in determining lowest responsible bid. The BOE reserves the right to favor item(s) of higher quality or size in making its award.

The New Fairfield BOE is not obligated for expenditures unless funds have been encumbered by Purchase Order or executed contract. Neither the decision nor the "Notice of Award" letter shall be considered an authorization for shipment or a notice to proceed with services or to order materials. A company or person who proceeds prior to receiving a Purchase Order or signing a contract does so without a contract and at their own risk.

Prepared by: Patty Mota Purchasing Agent/Contracts Administrator

Dated January 8, 2026