RFP_ 1 2 ton Pick up Trucks.pdf

Request for Proposal (RFP)

RFP #COK 25-023

New ½ Ton Pickup Trucks

Issued by:

City of Kingsland, Georgia

Proposals must be submitted

No later than

2:00PM on Tuesday, August 5, 2025

To:

City of Kingsland

Mailing Address

City of Kingsland

Finance Department

Attn: Hannah Smith, Purchasing Agent

P.O. Box 250

Kingsland, Georgia 31548

Delivery Address

City of Kingsland

Finance Department

Attn: Hannah Smith, Purchasing Agent

105 West William Avenue

Kingsland, Georgia 31548

LATE PROPOSALS WILL BE REJECTED

Issued: 7/14/2024

CITY OF KINGSLAND, GEORGIA RFP #COK25-023

WWW.KINGSLANDGEORGIA.COM PURCHASE OF ½ TON PICKUP TRUCK

City of Kingsland, Georgia Page 2

Purpose

The City of Kingsland is seeking proposals to purchase of two (2) ½ ton pickup trucks.

Invitation

You are hereby invited to submit a sealed proposal by providing all information requested in the attached “Specifications” to the Finance Department to either address listed below:

Mailing Address: Delivery Address:

City of Kingsland City of Kingsland Finance Department Finance Department Attn: Hannah Smith, Purchasing Agent Attn: Hannah Smith, Purchasing Agent P.O. Box 250 105 West William Avenue Kingsland, Georgia 31548 Kingsland, Georgia 31548

Proposal Submission Process

All proposals shall be submitted in a sealed envelope. The Request for Proposal (RFP) number, title, opening date and name of bidder shall be clearly displayed on the outside of the sealed envelope. The delivery of said proposal to the prescribed delivery point on or before the specified opening date and time is solely and strictly the responsibility of the Proposer. Any proposal received at the prescribed delivery point after the specified date and time will NOT be accepted. Proposals must be submitted in writing and as prescribed by the City. No other forms will be accepted. No Proposal may be modified after opening.

All Responders shall submit one (1) original and two (2) copies of their documents in a SEALED envelope or package. Responders must submit their proposal no later than Tuesday, August 5, 2025 at 2:00 PM.

Any proposal received after the time and date specified will NOT be considered. The bid opening will be held in the City Hall Council Chambers located at 107 South Lee St., Kingsland, GA.

Pre-Proposal Meeting

There will not be a pre-proposal meeting.

http://www.kingslandgeorgia.com/

CITY OF KINGSLAND, GEORGIA RFP #COK25-023

WWW.KINGSLANDGEORGIA.COM PURCHASE OF ½ TON PICKUP TRUCK

City of Kingsland, Georgia Page 3

Specifications

New two (2) ½ Ton 4 Wheel Drive

(1) White exterior color

( 1) Grey or Black exterior (items listed are minimum requirements)

1/2 ton Pickup 4WD

Gas engine Yes

Crew Cab Yes

Standard bed/box Yes

White Exterior Paint Yes

A/C and Heat Yes

Cruise Control, Power Door Locks Yes

AM/FM Stereo Yes

Bluetooth ready Yes

Tow Hooks Front Yes

Receiver Hitch Rear Yes

Tow Package Yes

Oil and Transmission Coolers Yes

Vinyl Floor Mats, Front and Rear Yes

Heavy Duty Alternator, if available Yes

Full Size Spare Tire Yes

Heavy Duty Rear Step Bumper, if available Yes

Automatic Transmission Yes

Backup Camera Yes

Award

The City of Kingsland reserves the right to reject any or all proposals, or any part of any proposal, to award in part or in whole, to waive any informality in any submission, and to award a contract deemed to be in the best interest of the City of Kingsland. City of Kingsland reserves the right to accept or reject any and all responses, to waive irregularities, and to re-advertise as may be determined to be in the best interest of the City.

CITY OF KINGSLAND, GEORGIA RFP #COK25-023

WWW.KINGSLANDGEORGIA.COM PURCHASE OF ½ TON PICKUP TRUCK

City of Kingsland, Georgia Page 4

The City of Kingsland reserves the right, at any time, to modify, waive, or otherwise vary the terms and conditions of this RFP including, but not limited to, the deadlines for submissions and submission requirements. The City further reserves the right to cancel or withdraw this RFP at any time. The City also reserves the right to negotiate mutually acceptable contract terms with the successful proposer. (City Purchasing Ordinance, Article IV, Division 2, Section 2-99).

Local Vendor Preference

For purchases, bids, proposals or contracts less than $100,000 the local vendor may be given an opportunity to match the lowest price proposal, if the quotation or bid of the local vendor is within 10% of the lowest price proposal by a non-local vendor. In the event a local vendor matches the lowest price proposal, including all other terms, quality, service and conditions, then the local vendor shall be awarded the contract. (See City of Kingsland Purchasing Ordinance for complete guidance.)

Hold Harmless

The Vendor will indemnify, defend, and hold harmless the City of Kingsland from loss for all suits, actions, or claims of any kind brought as a consequence of any negligent act or omission by the Vendor.

The Vendor agrees that this clause shall include claims involving infringement of patent or copyright.

For purposes of this document, “City” and “Vendor” includes their employees, officials, agents and representatives.

Payment

Unless otherwise stated, payment will be made within thirty (30) days of the completion of the Scope of Work and acceptance by the City of Kingsland. Bidder shall compute pricing less sales tax, of which the City of Kingsland is exempt, and documentation will be provided upon request.

General Instructions

Proposal must contain a manual signature of an authorized representative. Proposals must be typed or printed in ink. Use of erasable ink is not permitted. All corrections by Proposer to any Proposal entry must be initialed.

Any questions shall be directed as follows:

Specifications Technical Questions Request for Proposal Questions or Submittals Dallas Hodge, Fleet Director Hannah Smith, Purchasing Agent

PH: (912) 729-5148 PH: (912) 729-8113

Email: dhodges@kingslandgeorgia.com hsmith@kingslandgeorgia.com http://www.kingslandgeorgia.com/ mailto:dhodges@kingslandgeorgia.com mailto:hsmith@kingslandgeorgia.com

CITY OF KINGSLAND, GEORGIA RFP #COK25-023

WWW.KINGSLANDGEORGIA.COM PURCHASE OF ½ TON PICKUP TRUCK

City of Kingsland, Georgia Page 5

Required Documents to Be Submitted

One (1) original and one (1) copies of documents which must include the following information:

1. Bid Proposal Form

2. Bid Proposal Signature Page

3. Acknowledgement of Addenda

CITY OF KINGSLAND, GEORGIA RFP #COK25-023

WWW.KINGSLANDGEORGIA.COM PURCHASE OF ½ TON PICKUP TRUCK

City of Kingsland, Georgia Page 6

Bid Proposal Form

1. Year________ Make _______________ Model _______________ Cost $______________

2. Year________ Make _______________ Model _______________ Cost $______________

Total Cost of all two (2) Vehicles $________________________________________________________

Estimated Time of Delivery (in Days) _______________________________________________________

List any exceptions to specifications: _______________________________________________________

The following statement must be signed and submitted with bid. Failure to sign this statement will render bid invalid.

“I certify that this bid is made without prior understanding, agreement or connection with any corporation, firm or person submitting a bid for the same materials, supplies, or equipment, and is in all respect fair and without collusion or fraud. I understand that collusive bidding is a violation of State and Federal law and can result in fines, prison sentences, and civil damage awards. I agree to abide by all conditions of this bid and certify that I am authorized to sign this bid for the bidder.

Company Name: Person Authorized to Sign:

Name: ________________________________ Name: ______________________

Address: ______________________________ Title: ________________________

City: _________________________________ Signature: ____________________

State: _________________Zip____________ Telephone Number: ____________

Fax: _________________________________ E-Mail: ______________________

This _____ Day of _________________, 2025

CITY OF KINGSLAND, GEORGIA RFP #COK25-023

WWW.KINGSLANDGEORGIA.COM PURCHASE OF ½ TON PICKUP TRUCK

City of Kingsland, Georgia Page 7

Acknowledgement of Addenda

Proposer hereby acknowledges receipt of all Addenda.

Addendum No. __________________________, dated ____________________________________

Addendum No. __________________________, dated ____________________________________

Addendum No. __________________________, dated ____________________________________

Addendum No. __________________________, dated ____________________________________

Addendum No. __________________________, dated ___________________________________

Company: _________________________________________________________________________

Authorized Signature: ________________________________________________________________

Print Name: ________________________________________________________________________