Purchase of (ELEVEN) 11 new 3500 van cutaway chassis with high top HVAC service body

The Gila River Indian Community Procurement Department is seeking to procure eleven new 3500 van cutaway chassis units with high-top HVAC service bodies through an Invitation for Bids (IFB-0635-DPW). The vehicles must have specific technical requirements, including white exterior, gasoline engines with minimum 275 horsepower, automatic transmission, dual rear wheels, and comprehensive safety features such as backup alarms, fire extinguishers, and backup cameras. Key deliverables include vehicles with HVAC service bodies featuring specific interior dimensions, locking tool boxes, LED lighting, refrigerant bottle racks, receiver hitches, and ladder racks. The procurement timeline includes several critical dates: questions are due by January 13, 2026 at 4:00 PM, question responses will be issued by January 16, 2026 at 5:00 PM, and bid submissions are required by February 9, 2026 at 11:00 AM, with bid opening scheduled for 11:30 AM that same day. Vendor selection is anticipated for February 17, 2026, with notifications expected by February 27, 2026, and full vehicle delivery required no later than forty-five days after contract execution or by September 30, 2026.

The solicitation includes specific preferences for Native American-owned businesses, with Gila River Indian Community-owned enterprises or enrolled tribal members owning at least 51 percent of a business receiving preferential consideration if their bid is within a specified percentage of the lowest responsive bid. Vendors must obtain a Tribal Business License before contract execution and maintain comprehensive insurance coverage, including $1,000,000 commercial general liability and $500,000 garage liability. Warranty requirements are robust, including three-year/36,000-mile bumper-to-bumper coverage, five-year/60,000-mile drivetrain coverage, and twelve-month coverage on the HVAC body. Subcontracting is permitted with prior approval, and vendors must provide manufacturer authorization certification. While a specific budget range is not explicitly stated, the procurement requires firm, fixed pricing that includes labor, equipment, materials, and freight, with vendors expected to pass along any manufacturer price decreases or rebates to the Gila River Indian Community. The contract will be governed by Gila River Indian Community law, with all submissions required to be made electronically through the Bonfire e-Procurement platform.