Hinsdale DPW Service Truck IFB.docx

TOWN OF HINSDALE • MUNICIPAL SERVICE TRUCK | IFB 2027-001

TOWN OF HINSDALE • MUNICIPAL SERVICE TRUCK | IFB 2027-001| p. 4

TOWN OF HINSDALE

INVITATION FOR BIDS

One New Municipal Service Truck Cab & chassis • aluminum mechanic body • service crane

Hinsdale Town Hall 39 South Street Hinsdale, MA 01235

Awarding Authority Hinsdale Select Board

The Town of Hinsdale reserves the right to reject any or all bids when rejection is in its best interests. Award will be made to the lowest responsible and responsive bidder, subject to Select Board approval and available funding.

Table of Content

Item

Page

Bidder Note: Complete and return every Form identified as required in Section 7. Retain the remaining pages for your own records.

1. Legal Notice

TOWN OF HINSDALE, MASSACHUSETTS

INVITATION FOR BIDS NO. 2027-001 — MUNICIPAL SERVICE TRUCK

The Town of Hinsdale, acting through its Department of Public Works, invites sealed bids for one new, unused, current-production municipal service truck consisting of a cab and chassis, an aluminum mechanic body, a service crane, an air compressor system, and associated equipment, delivered complete and ready for municipal service.

Bid documents will be available beginning July 20, 2026, from the Select Board Office, Town Hall, 39 South Street, Hinsdale, Massachusetts, during normal business hours; through the Town’s Bids & Contracts webpage at Bids & Contracts | Hinsdale, MA; and through COMMBUYS. Documents will remain available until the bid opening.

Sealed bids clearly marked “IFB 2027-001 — MUNICIPAL SERVICE TRUCK — DO NOT OPEN” must be received at the Select Board Office, Town Hall, 39 South Street, Hinsdale, MA 01235, no later than 12:01 p.m. Eastern Time on Thursday, August 20, 2026. Bids received after the deadline will not be accepted. Bids will be publicly opened at 2:00 p.m. that same day in the Hinsdale Town Hall Community Room (Ground Floor), 39 South Street, Hinsdale, MA 01235.

The procurement is governed by M.G.L. c. 30B. The award is subject to approval by the Hinsdale Select Board and the availability of lawfully appropriated funds. The Town reserves the right to reject any or all bids, in whole or in part, when rejection serves the Town’s best interests. The contract will be awarded to the lowest responsible and responsive bidder.

Questions and equivalent requests must be submitted in writing to James Callahan, DPW Superintendent, at dpw.highways@hinsdalema.gov no later than 12:01 p.m. Eastern Time on Friday, August 7, 2026. Requests for approval of an equal product must be submitted by the same deadline. Responses to questions submitted that affect the solicitation of bids will be posted as an addendum on Commbuys by 4:00 pm on Monday, August 10, 2026.

2. Procurement Overview and Schedule

3. Instructions to Bidders

3.1 Examination of Solicitation

Each bidder is responsible for examining the complete IFB, including all specifications, forms, contract terms, and addenda. Submission of a bid constitutes acknowledgment that the bidder understands and accepts the requirements except for exceptions expressly identified on Form E. Material exceptions may render a bid nonresponsive.

3.2 Questions, Interpretations, and Addenda

All questions and requests for approved equals must be submitted in writing to the procurement contact by the deadline in Section 2. Oral explanations are not binding. Any change to the IFB will be made by a written addendum issued to all registered document holders on an equal basis and posted through the same principal distribution channels. Bidders are responsible for acknowledging every addendum on Form E.

3.3 Brand References and Approved Equals

References to Ford, Knapheide, Power Stroke, or any other manufacturer or model establish the desired level of quality, capacity, configuration, compatibility, and performance and are followed by “or approved equal.” A bidder proposing an equivalent must identify every deviation and provide sufficient manufacturer literature, dimensional data, engineering information, warranty information, and compatibility documentation for the Town to determine equivalency before bids are due. The bidder bears the burden of demonstrating equivalency.

3.4 Bid Preparation and Signature

a. Use the forms supplied in Section 8; reproduce them only if the wording and sequence remain unchanged.

b. Enter a single firm, fixed, all-inclusive total bid price in figures and words. Any discrepancy will be addressed only as permitted by M.G.L. c. 30B, § 5(f).

c. The bid must be signed by a person authorized to bind the bidder. Erasures or changes must be initialed by the signer.

d. Submit one original paper bid and one clearly labeled copy in a sealed envelope. Do not include pricing anywhere outside the sealed bid envelope.

e. Bid prices must remain firm for 60 calendar days after opening.

3.5 Delivery of Bids

Bids must be delivered to the Select Board Office at the address stated on the cover. The Town is not responsible for bids delivered to another office, delayed by a carrier or internet server, or received after the deadline for any reason. Late bids will be returned unopened when practicable.

3.6 Modification, Withdrawal, and Mistakes

A bidder may correct, modify, or withdraw its bid by written notice received before the bid deadline. After opening, bids may be corrected or withdrawn only as permitted by M.G.L. c. 30B, § 5(f). The Town will waive minor informalities or permit their correction as required by law.

3.7 Public Opening and Records

Bids will be opened publicly at the time and place stated in Section 2. The names of bidders and total bid amounts will be read and recorded. Procurement records will be maintained and disclosed in accordance with applicable Massachusetts law.

3.8 Costs and Taxes

The Town will not reimburse bid-preparation costs. The Town is exempt from Massachusetts sales tax and will provide appropriate exemption documentation. The total price must include all other applicable charges, freight, destination delivery, assembly, up-fitting, testing, documentation, and fees.

4. Scope and Technical Specifications

4.1 Scope

The successful bidder shall furnish and deliver one complete, new, unused, current-production municipal service truck. The chassis, body, crane, compressor, electrical systems, accessories, and all installed equipment must be mutually compatible, properly engineered, fully assembled, tested, and ready for immediate municipal maintenance operations upon acceptance.

4.2 General Requirements

4.3 Chassis

4.4 Mechanic Body and Equipment

4.5 Service Crane

4.6 Air Compressor System

4.7 Equivalent Products and Deviations

A product that meets or exceeds a listed numerical requirement is not automatically equivalent if it changes compatibility, operating characteristics, safety, serviceability, or intended use. Every deviation must be identified on Form E. Silence constitutes full compliance.

5. Evaluation and Award

5.1 Responsive Bid

A responsive bid conforms in all material respects to this IFB. The Town will evaluate only the requirements and criteria stated here. At a minimum, a bid must be timely, signed, complete, accompanied by required certifications and documentation, and compliant with the mandatory specifications and delivery requirements.

5.2 Responsible Bidder

A responsible bidder has the capability, integrity, reliability, financial and technical resources, authorized sales/up-fitting relationships, facilities, parts access, warranty support, and experience necessary to perform the contract. The Town may verify references and request clarification of responsibility information, provided no bidder is permitted to alter price or a material bid term after opening.

5.3 Evaluation Standards

5.4 Award

Subject to Select Board approval and available funding, the Town will award the contract by written notice to the lowest responsible and responsive bidder. The Town will not use a point system or make comparative tradeoffs among price, delivery, warranty, or experience. If only one bid is received, the Town may award it if it determines the price is reasonable and the bid otherwise meets all requirements.

5.5 Rejection or Cancellation

The Town may cancel this IFB or reject any or all bids, in whole or in part, when the procurement officer determines in writing that cancellation or rejection serves the Town’s best interests, as provided by M.G.L. c. 30B, § 9.

6. Contract Terms and Conditions

6.1 Contract Documents. The contract consists of the Notice of Award, the signed Agreement, this IFB, all addenda, the successful bid and required attachments, and any lawful written change signed by authorized representatives. In case of conflict, the order stated in the Agreement controls.

6.2 Price. The contract price is firm, fixed, and all-inclusive. No fuel surcharge, freight charge, tariff adjustment, dealer preparation fee, documentation fee, or other amount will be paid unless expressly included in the accepted bid.

6.3 FOB Destination. Delivery is FOB Destination, freight prepaid and included, to 156 Maple Street, Hinsdale. Title and risk of loss remain with the contractor until the Town completes inspection and written acceptance.

6.4 Delivery. Delivery must occur within 365 calendar days after Notice of Award. The contractor shall provide at least five business days’ written notice before delivery and coordinate with the DPW Superintendent. Time is of the essence.

6.5 Delays. The contractor shall promptly give written notice of any event that may delay performance, describing cause, anticipated duration, and mitigation. An extension is effective only if approved in writing by an authorized Town representative.

6.6 Pre-Delivery Inspection. The contractor shall complete the chassis, body, crane, compressor, electrical, safety, and roadworthiness inspections required by each manufacturer and provide signed records before acceptance.

6.7 Delivery Condition. The truck shall arrive fully fueled, fully serviced, clean, undamaged, operational, and accompanied by all manuals, warranty documents, keys/remotes, load charts, inspection and test certificates, parts lists, wiring/hydraulic diagrams, and title/manufacturer’s certificate of origin documents.

6.8 Inspection and Acceptance. The Town may inspect and test the truck after delivery. Payment, possession, or preliminary inspection does not constitute acceptance. The Town will provide written acceptance or a written deficiency list within ten business days after complete delivery and demonstration.

6.9 Correction/Rejection. The contractor shall promptly correct nonconforming work or replace nonconforming equipment at no additional cost. If defects are not timely cured, the Town may reject the truck, revoke acceptance for latent defects, obtain available remedies, or terminate for default.

6.10 Warranties. All manufacturer and contractor warranties shall pass to the Town and begin no earlier than written acceptance. Warranty work includes parts, labor, diagnosis, travel/transportation, and related costs unless the accepted warranty expressly provides otherwise. Contractor warranties are in addition to warranties available by law.

6.11 Service Support. The contractor shall identify warranty service locations and contacts. The Town may use any authorized service location permitted by the applicable warranty without voiding coverage.

6.12 Payment. The contractor may invoice only after complete delivery and written acceptance. The Town will pay the accepted contract price after receipt of a correct invoice and all required documentation, subject to lawful municipal payment procedures. No deposit or prepayment is authorized unless separately approved in writing and permitted by law.

6.13 Insurance. Before award and throughout any on-site performance, the contractor shall maintain workers’ compensation as required by law, commercial general liability of at least $1,000,000 per occurrence and $2,000,000 aggregate, and automobile liability of at least $1,000,000 combined single limit. Certificates shall name the Town as certificate holder and, where commercially available and applicable, as additional insured on liability coverage.

6.14 Indemnification. To the fullest extent permitted by law, the contractor shall defend, indemnify, and hold harmless the Town and its officials and employees from claims, damages, losses, and expenses arising from the contractor’s negligent acts, omissions, breach, or willful misconduct, except to the extent caused by the Town’s negligence or willful misconduct.

6.15 Compliance with Law. The contractor shall comply with all applicable federal, state, and local laws, regulations, licenses, and safety requirements. The contractor is responsible for permits and approvals necessary for its performance.

6.16 Independent Contractor. The contractor is an independent contractor and is solely responsible for its personnel, subcontractors, taxes, insurance, means, methods, and supervision.

6.17 Assignment/Subcontracting. The contractor may not assign the contract or substitute a material manufacturer, dealer, body builder, or up fitter without the Town’s prior written consent. Consent does not relieve the contractor of responsibility.

6.18 Termination for Default. The Town may terminate after written notice and a reasonable opportunity to cure if the contractor materially breaches the contract, fails to meet delivery requirements, becomes insolvent, or fails to provide adequate assurance of performance.

6.19 Termination for Convenience. The Town may terminate for convenience by written notice. The contractor will be paid for conforming supplies accepted and reasonable, documented, unavoidable costs incurred before notice, but not anticipated profit or consequential damages.

6.20 Appropriation and Authority. The Town’s obligations are subject to lawful appropriation and municipal finance requirements. No employee or official may bind the Town beyond authority granted by law, bylaw, vote, or written delegation.

6.21 Records. The contractor shall maintain records supporting performance and charges for at least six years after final payment and make them available as required by law.

6.22 Governing Law; Venue. Massachusetts law governs. Any action shall be brought in a court of competent jurisdiction in the Commonwealth of Massachusetts.

6.23 Entire Agreement; Amendment. The contract is the entire agreement. An amendment or waiver is effective only in a writing signed by authorized representatives. Failure to enforce a term is not a waiver.

6.24 Severability. If a provision is held invalid, the remaining provisions remain effective to the fullest extent permitted by law.

7. Bid Submission Checklist

A bidder should use this checklist to assemble its sealed bid. Items marked “Required” must be included at opening unless the IFB expressly permits later submission.

sole proprietors may mark N/A

8. Bid Forms

Return this section: Complete Forms A through G and attach every required document listed in Section 7. Use additional pages only where a form permits; label each attachment with the IFB number and form reference.

Form A -- Bid Form and Price Proposal

Legal name of bidder

Business address

Contact person

Telephone

Email

The undersigned offers to furnish and deliver one complete municipal service truck in full compliance with IFB 2027-001 and all acknowledged addenda for the following firm fixed price:

Proposed make/model/year

The total price includes all chassis, body, crane, compressor, accessories, up-fitting, labor, testing, freight, delivery, documentation, warranties, and other charges necessary for a complete accepted vehicle. The bidder confirms that the price will remain firm for 60 calendar days after bid opening.

Authorized signature

Printed name

Title

Date

Form B — Technical Compliance Matrix

Check each item and identify the offered make/model or exception. Attach the manufacturer build sheet and literature. A blank response is treated as an exception and may render the bid nonresponsive.

Form C — Delivery, Warranty, Crane, Service and Support

C-1. Delivery

Estimated manufacturing lead time

Committed delivery date /days after award

Pre-delivery inspection location

Delivery coordinator and telephone

C-2. Service Crane

Manufacturer and model

Maximum lift capacity

Rated load moment

Maximum horizontal reach

Capacity at maximum horizontal reach

Vertical reach

Control type

Outrigger/stabilizer configuration

Installing up-fitter and location

C-3. Warranty Schedule

/Hours Warranty Provider/ attachment

Manufacturer/basic

Powertrain

Corrosion

Mechanic body

Service crane

Air compressor

Other installed equipment

C-4. Parts and Service Support

Nearest chassis warranty service location

Nearest body/crane service location

Service contact and telephone

Standard service response time

Parts distribution/source

Mobile/field service availability

Authorized dealer/up-fitter status attached

Form D — Bidder Information, Experience and References

Legal business name

Trade name / DBA

Business type

State and date of organization

Principal business address

Federal Tax ID

Office telephone

Primary contact

Contact cell telephone

Contact email

Years supplying comparable service trucks

Chassis dealer authorization

Body/crane up-fitter authorization

Please provide up to three recent references for comparable completed service-truck deliveries. The Town may contact any listed or independently identified customer to verify responsibility.

Customer Name

Customer Contact Info Telephone # / Email Address

Responsibility Disclosures During the last five years, has the bidder had a comparable contract terminated for default, been de-barred or suspended, filed for bankruptcy, or been found liable for fraud related to public contracting? ☐ No ☐ Yes

If yes, attach a complete explanation. A disclosure does not automatically disqualify a bidder; failure to disclose material information may affect responsibility.

Form E — Addenda, Approved Equals and Exceptions E-1. Addenda Acknowledgment

E-2. Approved Equal Products

E-3. Exceptions ☐ No exceptions. The bid complies fully with the IFB and all addenda.

☐ Exceptions are listed below and on attached pages. The bidder understands that a material exception may render the bid nonresponsive.

Form F — Certifications

F-1. Certification of Good Faith / Non-Collusion

The undersigned certifies under penalties of perjury that this bid has been made and submitted in good faith and without collusion or fraud with any other person. As used in this certification, the word “person” means any natural person, business, partnership, corporation, union, committee, club, or other organization, entity, or group of individuals. (Required by M.G.L. c. 30B, § 10.)

Authorized Bidder's Signature

Printed Name and Title

Name of Business

Date

F-2. Massachusetts Tax Compliance Certification Pursuant to M.G.L. c. 62C, § 49A, the undersigned certifies under penalties of perjury that the bidder has complied with all laws of the Commonwealth of Massachusetts relating to taxes, reporting of employees and contractors, and withholding and remitting of child support.

Authorized Signature

Printed Name and Title

Federal Tax ID

Date

F-3. Equal Employment and Nondiscrimination Certification The bidder certifies that, in performing any resulting contract, it will not discriminate in employment or the provision of goods or services on any basis prohibited by applicable federal or Massachusetts law, including M.G.L. c. 151B, and will comply with applicable equal employment opportunity, disability access, and civil-rights requirements. This certification applies only to the extent each cited requirement governs the bidder or the contract.

Authorized Signature

Printed Name and Title

Legal name of business

Date

F-4. Authorized Representative and Bidder Certification The undersigned certifies under penalties of perjury that: (1) the undersigned is authorized to submit this bid and bind the bidder; (2) all information and attachments are accurate, complete, and not misleading; (3) the bidder has reviewed and accepts the IFB and acknowledged addenda except only as expressly stated on Form E; (4) the bid will remain firm for 60 calendar days; and (5) if awarded, the bidder will execute the contract and furnish required documentation within the time specified by the Town.

Authorized Representative Signature

Printed Name

Title

Legal Name of Bidder

Date

Form G — Certificate of Authority

Complete for a Corporation, Limited Liability Company, Partnership, or other entity.

A sole proprietor may check “Not applicable” and sign below.

I, ______________________________________, certify that I am the duly elected or appointed

______________________________________ of ______________________________________ (the “Bidder”); that the Bidder is duly organized and in good standing to the extent required by law; and that the following vote, resolution, operating agreement, partnership authority, or equivalent authorization remains in full force:

Authority: ______________________________________ is authorized to prepare, sign, submit, and, if awarded, execute all documents related to Town of Hinsdale IFB 2027-001 and to bind the Bidder to the resulting contract.

Certifying officer/member/partner Signature

Printed Name

Title

Date

☐ Not applicable — bidder is a sole proprietor.

Sole proprietor signature

Date

9. Form of Agreement This Agreement is entered into by and between the Town of Hinsdale, Massachusetts (the “Town”) and

_____________________________________________ (the “Contractor”) following competitive sealed bidding under Hinsdale IFB No. 2027-001.

Required Delivery not later than 60 calendar days after award unless extended in writing by the Town.

Date ☐☐|☐☐|☐☐

Hinsdale Highway Department 156 Maple Street Hinsdale, MA 01235

Tel. (413) 446-3246

9.1 Incorporated Documents and Order of Precedence

The contract documents control in this order: (1) this signed Agreement and later lawful written amendments; (2) the Town’s Notice of Award; (3) addenda, with a later addendum controlling an earlier one; (4) IFB 2027-001, including specifications and contract terms; and (5) the Contractor’s accepted bid and attachments, excluding any unaccepted exception or additional term.

9.2 Agreement

The Contractor agrees to furnish and deliver the contract supply in strict accordance with the incorporated documents. The Town agrees to pay the contract price after complete delivery, inspection, written acceptance, and receipt of a correct invoice, subject to the incorporated terms and lawful municipal payment procedures.

9.3 Signatures