IVSWCD_RFQ_Truck_Rentals_2026.pdf

Illinois Valley SWCD | RFQ IV-SWCD-2025-TR-01 | Monthly Truck Rentals

Page 1 | Illinois Valley SWCD | Confidential RFQ Document

REQUEST FOR QUOTATION

Monthly Truck Rentals Illinois Valley Soil & Water Conservation District

June 2026 – November 2026

1. PURPOSE & BACKGROUND

The Illinois Valley Soil & Water Conservation District (IVSWCD) is soliciting quotations from qualified vendors for the monthly rental of trucks to support District field operations during the 2026 field season. The District requires a reliable, well-maintained 4x4 truck to carry out conservation programs, site inspections, and equipment transport activities across the Illinois Valley service area.

2. RFQ INFORMATION

Issuing Organization:

Illinois Valley Soil & Water Conservation District (SWCD)

RFQ Number: IV-SWCD-2025-TR-01

Issue Date: 5/15/2026

Quote Deadline: 5/29/2026 at 12:00 AM PST

Contract Period: June 1, 2026 – November 30, 2026

Contact Person: John Bellville

Phone: 541-415-6077

Email: conservation@ivstreamteam.org

3. SCOPE OF WORK

The selected vendor shall provide the following:

• One (1) truck available for monthly rental from June 1, 2026 through November 30, 2026

• Vehicles suitable for field use, including gravel roads, farm access lanes, and rural terrain

• All routine maintenance, oil changes, and scheduled service during the rental period

• 24-hour roadside assistance coverage

• Timely replacement vehicle in the event of mechanical failure or accident

Preferred Vehicle Specifications:

• Type: Full-size pickup truck (1/2-ton or 3/4-ton preferred) or equivalent utility vehicle

• Drivetrain: Four-wheel drive (4WD) or all-wheel drive (AWD)

• Cab Configuration: Extended cab or crew cab

• Model Year: 2022 or newer

Page 2 | Illinois Valley SWCD | Confidential RFQ Document

• Condition: Clean title, no salvage history, functional A/C and heat

• Mileage at rental start: Under 60,000 miles preferred

4. PRICING SCHEDULE

Vendors must provide a firm, all-inclusive monthly rate for each month listed below. Rates should include unlimited mileage or clearly state any mileage limits and per-mile overage charges. The estimate should also include any delivery/pickup fees and/or supplemental fees.

Month Rental Period Vehicle Type Monthly Rate

Est. Mileage Limit

Add'l Mile Rate

June June 1–30, 2025

July July 1–31, 2025

August August 1–31, 2025

September September 1–30, 2025

October October 1–31, 2025

November November 1–30, 2025

TOTAL ESTIMATED COST (All 6 Months): $___________________

Note: The District reserves the right to select fewer than six (6) months or negotiate a combined monthly rate for the full season.

5. VENDOR REQUIREMENTS

To be considered, vendors must meet the following minimum qualifications:

• Valid Illinois business license or authorization to operate in the State of Illinois

• Proof of commercial vehicle rental insurance with a minimum $1,000,000 combined single limit liability

• Federal Employer Identification Number (FEIN) or valid SSN for sole proprietors

• No debarment or suspension from State or Federal contracting

• Ability to deliver/make available vehicle(s) at a location mutually agreed upon in La Salle

County or adjacent counties

6. QUOTE SUBMISSION INSTRUCTIONS

Quotes must be submitted in writing by the deadline noted above. Submissions should include:

1. Completed Pricing Schedule (Section 4 of this RFQ)

2. Completed and signed Vendor Information & Signature block (Section 9)

3. Copy of current certificate of insurance

4. Description of available vehicle(s) including make, model, year, mileage, and VIN (if available)

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5. Any additional terms or conditions proposed by vendor

Submit quotes via email or in a sealed envelope to the contact identified in Section 2. Late submissions will not be considered.

7. EVALUATION CRITERIA

Quotes will be evaluated based on the following criteria:

• Total cost for the full June–November rental period

• Vehicle type, age, condition, and suitability for field use

• Mileage policy (unlimited vs. capped)

• Responsiveness and availability of vendor

• References and prior rental history (if requested)

The Illinois Valley SWCD reserves the right to accept or reject any or all quotes, to waive informalities, and to award a contract in the best interest of the District.

8. GENERAL TERMS & CONDITIONS

• This RFQ is not a contract and does not commit the District to award a contract or pay any costs incurred in the preparation of a quote.

• The selected vendor will be required to execute a written rental agreement prior to vehicle pickup.

• The District will carry its own vehicle use/operator liability coverage; vendor must carry commercial fleet/rental liability.

• Fuel costs are the responsibility of the District during the rental period.

• Vehicles must be returned in the same condition as received, normal wear and tear excepted.

• The District is a tax-exempt governmental entity; an applicable tax exemption certificate will be provided upon award.

• Any disputes will be governed by the laws of the State of Oregon.

9. VENDOR INFORMATION & CERTIFICATION

By signing below, the vendor certifies that the information provided is accurate and complete, that the vendor meets all requirements stated in this RFQ, and that the quoted prices are firm through the contract period.

Authorized Signature

Printed Name & Title

Company / Business Name

Date

Page 4 | Illinois Valley SWCD | Confidential RFQ Document

Address

City, State, ZIP

Phone Number

Email Address

IL Business License / FEIN #

Insurance Provider & Policy #

FOR DISTRICT USE ONLY

Quote Received By:

Date Received:

Award Decision:

☐ Awarded ☐ Not Awarded