Towing and Recovery Services

Agency:	City of Suffolk
State:	Virginia
Type of Government:	State & Local
NAICS Category:	488410 - Motor Vehicle Towing
Posted Date:	Apr 8, 2024
Due Date:	May 9, 2024
Solicitation No:	Bid No. 24106-JT
Bid Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

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INVITATION FOR BID

City of Suffolk

IFB #24106-JT

April 8, 2024

Purchasing Division

442 West Washington Street, Room 1086

Suffolk, VA 23434

Phone: (757) 514-7520 Fax: (757) 514-7524

Towing and Recovery Services

SCOPE OF WORK – The intent of this Invitation for Bid is to enter into an agreement with one or

more qualified contractor(s) to furnish Towing and Recovery Services for City-Maintained

Vehicles for the Department of Public Works’ Fleet Management Division. Services shall be

provided on an as needed basis.

Bid Due: 3:00 p.m. May 9, 2024

Contract Officer: ________Julie Turner____________________________

Julie Turner, CPPB, NIGP-CPP, VCA, Senior Buyer, jeturner@suffolkva.us

The Senior Buyer, Julie Turner is the Contract Officer for the City of Suffolk with respect to this IFB. All

questions and/or comments should be directed to her at this email address: jeturner@suffolkva.us. The

respondents to this IFB shall not contact, either directly or indirectly, any other employee or agent of the City

regarding this IFB. This prohibition shall also extend to the Suffolk City Council and other elected City officials.

Any such unauthorized contact may disqualify the bidder from the procurement. All questions must be in

writing and received five (5) business days prior to the bid opening.

** SUBMIT ENTIRE IFB AS YOUR BID PACKAGE**

Sealed bids subject to the conditions and instructions contained herein, will be received at the

office of the Purchasing Agent listed above, until the time and date shown above (local prevailing

time), for furnishing the items or services described in the bid.

Company Name:

Address:

City / State / Zip:

Telephone:

FAX No.:

E-mail:

Print Name:

Title:

Signature:

Date:

IFB 24106-JT

Page 1

TABLE OF CONTENTS

Towing and Recovery Services

SECTION:

1.0 PURPOSE ............................................................................................................................ 4

2.0 COMPETITION INTENDED ............................................................................................. 4

3.0 CONTRACT PERIOD......................................................................................................... 4

4.0 SCOPE OF WORK ........................................................................................................... 4

5.0 ADDITIONAL INSTRUCTIONS....................................................................................... 9

6.0 CONTRACT TERMS AND CONDITIONS .................................................................. 14

BID FORM ................................................................................................................................... 21

EXCEPTIONS PAGE................................................................................................................... 28

ANTICOLLUSION/NONDISCRIMINATION/DRUG FREE WORKPLACE CLAUSES ....... 29

PROOF OF AUTHORITY TO TRANSACT BUSINESS IN VIRGINIA .................................. 30

INSURANCE REQUIREMENTS................................................................................................ 31

IFB 24106-JT

Page 2

In compliance with this Invitation for Bid (IFB), and subject to all the conditions thereof, the

signatory offers, if this bid is accepted within ninety (90) calendar days from the date of the

opening, to furnish any or all of the items and/or services upon which prices are quoted, at the

price set opposite each item, to be delivered at the time and place specified herein. The above

signature certifies the bidder has read, understands, and agrees to all terms, conditions, and

requirements of this bid, and is authorized to contract on behalf of firm named above.

IF YOU NEED ANY REASONABLE ACCOMMODATION FOR ANY TYPE OF DISABILITY IN

ORDER TO PARTICIPATE IN THIS PROCUREMENT, PLEASE CONTACT THIS DIVISION AS

SOON AS POSSIBLE.

BID OPENING

Bids shall be publicly opened and read aloud on the date that the bids are accepted. Public

opening will be held on May 9, 2024 at 3:00 PM (local prevailing time), in the City of Suffolk City

Hall, Purchasing Conference Room, located at 442 W. Washington Street, Suffolk, VA

23434-5237.

SUBMITTALS

Bidder should submit the entire IFB as their bid package.

ALL BIDS MUST BE SUBMITTED TO PURCHASING PRIOR TO 3:00 P.M., May 9, 2024

Mark outside of mailing envelope or hand delivered envelope as follows:

“IFB 24106-JT – Towing and Recovery Services”

Company Name

Closing Date and Time

Note: Any bidder failing to mark the outside of the envelope, as set forth herein may not be

entitled to have their bid considered.

Address responses and deliver to: City of Suffolk

Attn: Purchasing Division

442 W. Washington Street

Suffolk, VA 23434

IFB 24106-JT

Page 3

1.0 PURPOSE

The intent of this Invitation for Bid is to acquire one or more qualified contractor(s) to

furnish all labor, materials, equipment, facilities, supplies, etc. necessary to provide

“general” towing services of City-maintained vehicles for the Department of Public Works’

Fleet Management Division in accordance with all specifications, terms, and conditions

herein. City-maintained vehicles shall include all vehicles/equipment currently owned,

rented, leased, and maintained by the City of Suffolk.

Coverage area for towing services shall include all areas within the boundaries of the City

of Suffolk----approximately 429 square miles. If requested, the contractor may be required

to provide services for vehicles outside of the City limits.

This contract is for City vehicles only and does not include towing services requested by

the City’s Police Department for all other vehicles/equipment.

2.0 COMPETITION INTENDED

It is the City’s intent that this Invitation for Bid (IFB) permits competition. It shall be the

bidder’s responsibility to advise the Purchasing Agent in writing if any language

requirement, specification, etc., or any combination thereof, inadvertently restricts or limits

the requirements stated in this IFB to a single source. Such notification must be received

by the Purchasing Agent not later than five days prior to the date set for bids to close.

3.0 CONTRACT PERIOD

The contract shall cover the period beginning June 1, 2024 and continuing through May

31, 2025.

The City reserves the option to renew the agreement for four (4) additional one-year

periods ending May 30, 2029. Unless notified in writing thirty (30) days prior to the

expiration date, the contract will automatically renew during these periods.

Initial rates and subsequent renewal rates must be guaranteed for a minimum of 12

months. Any request for an increase in rates following the initial contract period shall be

determined by the percentage defined in the “Transportation” Category of the PI-W section

of the Consumer Price Index of the United States Bureau of Labor Statistics for the latest

twelve (12) months for which statistics are available. Price increases shall be justified in

writing and must be approved by the City. The City does not guarantee any rate increase.

4.0 SCOPE OF WORK

4.1 General Specifications

The contractor shall:

A. Provide towing and recovery services for City-maintained vehicles, to

include passenger vehicles, refuse trucks, dump trucks, fire apparatus,

ambulances, and buses, as well as construction and industrial type

equipment such as excavators, tractors with rear and/or side mounted

mowing machinery, etc.

IFB 24106-JT

Page 4

B. In addition to towing services, the Contractor will be required to provide

“transport” services with pricing based upon hours spent loading and

unloading vehicle(s) and mileage from the point of pickup to the point of

delivery. Any vehicle/apparatus to be hauled outside of the City of Suffolk

will be transported using a flat bed, low boy, etc. Off-road equipment will

be transported, rather than towed.

C. Be responsible for determining the appropriate wrecker to be sent on any

call. The City employee requesting the service will describe the

circumstances of the situation in sufficient detail to allow the towing

contractor to respond appropriately.

D. Be available and in compliance with the terms of this agreement twenty-

four (24) hours per day, seven (7) days per week, including weekends and

holidays.

E. The Contractor shall be available (easily reached) twenty-four hours per

day, seven (7) days per week regardless of the communication system

used. It is not necessary that the system be a “manned radio dispatch

system”; however, an answering service or telephone paging service will

not be acceptable.

F. Have a forty-five (45) minute response time after services are requested,

unless otherwise approved by the City.

G. Be responsible for towing City vehicles and equipment in the following

classes. Award of contract may be split between “light” and “heavy” towing

services.

1. Light Towing

Light-Duty Towing shall include vehicles categorized as Class 1 and

Class 2 as determined by the Department of Transportation (DOT)

Classification based on Gross Vehicle Weight (GVW).

Class 1:

GVW shall be 6,000 pounds or less with four (4) tires

for Class 1 and shall include passenger vehicles, light

trucks, minivans, etc.

Class 2:

GVW shall be between 6,001 and 10,000 pounds with

four (4) tires and shall include full size pickups, sport

utility vehicles, and full size vans.

2. Heavy Towing

Heavy-Duty Towing shall include both “Medium Duty” (Classes 3

through 6) “Heavy Duty” (Class 7) and “Super Heavy Duty” (Class

8) towing services as determined by DOT Classification. Classes

IFB 24106-JT

Page 5

Bid Number:	24106-JT
Bid Title:	Towing and Recovery Services
Category:	Purchasing Bid Board Posting
Status:	Open

Towing and Recovery Services

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