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This is an Invitation for Bid (IFB) from the City of Dayton, Ohio, for the supply and installation of dump truck tarp systems. The contract will be for a period of three years with options to renew. Bids must be submitted electronically as a PDF to ***@***. *. * no later than 3:00 PM local Dayton OH time on April 14, 2026. Vendors must submit a current W9 and a completed vendor application form if not already registered. The bid form enclosed with the IFB must be used. All federal, state, and local laws regarding competitive bidding apply. Pricing 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 must state manufacturer and model numbers and send descriptive literature. The City reserves the right to reject any or all bids. An 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. Installation is to be performed at the City of Dayton Fleet Management Facility. Vendors must identify the types of tarp systems they can supply and install, including manual, electric, and hydraulic systems, as well as replacement tarps and repairs. Detailed specifications for proposed systems are required. Vendors must also provide information on their experience, including years of experience, experience with grapple or loader trucks, and examples of municipal or fleet customers. Pricing should be provided for supply and installation of tarp systems, replacement tarps, installation labor, repair labor, service calls, and parts markup. All work must be authorized by Fleet Management prior to commencement. A manufacturer's standard warranty is required for all tarp systems and installation work. The contract will be awarded to the lowest and best bidder, considering pricing, vendor experience, and installation capability. Service response time for service calls is within 24 hours, and repair scheduling is within 72 hours.
The bid notice states that electronic PDF bids must be received in the Division of Procurement no later than 3:00 p. m. local Dayton OH time on April 14, 2026.
The bid notice mentions that the City of Dayton utilizes PCards (MasterCard) for many low-dollar purchases under any applicable price agreements, and asks vendors to bid accordingly. It also states that cash discount terms will be effective from the date of actual receipt and acceptance of items or from receipt of a correct and acceptable invoice, whichever is later.
The bid notice states that all tarp systems and installation work shall include the manufacturer's standard warranty, and the vendor shall correct installation defects or failures resulting from improper installation at no cost to the city.
The bid notice states that the contract will be awarded to the vendor determined to be the lowest and best bidder, taking into consideration pricing, vendor experience, installation capability, and ability to meet the city's operational needs.
The bid notice requires vendors to submit a current copy of their W9 with the bid and to have a completed vendor application form on file with the City of Dayton before any purchase order or contract can be awarded. Additionally, vendors must have a current Affirmative Action Assurance form on file and approved by the City of Dayton Human Relations Council prior to any award.
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. It also mentions that failure to meet service and scheduling expectations may be considered in vendor performance evaluations and future contract considerations.
