IFB Tires Tire Repair.pdf

City of Huntsville, Alabama Finance Department

Procurement Services Division

Invitation For Bids Tires & Tire Repair

Invitation for Bid #: 4-2026-54

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 10, 2025 @ 2:00 PM CST All questions must be submitted in writing to tomasa.buis@huntsvilleal.gov

IFB Closing Date: November 18, 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: Public Transit Vehicle List.pdf

Bid Copies to be Submitted 1 Original

City File Reference: Tires & Tire Repair

Invitation for Bid # 4-2026-54

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: N/A

APPENDIX F: SPECIAL TERMS AND CONDITIONS, IF APPLICABLE (RESERVED)

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 # 4-2026-54

DESCRIPTION

The City is soliciting sealed fixed-price bids from qualified vendors for the provision of Tires & Tire Repair 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.

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 responsible 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.

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: N/A 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.

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 as a whole or 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: ______________________________

MEDIUM / HEAVY DUTY BUSES

DESCRIPTION U/M PRICE

UNIT PRICE FOR EACH TIRE TYPE:

255/70R22.5 EA $

275/70R22.5 EA $

305/70R22.5 EA $

305/85R22.5 EA $

NEW WHEEL EA $

CHANGE TIRE (PER TIRE) EA $

MOUNT AND DISMOUNT (TO INCLUDE ACCESSORIES) EA $

FLAT REPAIR, OFF VEHICLE (PER TIRE) EA $

ROADCALL SERVICE CHARGE - TIRES HR $

EMERGENCY VEHICLE AFTER-HOURS ROADSIDE ASSISTANCE - TIRES HR $

USED TIRE RECYCLE AND DISPOSAL FEE (PER TIRE) EA $

ALIGNMENT EA $

TOTAL $

MODIFIED VANS

DESCRIPTION U/M PRICE

UNIT PRICE FOR EACH TIRE TYPE:

LT225/75R16 EA $

NEW WHEEL EA $

CHANGE TIRE (PER TIRE) EA $

MOUNT AND DISMOUNT (TO INCLUDE ACCESSORIES) EA $

FLAT REPAIR (PER TIRE) EA $

ROADCALL SERVICE CHARGE - TIRES HR $

EMERGENCY VEHICLE AFTER-HOURS ROADSIDE ASSISTANCE - TIRES HR $

USED TIRE RECYCLE AND DISPOSAL FEE (PER TIRE) EA $

ALIGNMENT EA $

TOTAL $

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 service 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.

SPECIFICATIONS

VENDOR

COMPLIANCE

I. Objective YES NO a.

The City of Huntsville is seeking bids from interested and qualified firms to provide new tires and tire services for specified medium / heavy duty buses, paratransit minibuses, and smaller department service vehicles. The intent of this IFB is to award contract(s) to the/those responsible firm(s) whose bid, conforming to this IFB is the lowest responsive, responsible bid price; qualified, and compliant with minimum specifications considered.

References from current and past customers receiving similar products and services shall be considered in evaluating the qualifications of the bidder.

b.

This IFB and specification does not include recaps. It is the intent of the City of Huntsville Public Transit division to purchase all new tires for the fleet of 29 fixed route buses & 27 paratransit minibuses; per specifications.

II. Overview of the Fleet YES NO a.

The City of Huntsville’s, Public Transit fleet currently consists of approximately 56 units, per attachment “A” – Vehicle Inventory. It includes:

Quantity of 29 – 32-40’ fixed route transit buses Quantity of 27 - 24’ paratransit minibuses

All units are currently maintained by the City of Huntsville’s Fleet Maintenance Division.

III. General YES NO a.

The selected Contractor(s) shall provide efficient and effective tire dispensing services necessary to support the City’s vehicles and equipment at the City of Huntsville’s Public Transit facility. This should include all staffing and management with stock that consists of new tires, per specifications.

b.

Work includes, but is not limited to, providing all labor, materials, equipment, tools, testing equipment, service truck(s) and services required for the program management and administration of scheduled maintenance and repairs (monitor and maintain proper tire pressure, check tire tread depth, rotate tires, balance tires, install new tires, properly dispose of unusable tires, inspect and submit reports), and tire emergency repairs on equipment owned by the City of Huntsville, Public Transit.

c.

Tire supply and/or services are for varied Public Transit vehicles of paratransit minibuses, and fixed route buses.

d.

The Contractor(s) shall be responsible for complying with any and all local, state and federal laws or regulations.

e.

The Contractor(s), as a minimum, shall meet or exceed with the applicable requirements of the latest and current revision of the following codes and specifications published by the following organizations:

EPA – Environmental Protection Agency OSHA – Occupational Safety & Health Act ADEM – Alabama Department of Environmental Management

f. The Contractor(s) shall correct any and all deficiencies discovered during any inspection at no cost to the City of Huntsville.

IV. Responsibilities of the Selected Tire Contractor(s) YES NO a.

The selected Contractor(s) will be required to furnish all supervision, labor and sub-contract work needed to manage and maintain all tires on fixed route buses, and paratransit minibuses consistent with the performance standards and service specifications identified in this IFB. The Contractor(s) will be responsible for providing any and all equipment needed to provide new tires and tire services.

b.

The Contractor(s) will be required to have extended knowledge of proper application of tire types and sizes. Manufacturer’s intended applications must be strictly followed to ensure the safe operation of City transit department vehicles.

c.

Contractor(s) must provide a personnel roster that identifies each person who will actually work on the contract and provide the title and function to be performed.

d.

The City of Huntsville reserves the right to inspect the Bidder’s place of business to ascertain capacity to perform the requirements of this contract.

V. Use of City Public Transit Facility / Lot YES NO a.

The City of Huntsville will allow the Contractor(s) to use the Public Transit parking lot, and/or, the service bay located on the Transit property at 500 Church Street to perform the tire services specified in this IFB on Saturdays, or after 7 p.m. on weekdays, or as otherwise agreed upon between Public Transit and Contractor.

b.

Contractor shall be fully insured including Workers Compensation and Auto Liability Insurance.

c.

It is anticipated that a majority of work will be performed on the Public Transit facility parking lot. The City of Huntsville does not warrant or guarantee against the possibility that safety or environmental hazards or potential hazards may exist at the Public Transit Services compound. The Contractor(s) will be responsible for identifying any hazardous condition and notifying the City of Huntsville in writing within thirty (30) days of Agreement award. The Contractor(s) will be responsible for making arrangements for the assessment and inspection and will pay for the cost of these services.

d.

The Contractor(s) will not use City facilities or property for work on vehicles or equipment not owned by or leased by the City of Huntsville. City property will not be used in any manner for any personal advantage, business gain, or other personal endeavors by the Contractor(s) or the Contractor(s)’s employees other than in the performance of the work described in the Agreement unless otherwise authorized by the City of Huntsville.

e.

Within ten (10) days of Agreement award, the Contractor(s) will schedule with the City of Huntsville a joint inspection of the facility being provided for the purpose of identifying pre-existing deficiencies pertaining to the building, utility system, equipment and other assets. The Contractor(s) and the City of Huntsville will together make a complete and systematic inspection and inventory of all structural mechanical, electrical and utility systems and equipment and tools to which the Contractor(s) will have access to during the course of the Agreement period. The Contractor(s) will then prepare and submit to the City a Pre-Existing Deficiency Report describing all observed deficiencies pertaining to the joint inspection. The Contractor(s) will include and identify, as part of this listing, any feature or system which is functional, but which should be considered for replacement or upgrade due to age or overall condition.

f.

Subject to approval by the City of Huntsville, the Contractor(s) may use its own garage facilities for work on City equipment.

VI. Pricing of Tires YES NO a.

The Contractor(s) shall provide tires to the City of Huntsville at a reduced price from MSRP. The reduction should be a percentage markdown on all tires and should be a set percentage for each group of tire classification as specified by the City of Huntsville.

b.

The bidder must submit the latest manufacturer’s price list for each group and each brand of tires bid with this bid. The price list should include the specific sizes of tires listed under each group on the tire classifications as detailed in this IFB. The price list must be the most current as of the bid opening date.

c.

Tires provided must be selected and/or mutually agreed upon by the City of Huntsville and the Contractor(s). Under no circumstances will the City of Huntsville be liable for any tire purchased from a source other than the Contractor(s) that was not approved prior to purchase.

d.

Manufacturer’s current detailed product specifications and descriptions, and standard warranty information must be submitted for all products with its bid proposal.

e. The percentage discounts in the original bid shall remain firm for the contract term.

f.

In the event of a manufacturer’s list price decrease during the contract period, the City shall receive a full benefit of such price reduction + the discount in the original bid on any subsequent order placed from the effective date of the price reduction during the remainder of the contract period.

VII. Tire Specifications YES NO a.

Tires furnished by the Contractor(s) must be major brand (i.e. Michelin, Goodyear, Firestone/Bridgestone, BF Goodrich, or equivalent) unless otherwise noted.

b.

All tires shall be new, standard production and shall be of standard OEM quality equal to or superior in every respect to those normally furnished as original equipment for such vehicles. Tires are to be first quality type, no blemishes or seconds.

c.

Contractor(s) agrees to substitute for equal quality and value, any tires that have been discontinued and are no longer available.

d. Current tire sizes, estimated quantities, and specifications, are as follows:

i. Medium/Heavy Duty Buses

1. 255/70 R22.5 Estimated Quantity: 10 Load Range H, Tread Depth 18/32, Loaded Radius 17.2”, 36.7” Overall Diameter, 10.2” Width, 5510 lbs. Max Load Pressure (Single)

2. 275/70 R22.5 Estimated Quantity: 40 Load Range J, Tread Depth 21/32, Loaded Radius 17.8”, 38.1” Overall Diameter, 11.4” Width, 6940 lbs. Max Load Pressure (Single)

3. 305/70 R22.5 Estimated Quantity: 15 Load Range L, Tread Depth 22/32, Loaded Radius 18.4”, 39.5” Overall Diameter, 12.01” Width, 8050 lbs. Max Load Pressure (Single)

4. 305/85 R22.5 Estimated Quantity: 15 Load Range J, Tread Depth 24/32, Loaded Radius 20.00”, 42.7” Overall Diameter, 12.00” Width, 7830 lbs. Max Load Pressure (Single)

Desired attributes of Medium/Heavy Duty Bus Tires:

- Extra thick sidewall for shocks, impacts, and curb scrub

- Rated for urban transit use

- Chip and cut resistant tread compound

- Metallic chafer ply for protection against mounting damage and brake heat

- Full depth, interlocking sipes with zig-zag walls

- Rectangular bead bundle

(Example of Medium/Heavy Duty Bus Tires meeting specifications would be Michelin X

INCITY Z)

ii. Modified Paratransit Vans

1. LT225/75 R16 Estimated Quantity: 120 Load Range E, Tread Depth 13, 29.29” Overall Diameter, 7” Width, 2680@80 lbs. Max Load Pressure (Single) e.

The Contractor(s) will replace tires when tires have reached minimum tread depths or have failed, or are otherwise unacceptable due to weathering, irregular wear patterns, ply separations, bead separations or other unacceptable conditions that affect the safety and performance of vehicle and equipment. The Contractor(s) will evaluate all flat tires and will determine if the tire will be repaired or replaced according to tire condition and safety considerations. The Contractor(s) shall also provide wheel balancing on all new tires that are mounted and on existing tires that are repaired or that require subsequent wheel balancing.

VIII. Tire and Inventory Control YES NO a.

The Contractor(s) shall have access to and control over sufficient tire inventory provided by the vendor’s on-site warehouse. The Contractor(s) shall evaluate the usage history of the current inventory of tires and therefore on a regular basis to identify those that should be removed from stock, added to stock, and to determine the stocking level of those that should remain in stock. Prompt response time to tire requests is crucial to establish and maintain a high level of shop productivity. Any decision to make changes that will impact response times will be mutually agreed upon by the Public Transit Manager and the Contractor(s).

b.

The City reserves the right to purchase tires and/or services from other sources if the vendor cannot obtain the desired tire size and/or services by the start of the business day following the request, in emergency situations to procure tires and/or services immediately and if the vendor cannot supply the tire and/or services in an acceptable timeframe.

c.

The Contractor(s) shall not issue tires or supplies to City personnel without a Purchase Order. The original detailed invoice and one copy will be sent to Public Transit Management’s administrative section. Under no circumstances will City employees be allowed to purchase tires or supplies for personal use from the Contractor(s)’s facility located on City property.

d.

The Contractor(s) shall maintain warranty records of items sold to the City and issue any credits, including labor, tires and supplies to the City that are covered under these warranties.

e. Any usable tire will be retained by the City of Huntsville, as defined by Public Transit personnel, without paying a disposal fee.

f. Contractor(s) may utilize any tools (i.e., air compressors, torque wrenches, sockets, jacks) and equipment (i.e., forklifts), at their own risk.

IX. Pre-Mounted Inventory YES NO

a. Public Transit does not have a pre-mount inventory program in place at this time.

X. Public Transit Emergency Tire Service YES NO a.

The Contractor(s) shall respond, via telephone or two-way, to any request for tire service by Public Transit in a timely manner.

b.

The Contractor(s) shall perform any emergency tire repairs, as needed, to repair or replace equipment tire(s) of the Public Transit inventory in agreement.

XI. Public Transit After-Hour Emergency Tire Assistance YES NO a.

The Contractor(s) must be able to provide roadside assistance to Public Transit inventory identified in this agreement after normal business hours, including holidays and weekends, as required.

b.

Contractor(s) shall make every effort possible, including having all necessary tools, replacement materials and labor on hand at time of tire repair, to make all roadside tire repairs and tire replacement(s) in a safe, cost-efficient manner.

c.

In the event the Contractor(s) is unable or unwilling to respond within the required dispatch time after telephone notification of the emergency, Public Transit, City of Huntsville, reserves the right to procure the Products or Services or a combination of Products and Services elsewhere without Contract violation.

XII. Invoicing YES NO a.

Invoicing from the Contractor(s) shall include, but not be limited to, the following:

- Invoice Number

- Equipment Number (six digits)

- Date of Service

- Description of Service

- Cost of Tire

- Quantity

- Cost of Service

- Tire Disposal Fees

- Service Charge (when applicable)

- Invoice Total XIII. Safety YES NO a.

The Contractor(s) shall provide safety barriers, as required, to clearly identify the working area and to prevent others from accessing the work area. This safety zone shall be sufficiently sized to prevent damage to others in case of installation failure or if tools or other items fall from equipment affected under this contract.

b.

Upon the completion of work, the Contractor(s) shall remove the safety barriers from the work area.

XIV. Deliverables YES NO a.

The Contractor(s) shall provide comprehensive activity reports from its computer database when requested. Some activity items, such as, but not limited to, lost sales, back orders and number of days on order may be required on a daily basis. The City reserves the right to require any information considered necessary to monitor the Contractor(s)’s operation and to receive them on whatever frequency (i.e. daily, weekly, etc.)

XV. Work Schedule YES NO a.

The current Public Transit Hours of Operation are:

Monday – Friday – 5:30 AM – 6:30 PM Regular Routes Friday 5:30 PM – 10:00 PM Special Routes b.

Anticipated expansion Public Transit Hours of Operation are:

Regular Routes Monday – Friday will be extended by two (2) hours Monday - Friday - 5:30 AM - 8:30 PM Regular Routes Saturday – 5:30 AM – 6:30 PM Regular Routes

XVI. Contractor(s) Personnel YES NO a.

The Contractor(s) shall provide sufficiently trained, knowledgeable and service-orientated personnel to efficiently and effectively operate the total tire services function, as detailed.

The Contractor(s) must provide provisions for staffing, not only during normal working hours, but also during times of emergency, vacation and sick leave. The Contractor(s) shall be responsible for the hiring, staffing, supervising, promoting, transferring and dismissal of any person employed in the performance of the resulting contract. The Contractor(s) shall also be responsible for all wages, taxes, social security taxes, fringe benefits and training for these employees. Public Transit Management must approve the operation’s supervisor selected by the Contractor(s).

b.

All employees will wear uniforms that will include the Contractor(s)’s name and employee’s name in a visible location.

XVII.

Compliance with FTA Special Terms and Conditions, Item 13, Substance Abuse Testing as Outlined Below YES NO a.

The Contractor(s)’s employees must meet City pre-employment standards including those associated with drug and alcohol tests.

b.

The Contractor(s) must comply with the drug and alcohol testing program that complies with the requirements under U.S. Department of Transportation (DOT), 49 C.F.R. part 40, as amended; the Federal Transit Administration (FTA), 49 C.F.R., part 655; and the Federal Motor Carrier Safety Administration (FMCSA), 49 C.F.R. part 382. This includes a written Drug and Alcohol Policy that has been approved by the City of Huntsville’s Legal Department. The awarded Contractor(s) Drug & Alcohol Program must comply with the following:

i.

The company’s Drug and Alcohol Policy must be approved by the City of Huntsville, Legal Department in writing.

ii.

The company must secure a DOT-compliant Testing Consortium/Third Party Administrator (C/TPA) to manage the drug and alcohol testing process, maintain record keeping and reporting requirements, and notify the company’s Designated Employer Representative (DER) of all test results and other testing program elements.

c.

A company who is subject to DOT drug and alcohol testing regulations must submit annual drug and alcohol testing data as required by their respective DOT agency. The annual drug and alcohol testing data being submitted for a specific calendar year is to be submitted to Kimon Washington, City of Huntsville, Health Center Resources & Program

Manager, 2227 Drake Avenue, SW, Suite 26, Huntsville, AL 35805, NO LATER than January 31st of the following calendar year. The MIS Report is a summary of testing requirements for the previous year.

d.

The Contractor(s) shall direct any comments, questions or concerns during the course of the resulting contract to the City of Huntsville’s Public Transit Manager.

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: ____________________________________

APPENDIX E

ADDITIONAL DOCUMENTATION

N/A

APPENDIX F

SPECIAL TERMS & CONDITIONS

This contract is partially funded with 49 U.S.C., Chapter 53, Title 23, Section 5307, CFDA 20.507, and/or Section 5339, CFDA 20.526 Federal Transit Grant Funds. The attached Federal Compliance items must be certified. All proposals that do not have the certifications attached will be disqualified.

Of Note, the awarded Contractor is certifying compliance to all relevant clauses herein and that all sub-contractors under this contract shall certify all relevant clauses herein, if applicable.

1. NO FEDERAL GOVERNMENT OBLIGATION TO THIRD PARTIES - The Federal Government shall not be subject to any obligations or liabilities to any third-party contractor or other participant at any tier of the Project.

2. PROGRAM FRAUD AND FALSE STATEMENTS OR CLAIMS – The Contractor, subrecipients, subcontractors, agree to the provisions of the Program Fraud Civil Remedies Act of 1986, as amended, 31 U.S.C. § 3801 et seq. and U.S. DOT regulations, "Program Fraud Civil Remedies," 49 C.F.R. part 31, apply to its actions pertaining to this Project of the Program Fraud Civil Remedies Act of 1986, as amended, 31 U.S.C. §§ 3801 et seq., and U.S. Dot Regulations, “Program Fraud Civil Remedies”, 49 C.F.R. Part 31, and 49 U.S.C. §5323(1), 18 U.S.C. §1001 may apply to a subcontractor at any tier.

3. ACCESS TO RECORDS AND REPORTS –

1) The Contractor will retain and will require its sub-contractors of all tiers to retain, complete and readily accessible records related in whole or in part to the contract, including, but not limited to, data, documents, reports, statistics, sub-agreements, leases, subcontracts, arrangements, other third-party agreements of any type, and supporting materials related to those records.

2) The Contractor agrees to comply with the record retention requirements in accordance with 2 C.F.R.

§200.333. The Contractor agrees to maintain all books, records, accounts and reports required under this contract for a period of not less than three years after the date of termination or expiration of this contract, except in the event of litigation or settlement of claims arising from the performance of this contract, in which case Contractor agrees to maintain same until the Purchaser, the FTA Administrator, the Comptroller General, or any of their duly authorized representatives, have disposed of all such litigation, appeals, claims or exceptions related thereto. Reference 49 CFR 18.39(i) (11).

3) The Contractor agrees to provide sufficient access to FTA and its contractors to inspect and audit records and information related to performance of this contract as reasonably may be required.

4) The Contractor agrees to permit FTA and its contractors’ access to the sites performance under this contract as reasonably may be required.

4. FEDERAL REQUIREMENT CHANGES – The Contractor shall at all times comply with all applicable FTA regulations, policies, procedures and directives, including without limitation those listed directly or by reference in the Master Agreement between City of Huntsville, AL Huntsville Transit and FTA, as they may be amended or promulgated from time to time during the term of this contract. Contractor's failure to so comply shall constitute a material breach of this contract. The Contractor shall require subcontractors, at all tiers, to comply with all the applicable federal changes as listed above.

5. INCORPORATION OF FEDERAL TRANSIT ADMINISTRATION (FTA) TERMS - The preceding provisions include, in part, certain Standard Terms and Conditions required by DOT, whether or not expressly set forth in the preceding contract provisions. All contractual provisions required by DOT, as set forth in FTA Circular 4220.1E are hereby incorporated by reference. Anything to the contrary herein notwithstanding, all FTA mandated terms shall be deemed to control in the event of a conflict with other provisions contained in this Agreement. The Contractor shall not perform any act, fail to perform any act, or refuse to comply with any City requests which would cause City to be in violation of the FTA terms and conditions.

6. DISADVANTAGED BUSINESS ENTERPRISE (DBE) – The contractor, subrecipient or subcontractor shall not discriminate on the basis of race, color, national origin, or sex in the performance of this contract. The contractor shall carry out applicable requirements of 49 C.F.R. part 26 in the award and administration of DOT-assisted contracts. Failure by the contractor to carry out these requirements is a material breach of this contract, which may result in the termination of this contract or such other remedy as the recipient deems appropriate, which may include, but is not limited to:

1) Withholding monthly progress payments;

2) Assessing sanctions;

3) Liquidated damages; and/or

4) Disqualifying the contractor from future bidding as non-responsible. 49 C.F.R. § 26.13(b).

7. CIVIL RIGHTS - The Contractor, subrecipient or subcontractor must comply with the following Federal Laws:

1) Nondiscrimination - In accordance with Federal transit law at 49 U.S.C. § 5332, the Contractor agrees that it will not discriminate against any employee or applicant for employment because of race, color, religion, national origin, sex, disability, or age, and all other applicable regulations as required by FTA.

2) Race, Color, Religion, National Origin, Sex - In accordance with Title VII of the Civil Rights Act, as amended, 42 U.S.C. § 2000e et seq., and Federal transit laws at 49 U.S.C. § 5332, the Contractor agrees to comply with all applicable equal employment opportunity requirements of U.S. Department of Labor (U.S.

DOL) regulations, "Office of Federal Contract Compliance Programs, Equal Employment Opportunity, Department of Labor," 41 C.F.R. chapter 60, and Executive Order No. 11246, "Equal Employment Opportunity in Federal Employment," September 24, 1965, 42 U.S.C. § 2000e note, as amended by any later Executive Order that amends or supersedes it, referenced in 42 U.S.C. § 2000e note.

3) Age - In accordance with the Age Discrimination in Employment Act, 29 U.S.C. §§ 621-634, U.S. Equal Employment Opportunity Commission (U.S. EEOC) regulations, “Age Discrimination in Employment Act,” 29 C.F.R. part 1625, the Age Discrimination Act of 1975, as amended, 42 U.S.C. § 6101 et seq., U.S. Health and Human Services regulations, “Nondiscrimination on the Basis of Age in Programs or Activities Receiving Federal Financial Assistance,” 45 C.F.R. part 90, and Federal transit law at 49 U.S.C.

§ 5332, the Contractor agrees to refrain from discrimination against present and prospective employees for reason of age, and any other requirements that FTA may issue.

4) Disabilities - In accordance with section 504 of the Rehabilitation Act of 1973, as amended, 29 U.S.C. § 794, the Americans with Disabilities Act of 1990, as amended, 42 U.S.C. § 12101 et seq., the Architectural Barriers Act of 1968, as amended, 42 U.S.C. §4151 et seq., and Federal transit law at 49 U.S.C. § 5332, the Contractor agrees that it will not discriminate against individuals on the basis of disability. In addition, the Contractor agrees to comply with any implementing requirements FTA may issue.

5) Federal Law & Public Policy Requirements – The contractor shall ensure that Federal funding is expended in full accordance with the U.S. Constitution, Federal Law, and statutory and public policy requirements:

including, but not limited to, those protecting free speech, religious liberty, public welfare, the environment, and prohibiting discrimination; and the Recipient will cooperate with Federal officials in the enforcement of Federal law, including cooperating with and not impeding U.S. Immigration and Customs Enforcement (ICE) and other Federal offices and components of the Department of Homeland Security in the enforcement of Federal immigration law.

8. ENERGY CONSERVATION – The contractor agrees to comply with mandatory standards and policies relating to energy efficiency which are contained in the state energy conservation plan issued in compliance with the Energy Policy and Conservation Act. Complying with and facilitating compliance with: (1) Section 6002 of the Resource Conservation and Recovery Act, as amended, 42 U.S.C. § 6962, and (2) U.S. Environmental Protection Agency (U.S. EPA), “Comprehensive Procurement Guideline for Products Containing Recovered Materials,” 40 C.F.R. part 247.

9. TRAFFICKING in PERSONS – The contractor agrees that it and its employees, may not:

1) Engage in severe forms of trafficking in persons during the period of time that the agreement is in effect;

2) Precure a commercial sex act during the period of time that that the agreement is in effect, or

3) Use forced labor in the performance of the contract or sub-contracts.

10. FEDERAL TAX LIABILITY and RECENT FELONY CONVICTIONS – The contractor agrees to comply with Consolidated Appropriations Act, 2019, Pub. L. 116-6, div. D, title VII, §§ 744–745), U.S. DOT Order

4200.6. The undersigned certifies, to the best of his or her knowledge and belief, that:

1) Does not have any unpaid Federal tax liability that has been assessed, for which all judicial and administrative remedies have been exhausted or have lapsed, and that is not being paid in a timely manner pursuant to an agreement with the authority responsible for collecting the tax liability; and

2) Was not convicted of the felony criminal violation under any Federal law within the preceding 24 months.

3) The undersigned shall require that the language of this certification be included in the award documents for all sub-awards at all tiers (including subcontracts, sub-grants, and contracts under grants, loans, and cooperative agreements) and that all subrecipients shall certify and disclose accordingly.

I. ______________________________ Signature of Contractor's Authorized Official II. _______________________________ Name and Title of Contractor's Authorized Official

III. _______________________________ Date

11. SAFE OPERATIONS of MOTOR VEHICLES – The contractor is encouraged to have safe operations of motor vehicle policies:

1) Seat Belt Use – Adopting and promoting on-the-job seat belt use policies and programs for its employees and other personnel that operate company-owned vehicles, company-rented vehicles, or personally operated vehicles; and

2) Distracted Driving, Including Text Messaging While Driving – The contractor agrees to:

I. Safety. Adopt and enforce workplace safety policies to decrease crashes caused by distracted drivers, including policies to ban text messaging while using an electronic device supplied by an employer, and driving a vehicle the driver owns or rents, a vehicle Contractor owns, leases, or rents, or a privately-owned vehicle when on official business in connection with the Agreement, or when performing any work for or on behalf of the Agreement; and

II. Contractor Size. Conduct workplace safety initiatives in a manner commensurate with its size, such as establishing new rules and programs to prohibit text messaging while driving, re-evaluating the existing programs to prohibit text messaging while driving, and providing education, awareness, and other outreach to employees about the safety risks associated with texting while driving; and

III. Extension of Provision. Include this Special Provision in each third party subagreement at each tier supporting this agreement.

12. ADA ACCESS –The contractor agrees to comply with mandatory requirements relating to Federal protections for individuals with disabilities under the Americans with Disabilities Act of 1990, as amended (ADA), 42 U.S.C. Section 12101 et seq., prohibiting discrimination against qualified individuals with disabilities in all programs, activities, and services. It also imposes specific requirements on public and private public and private entities. The contractor must comply with their responsibilities under Titles I, II, III, IV, and V of the ADA employment, public services, public accommodations, telecommunications, and other provisions.

13. SAFETY SENSITIVE INFORMATION – The contractor must protect, and take measures to ensure that its sub-contractor(s) at each tier protect, “sensitive security information” made available during the administration of a contract or sub-contract to ensure compliance with 49 U.S.C. Section 40119(b) and implementing DOT regulations, “Protection of Sensitive Security Information,” 49 C.F.R. Part 15, and with 49 U.S.C. Section 114(r), and implementing Department of Homeland Security regulations, 49 C.F.R. Part 1520.

14. TERMINATION PROVISIONS – (Applicable to contracts exceeding $10,000). The termination clauses extend to Contractors, sub-contractors, and sub-recipients at every level.

1) Termination for Convenience (General Provision) - The City of Huntsville may terminate this contract, in whole or in part, at any time by written notice to the Contractor when it is in the Government’s best interest. The Contractor shall be paid its costs, including contract close-out costs, and profit on work performed up to the time of termination. The Contractor shall promptly submit its termination claim to City of Huntsville to be paid the Contractor. If the Contractor has any property in its possession belonging to the City of Huntsville, the Contractor will account for the same, and dispose of it in the manner the City of Huntsville directs.

2) Termination for Default [Breach or Cause] (General Provision) - If the Contractor does not deliver supplies in accordance with the contract delivery schedule, or, if the contract is for services, the Contractor fails to perform in the manner called for in the contract, or if the Contractor fails to comply with any other provisions of the contract, the City of Huntsville may terminate this contract for default.

Termination shall be effected by serving a Notice of Termination on the contractor setting forth the manner in which the Contractor is in default. The contractor will only be paid the contract price for supplies delivered and accepted, or services performed in accordance with the manner of performance set forth in the contract.