This is an Invitation for Bid (IFB) from the City of Dayton, Ohio, for a 3/4 ton pickup truck with a liftgate. Electronic PDF bids must be submitted to ***@***. *. * no later than 11:00 a. m. local Dayton time on March 30, 2026. Bidders must submit a current W9 and a completed vendor application form if not already on file. The bid form enclosed with the IFB must be used. Pricing must remain firm from April 1, 2026, to March 31, 2027, with an option to renew for an additional 12 months. All federal, state, and local laws regarding competitive bidding apply. Bids must include all shipping costs to the point of delivery. The City of Dayton is exempt from federal excise taxes and state retail sales taxes. Vendors are requested to provide manufacturer and model numbers, along with descriptive literature. The City reserves the right to reject any or all bids, waive irregularities, or accept the bid deemed in the best interest of the City. A signed Equal Opportunity Affirmative Action Assurance form must be on file with the City of Dayton Human Relations Council before an order or contract can be issued. Delivery of on-the-lot vehicles must be within 90 calendar days after receipt of a purchase order, and order bank vehicles within 120 to 150 calendar days. Bidders must provide detailed warranty information, including service locations within Ohio. All bids must be submitted as a PDF, and if the document exceeds 20MB, it must be sent in multiple emails.
The bid notice states that on-the-lot vehicles must be delivered within ninety (90) calendar days after receipt of a purchase order, and vehicles ordered through a manufacturer's order bank must be delivered within one hundred twenty (120) to one hundred fifty (150) calendar days after receipt of a purchase order, subject to manufacturer production schedules. The bid document also mentions that the closing datetime for bids is March 30, 2026, at 11:00 AM Dayton local time.
The bid notice indicates that cash discount terms will be effective from the date of actual receipt and acceptance of the items purchased, or from receipt of a correct and acceptable invoice, whichever is later. It also mentions that if terms do not agree with the quotation, the City of Dayton, Division of Procurement, should be notified immediately.
The bid notice specifies that bidders must guarantee that all manufacturer warranty services will be honored at authorized and franchised dealer service centers located within the state of Ohio. Warranty service must be available at one or more authorized service locations reasonably accessible to the City of Dayton for the duration of the warranty period. The bid must include detailed warranty service contact information. The vehicle shall carry the manufacturer's standard commercial warranty coverage at a minimum of 3 years/36,000 miles bumper-to-bumper and 5 years/60,000 miles powertrain. The liftgate requires a manufacturer's standard warranty of a minimum of 1 year parts and labor, and the ladder rack and tool boxes require a manufacturer's standard warranty. An installation workmanship warranty of a minimum of 1 year is also required for all installed equipment.
The City of Dayton reserves the right to accept the bid or bids which, in the judgment of Roper officials, is to the best interest of the City. Warranty acceptance is subject to the approval of the Fleet Manager and will be a key factor in determining the lowest and best bid.
Bidders must submit a current copy of their W9 with the bid. If not registered with the City of Dayton, a complete vendor application form must be submitted. Bidders must be dealers located within the state of Ohio and must be direct employees of the dealership. Third-party bids will not be considered. All bidders must have the ability to enter orders directly into the manufacturer's order bank without any third-party involvement. Proof of this capability, along with proof of dealership employment and location, must be included in the bid submission. The dealership's sales representative responsible for the bid must be present onsite during vehicle delivery. A hard paper copy invoice must be provided at the time of delivery. Bidders must also have a current affirmative action assurance form on file and approved by the City of Dayton Human Relations Council.
The bid notice states that in case of default by the vendor, the City of Dayton may procure the items from other sources, and the vendor shall be responsible for any excess costs occasioned thereby. Failure to meet the applicable delivery requirements may result in remedies as provided in the contract. Failure to comply with terms may result in bid rejection.
