Vehicle_Models_2026_and_2027_for_City_Wide_Agencies_(Addendum_#1_Revision).pdf

For more information, please visit our online supplier portal, located at https://procurement.opengov.com/portal/indy

City of Indianapolis and Marion County

Request for Bid – Pricing and Terms

VEHICLE MODELS 2026 AND 2027 FOR CITY WIDE AGENCIES

RFB-11EAL-209

Request For Bid #RFB-11EAL-209 2

Title: Vehicle Models 2026 and 2027 for City Wide Agencies

Table Of Contents

1. Introduction

2. Instructions to Bidders

3. General Terms

4. Bid Submission Forms

5. Vehicle Specifications

6. Price Sheet

7. Attachments

Attachments:

B - Sample-Supply Agreement

Request For Bid #RFB-11EAL-209 3

1. Introduction

1.1. Timeline

Release Project Date: March 6, 2026

Question Submission Deadline: March 17, 2026, 12:00pm

Response Submission Deadline: March 26, 2026, 10:00am

1.2. Summary

Buyer: Kyle Willis

Buyer Phone: (317) 327-4641

The City of Indianapolis and Marion County by and through the Purchasing Division Department is seeking Bids for Vehicle Models 2026 and 2027 for City Wide Agencies. Bids are due not later than

10:00 am on Thursday, March 26, 2026.

1.3. Background

If Vendor wishes to return a hard copy bid to Purchasing instead of using the new electronic process.

Please do the following steps:

Go to Downloads tab. Select the Project Documents and Attachments. Click Download Selected

Items. A zip file containing the selected items will download to your computer.

Delivery by U.S. Mail or In Person:

City County Purchasing Division

200 E. Washington Street

Room 1522

Indianapolis, IN 46204

Hard copy Bids are opened:

March 26, 2026, 10:00 a.m. Eastern Time in City County Purchasing Division, Room 1560.

Bids Only: Bids are to be delivered to room 1522 City/County Building prior to 9:30 a.m. Eastern

Time on or before the above due date. However, from 9:31 until 10:00 a.m. Eastern Time, bids will be accepted in room 1560 of the City/County Building.

2. Instructions to Bidders

Request For Bid #RFB-11EAL-209 4

2.1. Immediate Cause for Rejection of Bids

1. Failure to comply with all instructions or to sign all necessary forms listed in the bid submissions.

2. Failure to submit a bid surety completely and correctly executed at the time of bid submission in the correct amount (if required).

3. Failure to correctly and completely execute the non-collusion affidavit.

4. Failure to comply with any other mandatory bid requirements.

2.2. Bonding Requirements

1. Bidders may be required to provide with a bid, at time of submission, a bid surety in either a flat dollar amount or percentage of bid, as specified. Acceptable forms of bid surety are as follows:

A. Bid Bond secured from a bona fide bid surety firm.

B. A Certified Check (or equivalent) if issued by a financial institution insured by an agency of the United States.

C. Other Forms of Bid Surety as specified in a particular bid.

I. All forms of Bid Surety should be made payable to the City of Indianapolis/Marion

County. No cash or personal checks accepted. All bid surety will be held until formal award is made by the appropriate governing body and until awarded contractor complies with all terms of the award.

2. Awarded bidder may be requested to provide a Performance Bond/Payment Bond in either a flat dollar amount or a percentage of the bid as specified, made payable to the City of

Indianapolis/Marion County, within ten days after receipt of award letter. Other forms of performance guarantee may be acceptable as specified in a particular bid.

2.3. General Conditions / Contractual Clauses

1. The City of Indianapolis and Marion County are exempt from Local, State and Federal Taxes and will not be responsible for any taxes levied on contractor as a result of a bid award.

2. All terms contained in this document will become part of the contract between awarded bidder and the City of Indianapolis/Marion County.

3. This contract may be renewed under the same terms and conditions subject to the approval in compliance with IC 5-22-17-4. The term of the renewed contract may not be longer than the term of the original contract. Any provision for automatic renewal is void.

4. The City of Indianapolis/Marion County reserve the right to reject any and all bids and to waive any of the terms and conditions and provisions contained in the Request for Bid (RFB) or other

Request For Bid #RFB-11EAL-209 5 documents, or any informality, irregularity, or omission in any bid, and to award to one or more bidders.

5. Manufacturer and/or model number of equipment being bid must be stated. It is the contractor’s responsibility to show proof that goods being offered are of equal quality to those that were specified. Any exceptions to the specifications must be clearly set forth in the contractor’s bid.

6. If not bidding a delivered price to point of destination, shipping price must be listed as a separate price on the RFB form.

7. Upon delivery and/or inspection of ordered goods or upon performance of services, should the ordering agency determine that goods/services do not meet specifications; same will not be accepted and will be returned at the contractor’s expense.

8. Formal contracts and/or proof of insurability may be required on applicable bids.

9. The City of Indianapolis /Marion County reserves the right to deny payment to contractors ordering or delivering goods/services without benefit of a verbal or written purchase order number.

10. The apparent low bidder must submit or have on file form CC-09 which may be obtained from the Office of Minority and Women Business Development (OMWBD). Failure to do so may cause your bid to be rejected. Information pertaining to the OMWBD Program and/or questions should be directed to the OMWBD located in Suite 1260 of the City-County Building, 200 East

Washington Street Indianapolis, IN 46204, Telephone (317) 327-5262.

11. The Contractor agrees to indemnify and hold harmless Marion County Indiana, City of

Indianapolis, its officials, agents, officers, and employees for any and all claims, actions, causes of action, judgments, and liens arising out of any negligent act of omission by the

Contractor or any of its officers, agents, employees, or subcontractors or any defect in materials or workmanship or any supply, material or mechanism or other product which it or any of its officers, agents, employees, or subcontractors has supplied to the City/County or has used in connection with this agreement. Such indemnity shall include attorney’s fees, costs and other expenses arising therefrom or incurred in connection therewith and shall not be limited by reason of the enumeration of any insurance coverage required herein.

12. Notwithstanding any other provision of this Agreement, if funds for the continued fulfillment of this Agreement by the City/County are at any time not forthcoming or are insufficient, through failure of any entity to appropriate funds or otherwise, then the City/County shall have the right to terminate this agreement without penalty by giving prior written notice documenting the lack of funds, in which instance, unless otherwise agreed to by the parties, this Agreement shall terminate and become null and void on the last day of the fiscal period for which appropriations were received. The City/County agrees that it will make its best effort to obtain sufficient funds, including but not limited to including in its budget for each fiscal period during the term hereof a

Request For Bid #RFB-11EAL-209 6 request for sufficient funds to meet its obligations hereunder in full. This contract may be terminated by either party at the City’s option, upon 10 days written notice, unless otherwise specified.

13. No portion of this Agreement shall be sublet, assigned or otherwise disposed of by the

Contractor except with the written consent of the City/County being first obtained. Consent to sublet, assign or otherwise disposed of any portion of this Agreement shall not be construed to relieve the Contractor of any responsibility for the fulfillment of the Agreement.

14. Unless otherwise specified within the Agreement, this Agreement shall be governed by the laws of the State of Indiana, and by all Municipal Ordinances and codes of the Consolidated

City of Indianapolis, as the same shall be in full force and effect upon the date of this

Agreement is executed.

15. Any goods and services provided under this Agreement shall meet or exceed all applicable

Occupational Safety and Health Administration Standards.

16. This Agreement represents the entire and integrated Agreement between the City/County and the Contractor and supersedes all prior negotiations, representations, and/or contracts, either written or oral. This Agreement may be amended only by written instrument signed by both

City/County and Contractor and attached hereto as an addendum.

3. General Terms

The following terms will be included in the resulting agreement between the awarded vendor and the

City of Indianapolis and Marion County herein referred to as “City.” Please read carefully.

Questions pertaining to the Bid content may be directed through the Procurement Portal at https://procurement.opengov.com/portal/indy, no later than 12:00 pm Eastern Time on

Tuesday, March 17, 2026.

3.1. General Description for Term Agreement

1. Vendors are invited to bid unit prices on a term agreement for Vehicle Models 2026 and 2027 for City Wide Agencies to be furnished and delivered to Indianapolis Fleet Services in Marion

County, IN.

2. The specifications describe a self-contained unit, and the awarded vendor shall furnish and assemble all components so that each unit is 100% ready for use upon delivery. (This will include all features, parts, and attachments necessary to form a complete unit, whether specifically mentioned herein or not.) Each unit shall be of such design and construction as to comply with the requirements stated herein. Other departments and agencies of the City of

Indianapolis and Marion County may also utilize the resulting contract under the same pricing, terms, and conditions.

3. NOTE: Any related addenda to this bid, including written answers to questions, will be posted on the Procurement Portal at https://procurement.opengov.com/portal/indy.

Request For Bid #RFB-11EAL-209 7

Vendors will be responsible for periodically checking the Procurement Portal for any related addenda up to and including the due date. Vendors must acknowledge addenda with their bid. Failure to acknowledge the addenda may cause a bid to be determined as non-responsive for review purposes.

3.2. Term Contract for Supplies

1. This request is to establish one or more term contracts. No guaranteed minimum or maximum purchase quantities are either stated or implied. The quantities listed are estimates only and are based on history or department survey. The City may purchase more or less than the amounts shown. All orders shall be on an as needed basis, subject to the availability of funding and budgetary considerations.

2. The term of the initial contract shall be two (2) years, effective from the date of the execution of this Agreement.

3.3. Split Awards

The City may award a contract to a vendor who submits the overall lowest, responsive, and responsible bid/quote; or it may split the award between two or more vendors, all to the advantage of the City. For purposes of evaluation, a split between two or more vendors will not be considered to be to the advantage of the City if increased administrative costs offset any projected cost savings realized by splitting the award.

3.4. Renewal

The contract resulting from this bid/quote may be renewed beyond the expiration date by mutual agreement of the parties. The term of the renewal may not be longer than the term of the original contract. A renewal shall be by written notice by either party and written acceptance by the other. All other terms and conditions of the contract shall remain the same as set forth in the resulting agreement. Terms and conditions may be amended only by written instrument, signed by both the

City, and awarded vendor, and attached to the resulting agreement as an amendment.

3.5. Firm Bids

All bids received shall be considered valid for not less than ninety (90) days from the date of bid opening. Pricing shall be firm for the length of the contract, including any renewals.

3.6. Bonds

There will be no bid bonds or performance bonds required for this contract.

3.7. Specifications

1. The specifications are intended to provide a foundation for open competition for the supply of commodities or services to meet City needs. Minor and immaterial technical deviations may, at the discretion of the City, be deemed in substantial compliance with the specifications. However, material variances may render the vendor non-responsive and ineligible for award.

Request For Bid #RFB-11EAL-209 8

2. The use of brand names, models, etc. serves to establish the design, performance and level of quality needed and not to restrict competition. (Items that are equal in design, performance and quality will be considered.) The right to evaluate specification compliance and equality is reserved to the City, and the vendor shall have the burden of proof to demonstrate that any proposed substitutes are equal. Vendor shall note the manufacturer/model # of any substitutes, or the reference brand(s) will be assumed.

3. Items that are equal in design, performance and quality will be considered unless the wording

"No Substitute"/ "Brand Name Only"/ "No Approved Equals" is indicated. When the description includes the wording "No Substitute"/ "Brand Name Only"/ "No Approved Equals" in addition to the trade name, quotations of price will be accepted only on the trade- named product indicated. All disputes concerning grades and quality of merchandise or work shall be determined by the City.

4. All exceptions to the specifications and terms shall be noted in detail on the attached

Exception Sheet.

3.8. Evaluation of Bids

Bids will be evaluated and awarded on the total cost of the Base Bid plus all options (if applicable), even though the options may or may not be ordered with equipment.

Unit(s) shall be delivered with all of the manufacturer’s standard equipment unless the specifications dictate otherwise. When specifications call for special equipment, components or supplies, vendor must identify by brand name or description the equipment, components or supplies bid when a blank is provided for this purpose. Words such as "meets specs, per specs, comply, etc." are not acceptable bid responses and may result in the vendor’s bid being declared “non-responsive.” Note:

If a check mark or initial is not clear or is omitted from each right-hand cell in the Technical

Specifications, the bid may be found “non-responsive.”

3.9. Freight Terms

The City requests delivered pricing (FOB Destination, Freight Prepaid & Allowed) for this particular contract, and shipping charge should therefore be included in the vendor’s unit price. Additional charges including, but not limited to, fuel, delivery, residential, Bunker Adjustment Factor (BAF) surcharges will not be allowed. All items will be shipped and protected in transit per industry standards.

3.10. No Handling Charges

If, for any reason, the City rejects items supplied by the vendor, the City shall not be responsible for any shipping and handling, restocking, or similar charges incurred by the vendor.

3.11. Contract Termination

The City may terminate the resulting contract for cause or convenience at any time during the term of the contract, without penalty, upon ten (10) calendar day’s written notice to the vendor. The City shall be the sole judge of the adequacy of the vendor’s performance pursuant to the resulting contract.

Request For Bid #RFB-11EAL-209 9

3.12. Proof of Insurance

At the time of award, vendor may be required to provide proof of insurance showing existing coverage in accordance with the terms and amounts stated in the Sample Agreement, or the terms and amounts of insurance coverage vendor proposes to furnish in lieu of the amounts in the Sample

Agreement. The proof of insurance shall be issued by a financially responsible insurance company authorized to do business in Indiana.

3.13. Debarment and Suspension

1. Vendors should be aware that by entering into an agreement with the City, neither they, nor their principals, should be presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from entering into this agreement by any federal agency or by any department, agency, or political subdivision of the State of Indiana. The term principals, as used in this paragraph, means an officer, director, owner, partner, key employee, or other person with primary management or supervisory responsibilities, or a person who has critical influence on or substantive control over the operations of the vendor’s business.

2. The awarded vendor shall not have their business name(s) or principal’s name(s) listed on the debarment web site at https://www.sam.gov/SAM/. A check of this listing will be made by the

City. The City reserves the right to nullify the award of any bid, quote, or request for proposal based on this listing. It is recommended that vendors check the website listing prior to submitting documents.

3. Vendor should also be aware of the City’s Policy on Wage Theft and Payroll Fraud. City will not enter into an agreement with a vendor who, as a result of this policy, has been debarred by the City of Indianapolis. In addition, any subcontractor who has been listed on the City’s

Debarred/Suspended Vendors list will not be allowed to participate in the resultant agreement. It is the responsibility of each vendor to retain and properly monitor quality subcontractors on City agreements. Vendor should make an effort to perform reviews of subcontractors through the federal SAM system and through the City’s Debarred/Suspended list. Both the Wage Theft and Payroll Fraud policy and a list of Debarred/Suspended Vendors may be found at https://www.indy.gov/agency/office-of-finance-and-management-purchasing-division.

3.14. Accessibility

Individuals with disabilities or needing special assistance during site visits, scheduled conferences, openings, or any other activities related to a bid, quote or request for proposal should contact the

Purchasing Division at (317) 327- 4900 to make arrangements for such assistance.

3.15. Successors and Assigns

Vendor binds itself and its partners, successors, executors, administrators and assigns to City and to the partners, successors, executors, administrators and assigns of City, in respect to all covenants of this agreement; except as otherwise provided herein, vendor shall not assign, sublet, or transfer its interest in this agreement without the written consent of City.

https://www.sam.gov/SAM/ https://www.indy.gov/agency/office-of-finance-and-management-purchasing-division https://www.indy.gov/agency/office-of-finance-and-management-purchasing-division

Request For Bid #RFB-11EAL-209 10

3.16. Bid Expenses

By submitting a response to this bid/quote, each vendor agrees that all of its related expenses are its sole responsibility, and that the City will not be responsible for any costs whatsoever incurred by the vendor in connection with or resulting from the bid/quote process, including but not limited to costs for preparation/submission of the bid/quote, travel & per diem, attending interviews, providing presentations or product demonstrations.

3.17. Intent to Purchase

Although this solicitation and resultant contract may state a specific model or version and an estimated number of items or units to be purchased, it is understood and agreed that the City may purchase additional products and/or services from the contractor including subsequent product releases or replacement products at the original submitted price; provided that these additional items do not materially differ from the original product and represent the same manufacturer and essential functionality.

3.18. Third-Party Financing Notice

The City may decide to pay for the unit(s) by participating in a Third-Party Finance Lease/Purchase

Program. The awarded vendor must agree to the City’s right to assign the purchase of the equipment to the financing agency. If equipment is being leased/purchased through the financing agency, the completed title or certificate of origin, as is appropriate, shall show the financing agency as Lien

Holder. Lien information shall be provided on the purchase order.

3.19. Sample Agreement

A Sample Agreement, which includes insurance requirements, is available for review at the end of this document. This sample agreement contains the City’s standard terms but may not contain language specific to this purchase. Any proposed exceptions to this document should be included in detail on the Exception Sheet.

Insurance Notice

Please review the insurance requirements carefully. All insurance requirements listed and referenced in this request will be included in the final contract, this includes requirements listed in the sample agreement. A change can be requested during the bidding process, but once the bid is awarded no insurance waivers can be provided. Changes can be requested in the Exceptions Sheet and/or during the question-and-answer portion of the bidding process. A justification for requested changes should be provided, including references to the project scope of work. For construction projects, pleasure ensure you review the insurance requirements in the Article 5 of the City of Indianapolis Standard

General Conditions for Construction Contracts.

3.20. Monitoring

For management purposes, City agencies or departments may report contract problems to the

Purchasing Division by using the City Intranet Contract Monitoring Report. This program of quality control is to ensure that contractors successfully fulfill their contractual obligations with the City and maintain a positive contractor performance status.

Request For Bid #RFB-11EAL-209 11

If requested by the City, a report shall be submitted on all goods and services provided or project milestones. (This may be a one-time, monthly, quarterly or annual report as requested.) The report shall include but not be limited to: The vendor’s name, address, contact information, contract number

/ description, date and location of services or project details, agency name, purchase order number(s), hours to complete projects and costs associated for services or milestone completed. These reports should be submitted in a Microsoft Office Program format and mailed to the attention of the Contract Manager at 1522 City-County Building, 200 East Washington Street, Indianapolis, IN 46204. Reports may also be submitted to the Contract Manager by email to

Purchasing@indy.gov.

3.21. E-Verify Program

Pursuant to IC 22-5-1.7, all public contracts for services entered into must contain E-Verify provisions. Any Contractor entering into a service agreement with the City or County shall affirm under penalties of perjury that it is and will remain in compliance with that statute. This affirmation is part of the digital contract signature process. Additional information can be viewed on the Purchasing

Division web site at https://www.indy.gov/activity/find-bid-opportunities.

3.22. Services or Goods Acquisition by the City

1. Pursuant to City/County ordinance, contracts not approved by the Office of Corporation

Counsel and the City Controller are voidable. Contractor shall not begin performing services, acquiring, or delivering goods, prior to receipt of a fully executed contract, including the

Controller’s signature.

2. Awarded vendor(s) must have a validly issued purchase order prior to beginning services, acquiring or delivering goods. The vendor(s) will not be compensated for services rendered or goods secured prior to the issuance, by the Purchasing Division, of a valid purchase order.

(Revised Code §141-102)

3.23. Method of Payment

Vendor must be willing to accept invoice payments via City/County check, City/County Purchasing

Card (Master Card) or Automated Clearing House (ACH) at the City’s sole option and discretion. The

City will not be responsible for any card fees or other bank charges incurred by the vendor.

3.24. Demonstration

The City may require, upon ten (10) days written notice and at no expense to the City, a demonstration of the equipment being offered. The demonstration shall take place within Marion

County, IN, unless the City agrees to an alternate location. The equipment demonstrated shall meet all material specifications. Vendor's failure to comply with this requirement may result in the bid/quote being declared “non-responsive.”

3.25. Quality Control Inspections

Quality control shall be the responsibility of the vendor. City personnel may perform inspections with little or no notice to the vendor.

3.26. Equipment Manuals

http://Purchasing@indy.gov https://www.indy.gov/activity/find-bid-opportunities

Request For Bid #RFB-11EAL-209 12

Vendor shall supply two (2) sets of parts books, operator’s manuals, and service/repair manuals for the complete unit, including any auxiliary equipment supplied. Note: In order for vehicle/equipment to be accepted, these items must be supplied at the time the unit is delivered.

Or

If an online manual system is provided, the manual must be complete and comprehensive covering parts, operations, service and repair, auxiliary equipment. Online access shall be free of charges for the life of the unit. Online access shall be updated and maintained for the life of the unit. Online access locations for the documents shall be provided at the time the unit is delivered including any access information required for each Uniform Resource Locator (URL). If, for any reason, online access for the unit is removed, the vendor shall supply the City with hard copy manuals as above.

3.27. Training and Repair Bulletins

Vendor shall be prepared to train IFS technicians and operators in the maintenance, repair, and operation of said equipment at no additional charge. If the unit is a combination package, all vendors shall be present for their portion of the training. Expected training duration would be one half day. If training is requested by the City, all training materials used shall become the property of the City of

Indianapolis. Vendor shall also make arrangements to supply IFS with any repair bulletins that may be issued from time to time by the manufacturer.

3.28. Paint

All applicable surfaces shall be thoroughly prepared and painted using industry standard automotive paint materials and methods. The cab and other components shall be painted with the factory standard color.

3.29. Rust Protection

Rust protection materials and methods shall be used to meet or exceed the current requirements as established by “Rust Check” or City approved equal. The City shall be the sole judge of rust proofing method and material used post award. Rust proofing shall be applied to the beltline of cab, and complete underbody of cab and bed.

3.30. Delivery and Acceptance

A. The delivery date shall be interpreted as the date a complete unit, ready to operate, has been delivered to IFS after receipt of a valid order. In order to be accepted, the unit must successfully pass an acceptance inspection. Acceptance inspection shall be interpreted as an inspection performed as well as an operational test to ensure the unit both meets the specifications and is truly ready to operate. Acceptance inspection will be completed within thirty (30) calendar days of the delivery date. The warranty for said equipment shall become effective on the “Date of

Acceptance”. Note: In order for equipment to be accepted, all manuals, ownership papers, and a certificate of origin must be supplied at the time the unit is delivered.

B. All deliveries shall be made Monday through Friday during normal business hours (official holidays excluded) unless other prior arrangements are made. Vendor shall adhere to any other delivery policies (e.g., notification, etc.) as may be required by the department or agency. Vendor may not be compensated or reimbursed for goods acquired or services provided prior to the issuance of a valid purchase order.

Request For Bid #RFB-11EAL-209 13

C. Vendor shall perform final inspections on all equipment prior to delivery. The City has the right to inspect the unit(s) to the extent practicable, at any time and place. If any of the units do not conform to contract requirements, the City may require the vendor to promptly correct the defects at no increase in contract amount.

D. When the defects for a given unit cannot be reasonably corrected, the City may: (1) require the vendor to take necessary action to ensure that future performance conforms to contract requirements; and/or (2) reduce the contract price to reflect the reduced value of the unit; and/or (3) reject the unit.

E. If the vendor fails to take necessary action to ensure future performance in conformity with contract requirements, the City may: (1) reject the unit; and/or (2) by contract or otherwise, correct the defects and charge the vendor any costs incurred by the City directly related to the cost of correcting the defects; and/or (3) terminate the contract for default.

F. Vehicles to be titled to: City of Indianapolis200 E. Washington StreetRoom 2221 City-County

BuildingIndianapolis, Indiana 46204 Dealer to apply for title at dealer’s expense. Make sale card out to: City of Indianapolis200 E. Washington StreetRoom 2221 City-County BuildingIndianapolis, Indiana 46204 Title application must be provided to Indianapolis Fleet Services at the time of delivery. 30-day temporary plate to be provided at no cost to the city. No certificate of origin will be acceptable, unless it is for equipment not requiring a title. In which case, the certificate of origin shall be provided at the time of delivery. For out-of-state dealers only, a Certificate of Origin and an

Odometer Disclosure Statement shall be furnished with each unit at the time of delivery along with a check for $15.00 for each vehicle, made payable to the Indiana Bureau of Motor Vehicles.

G. Dealer decal or plaques are not to be affixed to vehicles purchased by the City. Dealers shall be invoiced for removal of Dealer decals.

H. Vehicles/Equipment are to be delivered to Indianapolis Fleet Services (IFS) located at 1651 W. 30th

Street, Indianapolis, Indiana 46208

I. Delivery by appointment only – contact Brenda Hobdy 317-945-4546

3.31. Keys

Vendor shall supply four (4) like keys, including any key codes, for the vehicle/equipment upon delivery. Keys shall be programmed and delivered with vehicle.

3.32. Identification Plates

Manufacturer identification plates of sufficient size to be easily read must be conspicuously displayed and securely fastened to each unit.

3.33. Liquidated Damages

The vendor shall pay to the City, as fixed and agreed, liquidated damages of twenty-five dollars ($25) per day, per unit requested, for each calendar day of delay of delivery or performance. The vendor shall not be charged with liquidated damages for failure to deliver when delay in delivery arises out of causes beyond their control and without the fault or negligence of the vendor; however, in the event of such delay, the City may cancel this contract in whole or in part and seek any remedy available to it.

3.34. Fees

Request For Bid #RFB-11EAL-209 14

Indiana vendors shall be responsible for any State of Indiana fees regarding tires and/or title. Vendors shall include any such fees in the base price for each unit.

3.35. General Warranty Information

1. The awarded vendor shall be responsible for all warranties as accepted by the City in the award of this bid. This responsibility will include all subcontracted items and all transportation as related to the warranty in this bid.

2. Any vendor wishing to bid on vehicles/equipment for the City of Indianapolis should have an authorized warranty dealer within a 25-mile radius of the City of Indianapolis who can perform warranty repairs. If no authorized dealer is available and the City purchases said equipment, IFS will perform the warranty repairs during the term of the warranty agreement.

3. IFS will make all warranty repairs using genuine Original Equipment Manufacturer (OEM) parts only, except when OEM parts are not available within a reasonable length of time. Parts equal to OEM will then be used to make repairs. Sublet repairs will be billed by IFS at their actual cost.

4. The vendor will make warranty claim payment to Indianapolis Fleet Services, 1651 West 30th

Street, Indianapolis, Indiana 46208. Payment will be submitted within thirty (30) days from receipt of invoice.

5. A warranty form is included in the Bid Submission Forms section, Listing of Terms and

Conditions for Warranty Claims. Vendor shall complete this form and should also include the appropriate warranty literature / certificate from the manufacturer for the entire unit as well as any components. Warranty shall take effect on the “Date of Acceptance.” Warranty shall include any and all provisions required for this particular bid/quote.

6. DPW & IFS reserve the right to evaluate the warranty period as a point of material value. Vendor shall honor any manufacturer warranty. In the event the manufacturer becomes defunct during said warranty period, the awarded vendor shall assume the remainder of the warranty as shown in the request.

7. Unless otherwise indicated in the specifications, the minimum warranty required by the City for the entire unit is one (1) year from the date of acceptance. If the manufacturer offers a full or limited warranty that is in excess of one year, the City shall take full advantage. The minimum one-year warranty shall cover all parts and labor for defects in materials and workmanship. Please attach warranty statement.

3.36. Current Agreement

The City is presently contracted with the following Contractor(s) to provide this service/product. A scan of the City's written agreement may be viewed online at https://www.indy.gov/activity/city-and-county-contracts and searching for the contract number(s).

https://www.indy.gov/activity/city-and-county-contracts https://www.indy.gov/activity/city-and-county-contracts

Request For Bid #RFB-11EAL-209 15

Contract Number Contractor

21256 HERITAGE FORD OF

INDIANA, INC.

21257 COURTESY FORD

MOTORS, LCC DBA TOM

KELLEY FORD

21258 KELLEY CHEVY, LLC

3.37. Point of Contact

The Contractor shall provide a point of contact assigned to oversee the resulting contract and to be able to keep the City informed of changes, progress, and to be able to answer any questions The

Contractor shall provide name, phone number, email address and any other pertinent contact information for the point of contact.

4. Bid Submission Forms

1. U.S. Manufactured Products Preference Certification*

Please download the below documents, complete, and upload.

• U.S._Manufactured_Products_...

*Response required

2. Bid Acknowledgement Form*

Please download the below documents, complete, and upload.

• Bid_Acknowledgement_Form.pdf

*Response required

3. Affidavit of Non-Collusion*

Please download the below documents, complete, and upload.

• Affidavit_of_Non-Collusion.pdf

*Response required

4. MBE-WBE-VBE-DOBE*

Please download the below documents, complete, and upload.

• MBE-WBE-VBE-DOBE.pdf

*Response required

5. Nepotism*

Please download the below documents, complete, and upload.

• Nepotism.pdf https://government-project.s3.us-west-2.amazonaws.com/167206/838f9aaa-b865-416b-bfcf-032b1e250c94_U.S._Manufactured_Products_Preference_Certification.pdf https://government-project.s3.us-west-2.amazonaws.com/167206/03582869-2914-490b-bf0e-21e1fc3e3237_Bid_Acknowledgement_Form.pdf https://government-project.s3.us-west-2.amazonaws.com/167206/aa385b9c-9982-4bc2-93ac-57c530b29de8_Affidavit_of_Non-Collusion.pdf https://government-project.s3.us-west-2.amazonaws.com/167206/2d5f322a-a178-49f2-9487-aca44f8c527d_MBE-WBE-VBE-DOBE.pdf https://government-project.s3.us-west-2.amazonaws.com/167206/1384383b-2ab5-4a19-8454-a16cd646d2be_Nepotism.pdf

Request For Bid #RFB-11EAL-209 16

*Response required

6. Catalog Discounts *

Please submit your standard catalog/list pricing and indicate any percentage discounts off list price that will apply to the City. This pricing may be utilized for any additional items that may be required during the contract.

Current purchasing laws do not allow the City to enter into a “Cost Plus Percentage of Cost” type contract. Therefore, the City requests that all parts and materials be provided either at a specified discount from the Manufacturer’s Printed Price List or at actual cost. Proper documentation will be required.

Percentage Discount off MSRP (list price): _________________%

Listed in (name of) Manufacturer Catalog: __________________

*Response required

7. Literature* Vendor shall attach manufacturer’s literature or concept drawings (if applicable) of the model and accessories offered with the bids. (The City may require additional information.) If the unit is a combination package, the same shall be provided for all auxiliary equipment. Failure to submit this information with the bids may be considered a material exception and could be grounds for the bids being declared “non-responsive.”

*Response required

8. Parts Suppliers*

The vendor shall provide a minimum of three (3) authorized parts suppliers with the bid. The parts suppliers shall be capable of providing prompt delivery of parts to IFS should needs arise. The list should include the company’s name, mailing address, telephone number, fax number, email and the name and job title of a contact person.

*Response required

9. Parts Availability*

Since the continuous operation of City equipment is important and sometimes of an emergency nature, the awarded vendor must be in a position to render prompt parts support. The awarded vendor shall maintain and/or have access to a parts inventory that can meet the City's delivery requirements. Please state the one-way mileage between Marion County, Indiana, and the nearest authorized parts supplier. The parts inventory shall be of sufficient size and variety to offer a level of availability of all parts 95% of the time needed and will be delivered to IFS within two (2) working days after the date of order. The availability of normal wear items (i.e., filters, belts, and hoses) shall not exceed one (1) working day.

One-way mileage is _______________ from IFS Facility at 1651 West 30th Street, Indianapolis, Indiana.

10. Listing of Terms and Conditions for Warranty Claims Part A*

Vendor will reimburse the City/IFS for all warranty repairs at actual cost.

Request For Bid #RFB-11EAL-209 17

______YES _______NO

The bid/quote you are submitting will be providing warranty repairs at an authorized dealer within a

25-mile radius of Indianapolis.

______YES _______NO

Dealer Name:

Address:

City:

Phone Number:

Fax Number:

Vendor should provide all warranties required below. Failure to provide such warranties may result in your bid being deemed “non-responsive.” All lines must be completed. Any additional warranty costs shall be included in the total bid price listed on the Price Form. Warranty will not start until the unit is formally accepted by the City/IFS.

11. Listing of Terms and Conditions for Warranty Claims Part B*

Please download the below documents, complete, and upload.

• Listing_of_Terms_and_Condit...

*Response required

12. Additional Subcontractors*

Please download the below documents, complete, and upload.

• Additional_Subcontractors.docx

*Response required

13. Common Parts List – Chassis (Must List OEM Parts)*

Please download the below documents, complete, and upload.

• Common_Parts_List_–_Chassis...

*Response required

14. Exception Sheet*

Please download the below documents, complete, and upload.

• Exception_Sheet.pdf

*Response required

15. Extended Price Sheet https://government-project.s3.us-west-2.amazonaws.com/224700/a862d426-f38c-4ef1-ab01-8e7ac94bb0d2_Listing_of_Terms_and_Conditions_for_Warranty_Claims_Part_B.docx https://government-project.s3.us-west-2.amazonaws.com/224700/234ef938-cb3c-4af9-874e-cd4e12eafd64_Additional_Subcontractors.docx https://government-project.s3.us-west-2.amazonaws.com/224700/4dd9cdd7-4012-4e13-a972-6620186915d5_Common_Parts_List_%E2%80%93_Chassis_%28Must_List_OEM_Parts%29.docx https://government-project.s3.us-west-2.amazonaws.com/167206/bc9aa68b-e168-40ff-a1b4-37af2ded53ec_Exception_Sheet.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4FXJY2BTZ%2F20260319%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20260319T145442Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEFYaCXVzLXdlc3QtMiJHMEUCIQCmYS0h8fbuBz3dH4GvMBQvuDmRkYpiNOpfZnCUO85o8AIgEv2syfX0SWuVeoXFkWb1hYNRxQGP8BWXxTF1P4pYOKYqjAUIHxACGgw4OTIzNjQ2ODc2NzIiDJKx3hyZK5B4lX%2FZyyrpBBAyG4IVdPUgcQmIQFIL3lN4B9jQ0YADMEN6slAIpJfHrsHMcT7bssRTfepfMeQF1OqYz7FvoSMEjvtycHOaEZquqntkF6M%2BAKPJzeyTF2jSbE4YM9%2FK9JUHG0lOuogavXHsBX2Hvg09y0ffuf0x0IwQQgiPIe97BmLZZvcIoOAAVIXo3E%2BVhoCstXd3DPwzkGRv0nIGzxIWqViOi%2B4duml4lNZpgbzGCeEhigBMLIHXvEQ9VCY3WJT5qlMVoWKBO6rXcZzq5kqqSbxsSkB3GRh9TAyPnOLvi1%2FCo7iTyx%2Bo%2BRjHe0XoAhaNGc63yqLMy7f71H7wEsoWxnLoucQeZiJKKZ2D2Hhf8h4a%2BZnjX%2BCVTaZZRozK2jkiWxaERseCo%2Bwa6yZLRSeNTMqak5BJvKzhbYQYv09WNDp5bUgE%2BGWqHafrSDBKOcQHMReHu%2BTYhiuI%2FQD3ldq9HL%2FXDHS24z%2BS4HtV3eQ%2FSwX4TOTtp99%2BjZbdDW0Xh%2FBXPFXm7a%2B3GSRAGBAPpcL7UezhLIiS2YBja0g2ZbZsC9TWtBew%2Fs8GUptIJnlQU0Xr9kpenFGdSy%2BwQAYWFtLpA49AZ5vECKy9glJWmECUnQh4e1iDBQgQ3qHnYAuhBqT9D6QPNq1iQPfte4i7fkHTUs1SbOBBpTm3c5D07LGpAt9Q27jhteLfGuGFjb0GL0Eac95OMpbP%2Bgabr%2BMVjGd%2Fsfq0T8DZoJNP5u8hEPkrK4fweUroflQqqm84X8rWZSrz9Z%2FQGRqDQNVIagdK3bDYsvCvHu%2BrFAo6nHC1UXwdOpD0sQln5V2Fu902GM6x5fr6MNGB8M0GOpkBvozUhejOh4zKRgsfaoSt5Fev2exbmywtuEN6hRboepNprvC5s8SErGMi0BVbKEiROazxDXKWOol5z7YmKni4HNYuQtkg%2F%2BKzX9W%2BbmQaCr32gMLat4R95VraMC3ordis7WRgh77e9Eksr8Zx66ASbwxq%2FmBHlrpkl6n0AJro4OjGFyJqNiHz5vPf99YBYuLw5IOwAYIDOwSK&X-Amz-Signature=ba3f940039575376a69086a5b6e68a7ec42323ecb3a5cd3e612362511a5b51b1&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Exception_Sheet.pdf%22&x-id=GetObject

Request For Bid #RFB-11EAL-209 18

15.1. If awarded an agreement as a result of the pricing proposed herein, will you extend this pricing to political subdivisions in Indiana (and notify Indianapolis Purchasing division upon initial extension to an additional subdivision)?*

Political subdivisions include cities, towns, school corporations, and county governments. If you mark

YES, you are agreeing that you are willing to extend your proposed pricing to any of these entities if they wish to purchase from any resulting Agreement.

☐ Yes

☐ No

*Response required

15.2. Will there be a freight differential required to extend pricing to political subdivisions outside

Marion County?*

☐ Yes

☐ No

*Response required

15.3. Will you agree to provide upon request but not more than quarterly, a report to the City of

Indianapolis that would include the names of;*

1. any participating political subdivisions and

2. item descriptions and quantities purchased per subdivision?

☐ Yes

☐ No

*Response required

15.4. The City of Indianapolis DOES NOT accept responsibility for purchase orders issued by other political subdivisions.*

☐ Please confirm

*Response required

5. Vehicle Specifications

5.1. Technical Specifications

The City is currently seeking bids for the purchase of SUVs, trucks, vans, and public safety vehicles -- for model years 2026 and 2027 -- equipped as advertised by

Manufacturer, to meet or exceed following minimum specifications.

5.2. Price Adjustment Clause

Price Adjustment Clause (2027 Model Year)

1. 2026 Model Year: The unit prices for 2026 model year vehicles awarded under this contract shall remain firm through the end of the 2026 model year ordering cycle.

Request For Bid #RFB-11EAL-209 19

2. 2027 Model Year: For 2027 model year vehicles, the Contractor may request a price adjustment if the manufacturer increases the price to the dealer. This adjustment is subject to the following:

o A. The request must be submitted in writing with official, verifiable documentation from the manufacturer showing the cost increase.

o B. If the manufacturer's price decreases, the contract price shall be reduced by the same percentage.

3. Application: Price adjustments will only apply to purchase orders placed after the approval of the price increase.

5.3. Chevrolet Trax LS FWD

1. ECOTEC 1.2L Turbo engine

2. 6-speed automatic transmission

3. Standard Safety package

4. Lane Change Alert with Side Blind Zone Alert

5.4. Ford Escape Active

1. Trim Level: Active

2. Engine: 1.5L EcoBoost

3. Drive: AWD / FWD

4. STANDARD UNIT PRICE

5.5. Ford Escape Plug-in Hybrid

1. Trim Level: Plug-in Hybrid

2. Engine: 2.5L iVCT Atkinson Cycle I-4 Plug-In Hybrid

3. Drive: FWD or AWD

5.6. Chevrolet Traverse LT FWD

1. 2.5L Turbo engine

2. 8-speed automatic transmission

3. FWD

4. Standard Safety package

5. Lane Change Alert with Side Blind Zone Alert

5.7. Chevrolet Traverse LT AWD

1. 2.5L Turbo engine

2. 8-speed automatic transmission

3. AWD

4. Standard Safety package

Request For Bid #RFB-11EAL-209 20

5. Lane Change Alert with Side Blind Zone Alert

5.8. Chevrolet Silverado 1500 Crew Cab, Standard Bed, WT, 4WD

1. Standard features.

2. Standard Safety package

3. Lane Change Alert with Side Blind Zone Alert

Options

1. Commercial Assist step for rear of truck bed.

2. Automatic locks and windows (if not standard)

5.9. Chevrolet Silverado 2500HD Work Truck

1. 6.6L Duramax Turbo-Diesel V8 engine

2. 4 Wheel

3. 8’ long bed

4. Crew Cab

5. Commercial Assist step. Black grip plate step. Quantity Two (2)

6. Standard Safety package

7. Lane Change Alert with Side Blind Zone Alert

Options

1. 6.6L V8 gas engine

2. Snow Plow Prep Package

3. Step installation at rear of truck bed

4. automatic locks and windows if not standard

5.10. Chevrolet Silverado 3500HD Work Truck

1. 6.6L Duramax Turbo-Diesel V8 engine

2. 4 Wheel

3. 8’ long bed

4. Crew Cab

5. Commercial Assist step. Black grip plate step. Quantity Two (2)

1. 6.6L V8 gas engine

2. Snow Plow Prep Package

5.11. Ford F-150 Pickup Truck XL

Request For Bid #RFB-11EAL-209 21

1. 3.5L EcoBoost™ V6

2. Drive: 4x4

3. 6.5' Styleside pickup box style

4. SuperCab

5. Standard Safety package

6. Lane Change Alert with Side Blind Zone Alert

A. Snowplow Prep package – 4x4 only (req. 5.0L V8 engine and Rear-Window, Fixed Privacy Glass with Defroster

B. Commercial Assist step. Black grip plate step. Quantity Two (2) C. Commercial Assist step for rear of truck bed.

D. Automatic locks and windows (if not standard)

E. Class IV Trailer Hitch F. 8’ styleside pickup box style G. 5.0L Ti-VCT V8 H. 3.5L PowerBoost™ V6 engine

5.12. Ford F-150 Pickup Truck XL (HYBRID VERSION)

1. 3.5L PowerBoost™ V6 engine

2. Drive: 4x4

3. 6.5' Styleside pickup box style

4. SuperCab

1. Snowplow Prep package – 4x4 only (req. 5.0L V8 engine and Rear-Window, Fixed Privacy Glass with Defroster

2. Commercial Assist step. Black grip plate step. Quantity Two (2)

3. Class IV Trailer Hitch

4. 8’ styleside pickup box style

5.13. Ford SuperDuty F-250 Pickup Truck XL

1. 6.7L 4V OHV Power Stroke® V8 Turbo Diesel B20 engine

2. Drive Type: 4x4

3. 6.75’ Styleside pickup box style

4. Crew Cab

5. Trailer Hitch Class V

Request For Bid #RFB-11EAL-209 22

1. Snowplow Prep package – (w/6.7L Power Stroke® Diesel engine includes 240 Amp Alternator (67D)) requires 4x4

2. Commercial Assist step. Black grip plate step. Quantity Two (2)

3. Bed Delete

4. Extended 8’ bed

5. 6.8L 2V DEVCT NA PFI V8 Gas engine

6. 7.3L 2V DEVCT NA PFI Gas engine

7. 6.7L High Output Power Stroke® V8 Turbo Diesel B20 engine

5.14. Ford SuperDuty F-350 Pickup Truck XL

1. 6.7L 4V OHV Power Stroke® V8 Turbo Diesel B20 engine

2. Drive: 4x4

3. 8' Long Bed

4. Crew Cab

5. Class 5 Hitch

1. Snow Plow Prep package – requires 4x4

2. Commercial Assist step. Black grip plate step. Quantity Two (2)

3. Bed Delete

4. 6.8L 2V DEVCT NA PFI V8 Gas engine

5. 7.3L 2V DEVCT NA PFI Gas engine

6. 6.7L High Output Power Stroke® V8 Turbo Diesel B20 engine

5.15. Ford SuperDuty F-450 Pickup Truck XL

1. 6.7L 4V OHV Power Stroke® V8 Turbo Diesel B20 engine

2. Drive: 4x4

3. 6.75’ Styleside pickup box style

4. Class 5 Hitch

5. Crew Cab

6. Standard Safety package

7. Lane Change Alert with Side Blind Zone Alert

Options

1. Snowplow Prep package – (w/6.7L Power Stroke® Diesel engine includes 240 Amp Alternator (67D) requires 4x4

2. Commercial Assist step. Black grip plate step. Quantity Two (2)

3. 6.7L High Output Power Stroke® V8 Turbo Diesel B20 engine

4. Bed Delete

Request For Bid #RFB-11EAL-209 23

5.16. Ford Chassis Cabs

1. SuperDuty F-350, F-450, F-550, F-600

2. Trim Level: XL

3. Engine: 6.7L Power Stroke® V8 Turbo Diesel Engine

4. Drive: 4x2

5. Drive: 4x4

6. Cab: Crew

7. Standard Safety package

8. Lane Change Alert with Side Blind Zone Alert

1. Snowplow Prep package – (w/6.7L Power Stroke® Diesel engine includes 240 Amp Alternator (67D)) requires 4x4

2. Class 5 Hitch

3. 7.3L OHV PFI V8 Gas Engine

5.17. Ford E Transit Cargo Van

1. T-350

2. Electric Motor

3. RWD

4. Roof: Low, Medium, High

5. Doors: 180-degree 50/50 swing-out rear cargo doors

6. Wheel Base: Regular, Long, Long-EL

7. Standard Safety package

8. Lane Change Alert with Side Blind Zone Alert

5.18. Ford Transit Cargo Van

1. XL (Full Size LWB), T-150, T-250, T-350

2. 3.5L EcoBoost V6

3. AWD

4. Roof: Low, Medium, High

5. Doors: 180-degree 50/50 swing-out rear cargo doors

6. Wheel Base: Regular, Long, Long-EL

1. Dual Alternators

2. 3.5L PFDi V6

3. 50/50 hinged rear door w/253 degree opening

5.19. Ford Transit Passenger XL

1. XL Van Full Size

Request For Bid #RFB-11EAL-209 24

2. 3.5L EcoBoost® V6

3. AWD

4. Roof: Low, Medium, High

5. Doors: 50/50 Hinged Rear Door, 180-degree Opening (Windows all around)

6. Wheel Base: Long, Extended

1. High Output Alternator

2. 3.5L PFDI V6

5.20. Chevrolet 3500 Express Cargo Van

1. Trim Level: RWD

2. Engine: 4.3L V6 engine

3. Door: Swing-out passenger-side door

4. Wheel base: Regular, Extended

1. 6.6L V8 Vortec®

2. Swing-out rear cargo door windows

3. Swing-out rear side door and rear door windows

4. Sliding passenger-side door

5.21. Chevrolet 3500 Express Passenger Van

1. Trim Level: LS, Regular RWD

2. Engine: 4.3L V6 engine

3. Power Heated Exterior Mirrors

4. Swing-out passenger side door

5. Wheel base: Regular, Extended

1. Sliding passenger-side door

2. HD Trailering Package

3. 6.6L V8 Vortec® engine

5.22. Dodge Durango…