IFB New Light Duty (Ford and GM) Vehicles 2025 or Newer Model.pdf

City of Huntsville, Alabama Finance Department

Procurement Services Division

Invitation For Bids New Light Duty (Ford and GM) Vehicles 2025 or Newer Model Not

Previously Titled

Invitation for Bid #: 5-2026-15

Issue Date: October 27, 2025

Bid Bond Requirements: No, a Bid Bond is not required

Certificate of Insurance Requirements: Yes, a Certificate of Insurance is required

Pre-Bid Teleconference Date and Time: N/A

Pre-Bid Conference Date: N/A

Deadline for Questions Date: November 6, 2025 @ 2:00 PM CST All questions must be submitted in writing to tomasa.buis@huntsvilleal.gov

IFB Closing Date: November 13, 2025 @ 2:00:00 PM CST

Bid Opening Location: Council Chambers – 2nd Floor 305 Fountain Circle, Huntsville, Alabama 35801

Procurement Services Contact: Tomasa Buis tomasa.buis@huntsvilleal.gov

(256) 427-5058

City Internet Site: https://www.bidnetdirect.com/alabama/cityofhuntsville

IFB E-Documents:

Bid Copies to be Submitted

City File Reference:

N/A

1 Original

New Light Duty (Ford and GM) Vehicles 2025 or Newer Model Not Previously Titled 2026 mailto:tomasa.buis@huntsvilleal.gov mailto:tomasa.buis@huntsvilleal.gov https://www.bidnetdirect.com/alabama/cityofhuntsville

Invitation for Bid # 5-2026-15

TABLE OF CONTENTS

ADVERTISEMENT FOR BIDS – NOTICE TO BIDDERS

APPENDIX A: BIDDER PRICING FORM

APPENDIX B: DETAILED REQUIREMENTS CHECKLIST, IF APPLICABLE

APPENDIX C: BIDDER INFORMATION & ACKNOWLEDGMENTS

APPENDIX D: REPORT OF OWNERSHIP FORM

APPENDIX E: ADDITIONAL DOCUMENTATION, IF APPLICABLE

APPENDIX F: N/A

ATTACHMENT A GUIDING DOCUMENTS

SECTION 1.0 – INTRODUCTION

SECTION 2.0 – GENERAL TERMS AND CONDITIONS

SECTION 3.0 – BIDDER INSTRUCTIONS

ATTACHMENT B BONDS AND INSURANCE REQUIREMENTS

ATTACHMENT C BID IDENTIFICATION & MAILING LABELS

ADVERTISEMENT FOR BIDS – NOTICE TO BIDDERS

BID # 5-2026-15

DESCRIPTION

The City is soliciting sealed fixed-price bids from qualified vendors for the provision of New Light Duty (Ford and GM) Vehicles 2025 or Newer Model Not Previously Titled (as stipulated in Appendix A), as specified in this Invitation for Bid. The scope of work may include, but is not limited to, the supply and delivery of goods, performance of services, or a combination thereof, as outlined in the Contract documents. The City of Huntsville, on average, works with a $12,500,000 annual fiscal budget for capital purchases.

The City of Huntsville reserves the right to purchase from the State of Alabama contract or approved cooperative purchasing agreement if it is more economical and/or in the City of Huntsville’s best interest.

To ensure the City’s fleet needs are addressed and maintained in a timely and efficient manner, the purchase of contracted vehicles or equivalent directly from the contracted vendors’ retail lots is permitted provided the contract vendor provides a quote detailing the year, make, model, and trim of the vehicles available for direct purchase and the quote is approved by Fleet Services.

All proposed pricing shall be inclusive of all costs necessary to fulfill the Contract requirements, including labor, supervision, materials, equipment, tools of the trade, transportation, and any other associated expenses. Bidders are expected to provide a comprehensive and firm fixed-price proposal that reflects full compliance with the specifications and performance standards set forth by the City.

CONTRACT AWARD & TERM

It is the intention of the City to award a periodic contract to the lowest responsive and responsible bidder(s) that submits the lowest fixed price, confirming to the terms, conditions, and specifications as detailed in this solicitation.

The contract shall have an initial term of one (1) year from the date of award. The City reserves the right to extend the contract for two (2) additional one (1) year terms for a maximum of three (3) years as permissible under State Law.

The City shall notify the awarded vendor(s) a minimum of thirty (30) days prior to expiration of the contract term of its intention to either extend the contract for an additional term or allow the contract to terminate upon the term expiration date.

The City shall not guarantee the vendor(s) a minimum quantity of commodities and/or services to be provided under the contract.

The City reserves the right to award contracts to multiple vendors as determined to be in the City’s best interest.

Likewise, Bidders may bid on all the categories of items or less than all the categories of items included on the pricing form.

CONTRACT PRICING

The contract pricing structure may be adjusted on an annual basis at the time of extension. Upon renewal, any price increase or decrease shall be in exact increments of any price increase or decrease imposed by the supplier. With any price increase, the contractor shall provide a copy of the supplier’s price increase notification along with the request. Contract pricing adjustments shall not be considered for fuel price fluctuations and fuel surcharges shall not be paid under this contract.

BID SUBMITTAL/RECEIVING OF BIDS

Bids shall be submitted to Procurement Services on or before the scheduled bid opening date as specified on the cover page. All bids must be in Procurement Services possession by 2:00:00PM CST on the schedule bid opening date. Bid packets will be date and time stamped upon receipt by Procurement Services.

For the purposes of receiving bids, the clock located in the City Council Chambers located on the 2nd Floor of 305 Fountain Circle, Huntsville, Alabama 35801, regulated by the National Institute for Standards and Technology (NIST), shall be the official record of time.

Bid Opening Day Submittals: Bidders submitting bids on the scheduled bid opening date who arrive at City Hall – 305 Fountain Circle, Huntsville, Alabama 35801 at 1:45:00PM or after shall report directly to the Council Chambers and hand-deliver (submit) their bid proposal to Procurement Services.

All timely submitted bids will be publicly opened and read in the Council Chambers at 2:00:00PM CST.

SPECIFIC REQUIREMENTS

All available options including all available extended warranties shall be priced at Dealer Net/Net Cost. Bidders must submit dealer option costs with bid submission. Dealer options not specifically listed shall be submitted by the successful Bidder by quote and shall be priced at Dealer Net/Net Cost and notated as such.

ADDITIONAL SUBMITTALS: Each Bidder must provide with their bid a copy of the E.P.A. publication showing the average M.P.G. for the model bid. Each Bidder must state Standard Drivetrain Warranty Time/Mileage Period and Deductible, if applicable.

DELIVERY

All vehicles shall be delivered to the below referenced F.O.B. destination in new condition. The original invoice, copy of the Manufacturer’s Statement of Origin, completed title application in the name of the City of Huntsville, and one

(1) CD each “per vehicle model” of Parts, Services, Electrical and Wiring Diagrams are to be delivered with the vehicle at no additional cost to the City. All title fees as well as other charges are to be paid by the successful vendor. The warranty card and service policy must accompany the vehicle when delivered with the warranty to go into effect when the vehicle is placed in service. Vehicle must be serviced and ready for use when delivered. Each vehicle shall have a minimum of four gallons of fuel at time of delivery.

The City of Huntsville will receive all service, warranty, and technical bulletins for any model purchased. All vehicles will come equipped with all standard equipment and accessories plus options as requested and all equipment will be factory installed unless otherwise indicated and authorized.

F.O.B. City of Huntsville Fleet Maintenance 2739 Johnson Road Huntsville, AL 35805

The successful bidder shall store purchased vehicles at their facility or designated location for up to ninety (90) days from manufacturer delivery, at no cost to the City of Huntsville.

OTHER REQUIREMENTS

• Bid Packet Submittal Checklist:

o Appendix A: Bidder Pricing Form o Appendix B: Detailed Requirement Checklist, if applicable (Reserved) o Appendix C: Bidder Information and Acknowledgments o Appendix D: Report of Ownership Form o Appendix E: Additional Documentation, if applicable (Reserved) o Appendix F: Special Terms and Conditions, if applicable (Reserved) o E-Verify Memorandum of Understanding – www.e-verify.gov o Bid Bond, if required pursuant to cover page o Bid Identification/Mailing Label

• Certificate of Insurance (COI) – required of the successful bidder as a requirement of contract award as outlined in the General Terms and Conditions. A valid (current) COI shall be maintained and provided by the successful bidder for the duration contract.

• City of Huntsville Business License – successful bidders who maintain a physical location and/or physically conduct business in the city limits of Huntsville shall provide a copy and maintain an active business license for the duration of the contract.

http://www.e-verify.gov/

APPENDIX A

BIDDER PRICING FORM

The City reserves the right to make an award in whole or part to one or more Bidders whenever deemed necessary and in the best interest of the City. Per the Advertisement for Bids – Notice to Bidders, bids will be evaluated on a category basis. All minimum quantities provided are considered to be estimates only.

Bidder must include in its Bid price all labor, supervision, materials, equipment, and tools of the trade required to meet the Contract requirements. Prices quoted shall be in U.S. Dollars, delivered prices, F.O.B. destination, exclusive of all federal or state excise, sales, and manufacturer's taxes. The City will not accept charges for transportation, handling, packaging, installation or out-of-pocket expense other than as specified in the Bid.

Prices quoted to the City shall remain firm for a minimum of ninety (90) days from the date of opening of the bid, unless so stated differently in the bid. If there are discrepancies between unit prices quoted and extensions, the unit price will prevail. The City will be protected against any increase above the price in the bid. Any bid containing an "Escalator Clause" will not be considered unless so stipulated in the Invitation for Bid. Discounts will be considered in determining the lowest responsible bidder, however, any payment term based on less than 30 days will not be considered. Discounts will be figured from the date of acceptance by the City regardless of date of delivery or invoice.

Bidder shall acknowledge receipt of all addenda in the space provided on the Bidder Pricing Form below. Failure to acknowledge receipt of addenda shall not relieve Bidder of full responsibility for all requirements contained in addenda.

We acknowledge receipt of the following addenda: ______________________________

1. 2025 OR NEWER MODEL HYBRID SEDAN

Year________ Make/Model_______________________ Delivery Schedule _______________

Dollar amount Above or Below dealer invoice each for base vehicle to include Discounts, Rebates, Concessions, Delivery, Title Fee, and Manufacturer's Standard Warranty. All options and upfits provided at dealer cost.

(CIRCLE ONE) Above or Below Dealer Invoice: $ _______________

ESTIMATED VEHICLE MANUFACTURER CUT-OFF DATE (Required): ___________________

DOLLAR AMOUNT OF DISCOUNTS, REBATES & CONCESSIONS APPLIED AT TIME OF BID

(Required):

$ ____________________ Description: _______________________________________

$ ____________________ Description: _______________________________________ $ ____________________ Description: _______________________________________

VENDOR AGREES TO APPLY ANY DISCOUNTS, REBATES, AND CONCESSIONS

AVAILABLE AT TIME OF ORDER.

VENDOR COMPLIANCE (Required): _______________ (Initials)

2. 2025 OR NEWER MODEL MID SIZE SEDAN

Concessions, Delivery, Title Fee, and Manufacturer's Standard Warranty. All options and upfits provided at

$ ____________________ Description: _______________________________________

$ ____________________ Description: _______________________________________

3. 2025 OR NEWER MODEL COMPACT ALL ELECTRIC VEHICLE

Concessions, Delivery, Title Fee, and Manufacturer's Standard Warranty. All options and upfits provided at

$ ____________________ Description: _______________________________________

$ ____________________ Description: _______________________________________

4. 2025 OR NEWER MODEL COMPACT SUV

Concessions, Delivery, Title Fee, and Manufacturer's Standard Warranty. All options and upfits provided at

$ ____________________ Description: _______________________________________

$ ____________________ Description: _______________________________________

5. 2025 OR NEWER MODEL MID SIZE SUV

Concessions, Delivery, Title Fee, and Manufacturer's Standard Warranty. All options and upfits provided at

$ ____________________ Description: _______________________________________

$ ____________________ Description: _______________________________________

6. 2025 OR NEWER MODEL NON-PURSUIT FULL SIZE SUV

Concessions, Delivery, Title Fee, and Manufacturer's Standard Warranty. All options and upfits provided at

$ ____________________ Description: _______________________________________

$ ____________________ Description: _______________________________________

7. 2025 OR NEWER MODEL MINIVAN

Concessions, Delivery, Title Fee, and Manufacturer's Standard Warranty. All options and upfits provided at

$ ____________________ Description: _______________________________________

$ ____________________ Description: _______________________________________

8. 2025 OR NEWER MODEL FULL SIZE VAN

Concessions, Delivery, Title Fee, and Manufacturer's Standard Warranty. All options and upfits provided at

$ ____________________ Description: _______________________________________

$ ____________________ Description: _______________________________________

9. 2025 OR NEWER MODEL ONE TON FULL SIZE VAN

Concessions, Delivery, Title Fee, and Manufacturer's Standard Warranty. All options and upfits provided at

$ ____________________ Description: _______________________________________

$ ____________________ Description: _______________________________________

10. 2025 OR NEWER COMPACT HYBRID PICKUP

Concessions, Delivery, Title Fee, and Manufacturer's Standard Warranty. All options and upfits provided at

$ ____________________ Description: _______________________________________

$ ____________________ Description: _______________________________________

11. 2025 OR NEWER MODEL MID SIZE KING CAB PICKUP

Concessions, Delivery, Title Fee, and Manufacturer's Standard Warranty. All options and upfits provided at

$ ____________________ Description: _______________________________________

$ ____________________ Description: _______________________________________

12. 2025 OR NEWER MODEL FLL SIZE ½ TON CREW CAB SHORT BED

Concessions, Delivery, Title Fee, and Manufacturer's Standard Warranty. All options and upfits provided at

$ ____________________ Description: _______________________________________

$ ____________________ Description: _______________________________________

13. 2025 OR NEWER MODEL NON-PURSUIT FULL SIZE ½ TON LONG WHEELBASE PICKUP

Concessions, Delivery, Title Fee, and Manufacturer's Standard Warranty. All options and upfits provided at

$ ____________________ Description: _______________________________________

$ ____________________ Description: _______________________________________

14. 2025 OR NEWER MODEL FULL-SIZE ¾ TON HEAVY DUTY PICKUP

Concessions, Delivery, Title Fee, and Manufacturer's Standard Warranty. All options and upfits provided at

$ ____________________ Description: _______________________________________

$ ____________________ Description: _______________________________________

15. 2025 OR NEWER MODEL FULL-SIZE ONE TON HEAVY DUTY PICKUP

Concessions, Delivery, Title Fee, and Manufacturer's Standard Warranty. All options and upfits provided at

$ ____________________ Description: _______________________________________

$ ____________________ Description: _______________________________________

16. 2025 OR NEWER MODEL FULL-SIZE 3/4 TON HEAVY DUTY TRUCK CHASSIS

Concessions, Delivery, Title Fee, and Manufacturer's Standard Warranty. All options and upfits provided at

$ ____________________ Description: _______________________________________

$ ____________________ Description: _______________________________________

17. 2025 OR NEWER MODEL FULL-SIZE ONE-TON HEAVY DUTY TRUCK CHASSIS

Concessions, Delivery, Title Fee, and Manufacturer's Standard Warranty. All options and upfits provided at

$ ____________________ Description: _______________________________________

$ ____________________ Description: _______________________________________

18. 2025 OR NEWER MODEL FULL-SIZE 450 or 4500 HEAVY DUTY TRUCK CHASSIS

Concessions, Delivery, Title Fee, and Manufacturer's Standard Warranty. All options and upfits provided at

$ ____________________ Description: _______________________________________

$ ____________________ Description: _______________________________________

19. 2025 OR NEWER MODEL FULL-SIZE 550 OR 5500 HEAVY DUTY TRUCK CHASSIS

Concessions, Delivery, Title Fee, and Manufacturer's Standard Warranty. All options and upfits provided at

$ ____________________ Description: _______________________________________

$ ____________________ Description: _______________________________________

This Price Bid Form is hereby submitted by the undersigned. I affirm that I understand and agrees that any form of electronic signature, including but not limited to signatures via facsimile, scanning, or electronic mail, may substitute for the original signature and shall have the same legal effect as the original signature.

Printed legal name of Bidder Printed name of individual/corporate officer/general partner/joint venturer AND Title

Signature Date

APPENDIX B

DETAILED REQUIREMENTS CHECKLIST

The following specifications are being provided to potential bidders as guidelines which describe the minimum type and quality of equipment the City of Huntsville is requiring. The Bidder must indicate compliance or list exceptions to each specification item for consideration and/or acceptance. Failure to comply with this provision shall be cause for rejection of the bid as non-responsive.

An example of quotes is provided in Appendix E (Additional Documentation) to show the items listed below, note that monetary values are missing intentionally and this is not a full quote, just a partial example for reference only.

I. OBJECTIVE

The City of Huntsville is seeking sealed bids from interested and qualified firms to provide New Light Duty (Ford and GM) Vehicles 2025 or Newer Model Not Previously Titled (as stipulated in Appendix A). The intent of this IFB is to award contracts to those responsible Bidders whose bid proposals, conforming to this IFB, are most advantageous to the City of Huntsville; price, lead time, warranty and other factors considered. The City of Huntsville, on average, works with a $12,500,000 annual fiscal budget for capital purchases.

II. DETAILED SPECIFICATIONS TO BE PROVIDED BY BIDDERS

The bidder shall provide detailed specifications for every category listed in Appendix A. Failure to comply shall be cause for rejection of the bid as non-responsive. Bidder shall be clear as to which categories each listed item applies to. In the detailed specifications, bidder shall also provide all options and discounts available for each category listed in Appendix F.

VENDOR COMPLIANCE YES_______ NO _______

III. WARRANTIES

The bidder shall provide detailed warranties for every category listed in Appendix A. Bidder shall include details on each warranty provided for the vehicle in each category. Bidder shall be clear as to which categories each listed item applies to. A generic “100,000 Mile Warranty” will not be accepted. Failure to comply shall be cause for rejection of the bid as non-responsive.

IV. DISCOUNTS, GPC, & INCENTIVES

The bidder shall provide detailed discounts, GPC, and incentives available at the time of bid submittal for every category listed in Appendix A. Bidder shall be clear as to which categories each listed item applies to. Failure to comply shall be cause for rejection of the bid as non-responsive.

APPENDIX C

BIDDER INFORMATION & ACKNOWLEDGEMENTS

1. BIDDER INFORMATION

Business Organization

Name of Proposer (exactly as it would appear on an agreement):

Doing-Business-As Name of Proposer:

Principal Office Address:

Telephone Number: _________________________________________________________

Fax Number: _________________________________________________________

Form of Business Entity [check one (“X”]

Corporation _____ Partnership _____ Individual _____ Joint Venture _____ Other (describe): _____ _________________________________________________

Corporation Statement

If a corporation, answer the following:

Date of incorporation: _________________________________________________________ Location of incorporation: _________________________________________________________ The corporation is held: Publicly ___ Privately ___

Names and titles of corporate officers:

Partnership Statement

If a partnership, answer the following:

Date of organization: _________________________________________________________ Location of organization: _________________________________________________________ The partnership is: General ___ Limited ___

Name, address, and ownership share of each general partner owning more than five percent (5%) of the partnership:

Joint Venture Statement

If a Joint Venture, answer the following:

Date of organization: _________________________________________________________ Location of organization: _________________________________________________________ JV Agreement recorded? Yes ___ No ___

Name, address of each Joint Venturer and percent of ownership of each:

2. CITY OF HUNTSVILLE EMPLOYEE, MEMBER OF HOUSEHOLD OR BUSINESS

ASSOCIATE

Code of Ala. 1975§36-25-11 requires that contracts entered into with a public official, a public employee, a member of the household of the public official or public employee, or a business with which a public official or public employee associates be filed with the Alabama Ethic Commission. If you are awarded the contract, and if you are a City employee, or if a member of your household is a City employee or public official, or if your business associates with a City employee or public official, you must comply with the provisions of Code al Ala. 1975§36-25-11.

City Employee Yes ______ No ______ If “Yes,” Department ________________________

Member of Household City Employee Yes ______ No ______ If “Yes,” Name (s) ________________________

Anyone associated with your company a City Employee Yes ______ No ______ If “Yes,” Name (s) ________________________

3. CONTRACTOR E-VERIFY – NOTICE

The Beason-Hammon Alabama Taxpayer and Citizen Protection Act, Act No. 2011-535, Code of Alabama (1975) § 31-13-1 through 31-13-30 (also known as and hereinafter referred to as “ the Alabama Immigration Act”) as amended by Act No. 2012-491 on May 16, 2012 is applicable to all competitively bid contracts with the City of Huntsville.

As a condition for the award of a contract and as a term and condition of the contract with the City of Huntsville, in accordance with § 31-13-9 (a) of the Alabama Immigration Act, as amended, any business entity or employer that employs one or more employees shall not knowingly employ, hire for employment, or continue to employ an unauthorized alien within the State of Alabama.

During the performance of the contract, such business entity or employer shall participate in the E-Verify program and shall verify every employee that is required to be verified according to the applicable federal rules and regulations. The business entity or employer shall assure that these requirements are included in each subcontract in accordance with §31-13-9(c). Failure to comply with these requirements may result in breach of contract, termination of the contract or subcontract, and possibly suspension or revocation of business licenses and permits in accordance with §31-13-9 (e) (1) & (2).

Code of Alabama (1975) § 31-13-9 (k) requires that the following clause be included in all City of Huntsville contracts that have been competitively bid and is hereby made a part of this contract:

“By signing this contract the contracting parties affirm, for the duration of the agreement, that they will not violate federal immigration law or knowingly employ, hire for employment, or continue to employ an unauthorized alien within the State of Alabama. Furthermore, a contracting party found to be in violation of this provision shall be deemed in breach of the agreement and shall be responsible for all damages resulting therefrom.”

4. ACKNOWLEDGEMENTS

I hereby certify that I have read and understand the City of Huntsville’s General Terms and Conditions. I hereby certify that I agree to comply with all of the General Terms and Conditions of this IFB. I also understand that the General Terms & Conditions are standard and that any contradicting requirements of the IFB supercede.

I affirm that I have not been in any agreement or collusion among Proposers or prospective Proposers in restraint of freedom of competition.

Upon award of this bid, I will not substitute any item on this bid under any circumstances.

By signing this submittal, the Bidder represents and agrees that it is not currently engaged in, nor will it engage in, any boycott of a person or entity based in or doing business with a jurisdiction with which the State of Alabama can enjoy open trade.

I affirm that I understand and agrees that any form of electronic signature, including but not limited to signatures via facsimile, scanning, or electronic mail, may substitute for the original signature and shall have the same legal effect as the original signature.

Signature of Proposer Legal Name of Firm

Print or Type Name of Proposer Mailing Address

Date City State Zip Code

Phone Fax

Email Address

Website Address

APPENDIX D

REPORT OF OWNERSHIP FORM

A. General Information. Please provide the following information:

Legal name(s) (include “doing business as”, if applicable):______________________________________________.

City of Huntsville current taxpayer identification number (if available): _____________________________________.

(Please note that if this number has been assigned by the City and if you are renewing your business license, the number should be listed on the renewal form.)

B. Type of Ownership. Please complete the un-shaded portions of the following chart by checking the appropriate box below and entering the appropriate Entity I.D. Number, if applicable (for an explanation of what an entity number is, please see paragraph C below):

Type of Ownership (check appropriate box)

Entity I. D. Number & Applicable State

Individual or Sole Proprietorship

Not Applicable

General Partnership

Not Applicable

Limited Partnership (LP)

Number & State:

Limited Liability Partnership (LLP)

Limited Liability Company (LLC) (Single Member)

LLC (Multi-Member)

Corporation

Other, please explain:

Number & State (if a filing entity under state law):

C. Entity I.D. Numbers. If an Entity I.D. Number is required and if the business entity is registered in this state, the number is available through the website of Alabama’s Secretary of State at: www.sos.state.al.us/, under “Government Records”. If a foreign entity is not registered in this state please provide the Entity I.D. number (or other similar number by whatever named called) assigned by the state of formation along with the name of the state.

D. Formation Documents. Please note that, with regard to entities, the entity’s formation documents, including articles or certificates of incorporation, organization, or other applicable formation documents, as recorded in the probate records of the applicable county and state of formation, are not required unless: (1) specifically requested by the City, or (2) an Entity I.D. Number is required and one has not been assigned or provided.

Please date and sign this form in the space provided below and either write legibly or type your name under your signature. If you are signing on behalf of an entity please insert your title as well.

Signature: ________________________________________________ Title (if applicable): __________________________

Type or legibly write name: ___________________________________ Date: ____________________________________ http://www.sos.state.al.us/

APPENDIX E

ADDITIONAL DOCUMENTATION

APPENDIX F

SPECIAL TERMS & CONDITIONS

N/A

ATTACHMENT A – GUIDING DOCUMENTS

SECTION 1.0 INTRODUCTION

The City hereby gives notice it is requesting sealed bids for the goods and/or services described in Appendix B of this Invitation for Bid. The City intends to award a contract to the successful Bidder(s) who the City determines will best meet the City’s objectives as described herein.

The major objectives of this IFB are as follows:

• Describe the goods and/or services desired by the City.

• Describe the City contract terms and conditions.

• Provide Bidders with instructions for responding to this IFB.

1.1 DEFINITIONS

In addition to other terms that may be defined herein, certain terms and abbreviations are defined as follows:

“City” City of Huntsville, Alabama “Contract” The agreement between the City and the Bidder chosen by the City pursuant to this IFB. The contract shall include this IFB and the selected Bid.

“Contractor” The party with whom the City will execute the Contract.

“Bid” The response to this IFB submitted by a Bidder.

“Bidder” A person or entity submitting a response to this IFB.

“IFB” This Invitation for Bid, and all addenda, appendices, and attachments.

“IFB E-Documents” The documents referenced by this name on the cover of this IFB.

1.2 CONTACT INFORMATION

All questions regarding this IFB must be directed in writing to the contact provided on the cover of this IFB.

1.3 SCHEDULE

The sequences of events related to this IFB are as follows:

A. Pre-Bid Conference: A Pre-Bid Teleconference or Conference, as the City deems necessary, will be held at the date and time specified on the cover of this IFB, at which time City representatives will discuss the requirements of the IFB and answer any questions regarding the IFB. The City will issue a notification by addenda of the Teleconference call-in number and password on the day of the conference. Any Conferences will be held in the City Council Conference Room located on the 6th floor of Huntsville City Hall, 305 Fountain Circle, Huntsville, Alabama.

B. Deadline for Questions: All questions must be received in writing not later than the deadline for questions date noted on the cover of this IFB.

C. IFB Closing Date: Bids are due no later than 2:00:00 PM City time on the bid closing date noted on the cover of this IFB.

D. Bidder Teleconference/Presentation/Demonstration: To possibly be held as described herein on the date noted on the cover of this IFB.

E. Bid Selection: Within ninety (90) days of bid closing date, unless extended by the City.

F. Bid Negotiation: To be announced.

G. Contract Award: Successful Bidder(s) will be notified of the date the award will be submitted to the City Council for approval. The City will notify Bidder(s) about the need to execute contract documents and provide other required documents as required.

H. Award Notification: City will provide final notification of award and/or notification to proceed when all City requirements have been met.

SECTION 2.0 GENERAL TERMS & CONDITIONS

It is the intent of the City, through this IFB to establish to the greatest extent possible complete clarity regarding the obligations of all parties to be incorporated in the Contract. Before submitting a bid, Bidder should become familiar with all requirements of this IFB and the conditions and requirements under which the Contract obligations must be fulfilled.

2.1 INTERPRETATIONS

The City will not be responsible for the Bidder’s misunderstanding of the scope of work or any terms and conditions of the Contract. The City will not be responsible for oral interpretations of this IFB. Bidder’s questions and/or comments concerning lack of clarity, defects and questionable or objectionable material in the IFB must be submitted in writing to and received by the contact provided on the cover of this IFB not later than the deadline for questions date noted on the cover of this IFB. Questions shall specify the Section(s), paragraph(s), and page number(s) to which the question refers.

2.2 ADDENDA

The City may issue addenda to this IFB to provide additional information or clarifications. The City of Huntsville will not be responsible for a Bidder’s failure to acquire any addenda issued.

The City will issue notifications of addenda issued via the City’s Internet Site, and Bidders who have downloaded this IFB will be notified of any addenda by email. It is the Bidder’s responsibility, however, to periodically check the City’s Internet Site for addenda issued. All Bidders will be responsible for downloading any addenda at https://www.bidnetdirect.com/alabama/cityofhuntsville.

Bidder shall acknowledge receipt of all addenda in the space provided on the Bidder Pricing Form (Appendix F). Failure to acknowledge receipt of addenda shall not relieve Bidder of full responsibility for all requirements contained in addenda.

2.3 PRE-BID CONFERENCES & QUESTIONS

A Pre-Bid Conference or Teleconference may be scheduled to review and answer any pertinent questions concerning the bid and the specifications. Any questions or requests for clarification must be addressed at these events, if scheduled, or submitted in writing not later than the deadline for questions noted on the cover of this IFB.

2.4 PRICE REDUCTIONS

If at any time after the date of the contract award, the Bidder makes a general price reduction in the comparable price of any material covered by the contract to customers generally, an equivalent price reduction based on similar quantities and/or considerations shall apply to this contract for the duration of the contract period or until the price is further reduced. Such price reduction shall be effective at the same time and in the same manner as the reduction in the price to customers generally. For purpose of this provision, an occasional sale at a lower price or sale of distressed merchandise would not be considered a general price reduction.

https://www.bidnetdirect.com/alabama/cityofhuntsville

2.5 LOCAL PREFERENCE

The City may choose to utilize a local preference for the award of a contract for items of personal property or services as provided by and in accordance with §41-16-50 of the Code of Alabama (1975). A local preference is not applicable to the award of a contract funded by federal grant.

2.6 BID AWARDS

The City reserves the right to accept or reject any or all items covered in the request, or any portion(s) thereof, waive formalities, re-advertise and/or take such other steps decreed necessary and in the best interest of the City. The City reserves the right to make an award in whole or part to one or more bidders whenever deemed necessary and in the best interest of the City.

All bids will be awarded to the lowest responsive and responsible bidder. This determination may involve all or some of the following factors: price, conformity to specifications, financial ability to meet the contract, previous performance, facilities and equipment, availability of repair parts, experience, delivery promise, terms of payments, compatibility as required, other costs, and other objective and accountable factors which are reasonable. In the event only one bidder responds to an invitation to bid, the City may reject the bid and negotiate the purchase or contract, providing the negotiated price is lower than the bid price.

Written notification of award will be mailed the successful bidder upon approval of the Huntsville City Council. All other bidders will also be notified by mail and Bid Bonds, if applicable, will be returned at that time. Orders will be placed by issuance of a purchase order against the contract which serves as the contractor’s authorization. Delivery instructions will be noted on the purchase order as well as billing instructions.

2.7 INVOICING THE CITY

Invoices submitted pursuant to this IFB must include:

a. Name and remittance address of Bidder.

b. Invoice date.

c. Invoice number.

d. IFB number.

e. City purchase order number.

f. Contact information of the person to be notified in event of a discrepancy in the invoice.

2.8 PAYMENT TERMS

The City will render payment to the successful Bidder(s) by check or electronic funds transfer on a net 30-day basis after receipt of an invoice that has been submitted as required in this IFB unless the City authorizes alternative terms in writing.

2.9 NON-APPROPRIATION

The City assumes no legal liability to purchase items or services under any contract until funds are appropriated for that particular fiscal year.

2.10 SPECIFICATIONS

The specifications are provided to potential bidders as guidelines that describe the type and quality of commodity or service the City is seeking to procure. The Bidder must indicate compliance or list exceptions to each specification item for consideration. Failure to comply with this provision could be cause for rejection of the bid.

The name of a certain brand, make, manufacturer, or definite specification is to denote the quality standard of the article desired but does not restrict the Bidder to the specified brand, make, and manufacturer or specification names. It is set forth to convey the general style, type, character, and quality of the article desired by the City. Bidder shall incur all cost involved in obtaining an Independent Laboratory Test if the City deems necessary.

It will be assumed that all bids are based upon the specifications unless the Bidder stipulates to the contrary on the Bid form, in which case, the Bidder shall point out in detail any and all deviations from the specifications. Bidders having items that do not meet the specifications may offer the same on an optional basis. Minor exceptions from the specifications may be considered if they do not alter the performance for the intended purpose. The City reserves the right to request a demonstration of any and all items bid before making the award.

All items bid will be inspected by a representative of the City upon delivery to ascertain compliance with the specifications. Items not in compliance with the specifications will be rejected until proper remedial measures are taken to assure compliance.

2.11 NEW EQUIPMENT

All manufactured commodities shall be new, latest model unless otherwise stipulated. The Bidder shall guarantee that commodities submitted for their bid shall be new, and of the latest and most improved model of the current production and shall be of first quality as to workmanship and materials used in said units. All modifications shall be made at the factory. Equipment shall not have been operated for any purpose other than routine operational testing. Demonstrators will not be accepted unless specifically requested.

2.12 WARRANTY

The Bidder shall assume full responsibility for warranty of all components of the equipment. A statement shall be attached with the Bid setting out the conditions of the warranty. The manufacturer's standard warranty shall be furnished.

2.13 CONTRACT TERM

In accordance with the Alabama Competitive Bid Law, as amended, the City may enter into multi-year leases, purchase, and lease-purchase contracts for the acquisition of goods, supplies, materials and all other types of personal property, real property, and services for a period not to exceed three years with the following provisions:

a. Contracts shall terminate without further obligation on the part of the City except as set forth in the contract as permitted by this Act at the close of the calendar year in which it was executed and at the close of each succeeding calendar year for which it may be renewed as provided in this section;

b. Contracts may provide for automatic renewal unless positive action is taken by the City to terminate such contract, and the nature of such action shall be determined by the City and specified in the contract.

2.14 CONTRACT ASSIGNMENT AND SUBLETTING

The Contractor shall not assign, transfer, convey, sublet or otherwise dispose of his or her contractual duties to any other person, firm or corporation without the previous written consent of the city. If the contractor desires to assign his or her right to payment of the contract, the contractor shall notify the city immediately, in writing, of such assignment of right to payment.

In no case shall such assignment of contract relieve the contractor of his or her obligations or change the terms of the contract.

2.15 CONTRACT MODIFICATION

This agreement may not be changed or modified, in whole or in part, except by a written instrument signed by all parties. Any deviation from the solicitation specifications and requirements and the contract terms and conditions may result in the bidder being deemed non-responsive.

2.16 INSURANCE REQUIREMENTS

The bid documents will state any applicable insurance requirements. (See Attachment B)

2.17 HOLD HARMLESS

The successful Bidder agrees to defend, indemnify, and hold the City harmless from any and all causes of action or claims of damages arising out of or related to Bidder's performance.

2.18 ORDER OF PRECEDENCE

Any specific terms and conditions described elsewhere in this IFB shall supersede any provisions described in these General Terms and Conditions.

2.19 ALABAMA IMMIGRATION LAW

Bidder must agree to comply with Alabama Immigration Law - see Appendix C.

2.20 EQUAL OPPORTUNITY

The City has an Equal Opportunity Purchasing Policy and encourages utilization of minority and women-owned business enterprises in its procurement activities. The City provides equal opportunities for all businesses and does not discriminate against any Bidder regardless of race, color, creed, sex, national origin, or disability in consideration for an award.

2.21 ADA

The vendor/Bidder/contractor agrees to comply fully with the Americans with Disabilities Act and will indemnify and hold harmless the City from all costs, including but not limited to damages as well as attorney's fees and staff time, in any action or proceeding brought alleging a violation of the American with Disabilities Act to the extent arising out of or resulting from acts of the contractor, its employees, or agents.

2.22 RIGHT TO INSPECT

At reasonable times, the City may inspect those areas of the Bidder’s place of business that are related to the performance of a contract. If the City makes such an inspection, the Bidder must provide reasonable assistance. The City reserves the right on demand and without notice to inspect all of the Bidder’s files associated with a subsequent contract where payments are based on Bidder’s record of time, salaries, materials, or actual expenses. This same clause will apply to any subcontractors assigned to the contract; and, subcontractors, at any tier, may be required to provide access to records as provided in 49 U.S.C. § 5325(g).

2.23 ETHICS, COMPLIANCE AND OTHER MATTERS

For purposes of this Section, Bidder includes Bidder’s parent company(ies), subsidiary(ies), and affiliate(s). In Appendix C, Bidder’s signature shall hereby include acknowledgement that:

a. Bidder is fully qualified to provide the requested goods and services to the City.

b. Bidder is properly established, licensed, and authorized to do business in the State of Alabama and the City, or will be prior to commencement of performance under the Contract. Bidder shall provide evidence of such licenses to the City upon request.

c. This Bid is true, accurate and complete.

d. This Bid is genuine and is not made in the interest of, or in the behalf of, any undisclosed person, firm, or corporation.

e. Bidder has not directly or indirectly induced or solicited any other Bidder to this IFB to submit a false or sham Bid.

f. Bidder has not sought by collusion to obtain for themselves any advantage over any other

Bidder to this IFB or over the City.

g. Except as disclosed in Bid, Bidder:

i. Has not, in the past three (3) years made contributions to elected City officials or candidates for City offices;

ii. Is not subject to pending, contemplated or ongoing administrative or judicial proceedings material to Bidder’s business, finances or products including, but not limited to, any litigation, consent orders, debarment or contracts with any local, state or federal regulatory agency issued to Bidder;

iii. Has not had an agreement canceled or terminated due, in whole or in part, to the fault of Bidder, or a default or breach of contract on the part of the Bidder (the details of which shall be disclosed in Bid);

iv. Has not had a bond or surety canceled or forfeited (the details of which shall be disclosed in Bid); and,

v. Has not been adjudged bankrupt (Chapter 7) or petitioned the court for relief under the Bankruptcy Code or Act for either business reorganization (Chapter 11) or the Wage Earner’s Plan (Chapter 13) (the details of which shall be disclosed in Bid).

h. Neither the Bidder nor any individuals who will fulfill Contract requirements has a possible conflict of interest with the City, except as disclosed in writing in the Bid; that the City reserves the right to cancel the award if any interest disclosed from any source could either give the appearance of a conflict or cause speculations to the objectivity of the goods and services to be provided by Bidder; and that the City’s determination regarding any questions of conflict of interest shall be final.

i. Bidder is not indebted to the City and will not at any time during the term of the Contract (including any extensions or renewals thereof) be indebted to the City, for or on account of any delinquent taxes, liens, judgments, fees or other debts for which no written agreement or payment plan satisfactory to the City has been established. In addition to any other rights or remedies available to the City at law or in equity, Bidder acknowledges that upon any breach or failure to conform to such certification, the City shall have the right to, and may, at the option of the City, withhold payments otherwise due to Bidder, and, if such breach or failure is not resolved to the City’s satisfaction within a reasonable time frame as specified by the City in writing, this will offset any such indebtedness against said payments and/or terminate the Contract for default (in which case Bidder shall be liable for all excess costs and other damages including reasonable attorney’s fees resulting from the termination).

2.24 GOVERNING LAW

All contracts entered into as a result of this solicitation shall be governed by and construed in accordance with the substantive laws of the State of Alabama. Federal grants are subject to Federal laws. Federal laws, regulations, and directives may change, and the most recent changes will apply, unless otherwise determined in writing by the Federal Agency. All contractual provisions required by the Department of Transportation, as set forth in FTA Circular 4220.1F, are incorporated by reference.

2.25 TERMINATION

The City reserves the right to terminate, without cause, any award made as a result of this Bid solicitation by providing a thirty (30) day letter of cancellation notification to the successful Bidder. If the funding source is a Federal grant, the Federal Government reserves the right to terminate, without cause, any award made as result of this Bid.

SECTION 3.0 BIDDER INSTRUCTIONS

Bidders are required to submit the required information in accordance with the instructions in this IFB. A response that deviates from the instructions may be considered non-responsive and may be rejected at the discretion of the City.

3.1 SUBMISSION OF BIDS

Complete, sealed bids must be clearly marked with the IFB# and received by Procurement Services no later than 2:00:00 PM City time on the bid closing date specified on the cover of this IFB. For the purposes of receiving Bids, the clock located in the City Council Chambers at 305 Fountain Circle, Huntsville, Alabama 35801, regulated by the National Institute for Standards and Technology (NIST), shall be the official record of time. Late bids will not be accepted nor considered. The City will not be responsible for a carrier’s failure to deliver.

The number of copies specified on the IFB cover must be delivered to:

City of Huntsville Procurement Services P. O. Box 308 (35804) 305 Fountain Circle (35801) Huntsville, Alabama

If the bidder is submitting a bid proposal on the scheduled bid opening date and the arrival time is 1:45:00PM CST or after, bidder shall report directly to the Council Chambers on the 2nd Floor to hand-deliver (submit) their bid proposal to Procurement Services.

For Bidder’s convenience, a mailing label is provided in Attachment C.

3.2 LATE BIDS

The City will not be responsible in the event the U.S. Postal Service or any other courier system fails to deliver the bid response to the City’s Procurement Services office by the 2:00:00 PM local time deadline stated in the bid request. Any bid received after the opening date and time will not be considered.

3.3 BID OPENINGS

All Bid Openings are open to the public and will be held in the City Council Chambers located on the second floor of Huntsville City Hall, 305 Fountain Circle, Huntsville, Alabama. The City will notify Bidders of the date and time for such.

3.4 BID PREPARATION EXPENSES

Bidders are responsible for all bid preparation expenses incurred in the development and submission of their bids and in participating in any negotiations related to this IFB. The City assumes no obligation for any expenses incurred by the Bidder as a result of the issuance of this IFB, the preparation or submission of a bid, the evaluation of a bid, or the selection of the successful Bidder(s).

3.5 RESPONSIVE BIDS

Each Bid must be submitted in duplicate, unless otherwise specified, in a separate sealed envelope with the IFB number and the opening date clearly noted. All Bidders must use the bid forms in this IFB and follow all instructions in submitting a response.