REQUEST FOR BID
CARGO VAN – #PUR0120-160
CITY OF CEDAR RAPIDS, IOWA – FLEET SERVICES DIVISION
January 22, 2020
SECTION 1.0 - NOTICE OF REQUEST FOR BIDS (RFB)
1.1 Scope of Work - The City of Cedar Rapids is seeking bids from qualified Vendors for the purchase and delivery of
one (1) 2020 Cargo Van for the Fleet Services Division. This vehicle will be used by the Parks and Recreation
Department. Complete specifications are listed on the Bid Pricing Form, Attachment B.
1.2 RFB Timeline
Name of the Bid
Cargo Van, #PUR1219-146
Date of Issuance
Deadline for Questions
Wednesday, January 22, 2020
Friday, January 31, 2020 at 3:00 pm CST
Deadline for Bid Submittal
Friday, February 7, 2020 before 3:00 pm CST
Bids time stamped 3:00 pm or after are late
Recommendation for Award
Week of February 10, 2020
Submit Bid to:
Submit in a sealed envelope.
Address exactly as stated.
Purchasing Services Office Hours 8am to 5pm,
Sealed Bid: Cargo Van, #PUR0120-160
Purchasing Services Division-City Hall
101 First Street SE
Cedar Rapids IA 52401
Method of Submittal
US Mail, Overnight Delivery or In Person
Electronic and fax proposals are not acceptable
Contact Person, Title
Ann Harris, Purchasing Agent
Phone/ Fax Numbers
1.3 The City is not responsible for delays occasioned by the U.S. Postal Service, the internal mail delivery system of the
City, or any other means of delivery employed by the Bidder. Similarly, the City is not responsible for, and will not
open, any bid responses that are received on or after the time stated above. Late submittals will be retained in
the RFB file, unopened. No responsibility will be attached to any person for premature opening of a bid not
1.4 Bids will be publicly opened on Friday, February 7, 2020 at 3:00 pm CST (our clock) in City Hall, 101 First Street SE,
Cedar Rapids 52401. The main purpose of this opening is to read the name(s) of the Bidders(s) and the submitted
pricing, not to serve as a forum for determining the apparent low bidder(s).
1.5 Bids will be evaluated promptly after opening. After an award is made, a bid tabulation summary will be sent to
all companies who submitted a bid. Bid results will not be given over the telephone or prior to award. Bids may
be withdrawn any time prior to the scheduled closing time for receipt of bids; no bid may be modified or withdrawn
for a period of sixty (60) calendar days thereafter.
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SECTION 2.0 - INSTRUCTIONS TO BIDDERS
2.1 FEDERAL FUNDING PROVISIONS
This Project is not federally funded.
2.2 Whenever used in this RFB the following terms shall have the meaning given as follows: City shall mean the City of
Cedar Rapids, Iowa. Vendor/Contractor shall mean the company providing and delivering the Cargo Van to the
Fleet Services Division.
2.3 A company representative who is authorized to bind the Company will sign on behalf of the company to indicate
to the City that you have read, understand and will comply with the instructions and all terms and conditions stated
in this Request for Bid and all attachments.
2.4 Insurance Requirements
Vendor, at its own expense, shall procure and maintain workers compensation, general liability and automobile
liability insurance so as to cover risks which shall arise directly or indirectly from Vendor’s obligations and activities.
The Vendor shall furnish the City with a copy of the Certificate of Insurance as proof of the Vendor’s insurance
policies, if requested by the City.
2.5 This Request for Bid does not commit the City to make an award, nor will the City pay any costs incurred in the
preparation and submission of bids, or costs incurred in making necessary studies for the preparation of bids.
Any matter of this bid package that requires explanation or interpretation must be inquired into by the Bidder in
writing by Friday, January 31, 2020 at 3:00 pm, CST. FAX or E-MAIL all questions to Ann Harris 888-815-3659 or
firstname.lastname@example.org. Any and all questions will be responded to in the form of written addenda to all
Bidders. All addenda that you receive shall be acknowledged and dated on the bottom of the Signature Page Form
(Attachment A). All Addenda will be posted on the City’s website. It is the Bidder’s responsibility to check for
addenda. Verbal information obtained otherwise will NOT be considered in awarding of bids.
2.7 Exceptions to Documents
The Bidder shall clearly state in the submitted bid any exceptions to, or deviations from, the minimum bid
requirements, and any exceptions to the terms and conditions of this RFB. Such exceptions or deviations will be
considered in evaluating the bids. Bidders are cautioned that exceptions taken to this RFB may cause their bid to
2.8 Silence of Specifications
Commercially accepted practices shall apply to any detail not covered in the specification and to any omission of
the specification. Any omission or question of interpretation of the specification that affects the performance or
integrity of the goods being offered shall be addressed in writing and submitted with the Bid.
2.9 Incomplete Information
Failure to complete or provide any of the information requested in this Request for Bid, including references,
and/or additional information as indicated, may result in disqualification by reason of "non-responsiveness".
2.10 In the event of conflict, the Special Terms and Conditions shall take precedence over the General Terms and
Conditions, included herein.
Be advised that any conversations (in reference to this RFB) between bidders and any City employee, City official
or City Project Manager, outside of the Purchasing Services Division, during the entire competitive bidding process
is strictly prohibited. Such actions will result in removal of the Vendor from the vendors list and rejection of the
Vendor’s bid. The ONLY official position of the City is that position which is stated in writing and issued by the
Purchasing Services Division. No other means of communication, whether written or oral, shall be construed as
a formal or official response statement.
DOCUMENTS TO BE SUBMITTED WITH THE BID
1. BID SIGNATURE PAGE – ATTACHMENT A
2. BID SUBMITTAL FORM – ATTACHMENT A
3. LOCAL BUSINESS CERTIFICATE, IF APPLICABLE – ATTACHMENT A
4. DESCRIPTIVE LITERATURE-PAGE 17
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SECTION 3.0 - SPECIAL TERMS AND CONDITIONS
3.1 Payment Terms and Invoice Submittal
3.1.1 Payment terms for the Vehicle shall be net forty-five (45) days upon receipt of an acceptable original
invoice and after the Vehicle is received, inspected and accepted and all required documentation is
received in a format acceptable to the City.
3.1.2 Invoices shall include the following information:
Vendor name and address
Date of Delivery
City PO number
Description of the Vehicle, including the VIN #
The total amount being invoiced
The Project Number (#PUR1219-146)
3.1.3 Surcharges (i.e. fuel surcharges, restocking) shall NOT be allowed to be added to invoices as an additional
3.1.4 All invoices and supporting documentation shall be submitted at the intervals as agreed upon:
a) In a pdf format via e-mail to: email@example.com
b) Via US mail to: City of Cedar Rapids, Finance Department – Accounts Payable,
101 First Street SE, PO Box 2148, Cedar Rapids, IA 52406-2148.
3.1.5 The City may withhold payment for reasons including, but not limited to the following:
a) Vehicle that is defective, inaccurate, flawed, unsuitable, nonconforming or incomplete due to
negligence of the Vendor;
b) Damage for which Vendor is liable;
c) Valid liens or claims of lien;
d) Valid claims of Subcontractors or other persons;
e) Delay in the delivery of the Vehicle;
f) Inability of Vendor to complete the delivery of the Vehicle;
g) Failure of Vendor to properly complete or document any pay request or invoice;
h) The cost to City, including attorneys’ fees and administrative costs, of correcting any of the aforesaid
3.2 Treatment of Documents and Records - Access/Retention
The Vendor shall maintain all accounting records and other documentation generated in providing the
goods/equipment under this Bid.
The City or any duly authorized representative of the City shall have access to all such information for the purpose
of inspection, audit and copying during normal business hours. All such information shall be retained for five (5)
years from the date of final payment and after all other pending matters under regarding this purchase are closed.
This access shall be made available to the City or duly authorized agent and shall be considered incidental to the
Scope of Work contained herein. As such, there shall be no additional compensation allowed the Vendor for
maintaining this information and allowing the herein described access.
3.3 If Project is funded in any way utilizing Federal Funds the Contractor acknowledges that it may be required to
submit to an audit of funds paid through the Contract and as may be conducted in accordance with provisions of
the Office of Management and Budget Circular A-133 (Audit of States, Local Government and Non-Profit
3.4 Estimated Quantities
The City reserves the right to order decreased or increased amounts from those specified. However, the estimates
are as accurate as we are able to determine. Actual quantities, whether lesser or greater than estimated, will not
affect the prices as bid.
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SECTION 4.0 - VEHICLE REQUIREMENTS
For purposes of this bid and subsequent awards, City holiday closures are typically New Year’s Day,
President’s Day, Good Friday, Memorial Day, Independence Day, Labor Day, Veteran’s Day, Thanksgiving
Day and the day following, Christmas Eve and Christmas Day. Deliveries generally will not be accepted on
The delivery time or completion date, as stated in the Bid Submittal Form, shall be the time required to
deliver the complete item(s) after the receipt of the order or award of the Contract. Where multiple items
appear on a Bid or Proposal request, the Bidder shall, unless otherwise stated by the City, show the
delivery time for each item separately.
It is mandatory that once the dealership has received the purchase order and the order is placed, a copy
of the “Order Dora” or a document from the manufacturer stating that the vehicle ordered was placed
on a certain date MUST be sent to Joy Huber, Fleet Services Manager within 10 calendar days after the
vehicle order has been placed.
After the build date and final delivery date has been determined between the awarded bidder and the
factory, notice (in writing) must be given to Joy Huber, Fleet Services Manager. If the delivery date
changes and no notice is given to the City of that change, the lack of notice will be reflected in the
dealership’s performance when future proposals are awarded.
4.1.5 New Vehicle Pre-Delivery Service is to be performed before the new vehicle is delivered to the City and
shall include but may not be limited to the following services:
a) All fluid levels checked and maintained with the proper grade and type of fluids.
b) All vehicles shall have a minimum of 10 gallons of fuel at the time of the delivery/inspection.
c) Pre-delivery inspection and service on the vehicles.
d) The interior of all units shall have been cleaned and the exterior washed.
e) The City shall assume that when the vehicle is delivered, inspection completed and final acceptance
is given, said vehicle(s) is ready for immediate and continuous operation.
f) Vehicle delivery shall not take place during inclement weather that could result in permanent damage
to the vehicle.
Delivery, inspection and acceptance of all Vehicles shall be completed by either the Commercial Account
Manager or an appropriate Dealer Representative who is authorized and able to complete a thorough
inspection of the specified vehicle and who is authorized to sign off on any necessary paperwork to
complete the transfer of title for the vehicle. If a proper Dealer Representative is not offered when
inspection is to be handled, the City has the right to reject delivery and reschedule inspection and
acceptance of said vehicle.
4.1.7 The following items will be prepared and delivered to the City of Cedar Rapids at time of delivery:
a) Warranty documentation made out to the City of Cedar Rapids.
b) All appropriate equipment service instructions and warranty instructions.
c) One (1) complete set of manuals is required - online or CD are acceptable. Manual set shall include
1) Shop manual with electrical schematics
2) Parts manual
3) Service manual
4) Operators manual
5) Owner’s manual
d) Keys – three (3) for each lock on vehicle
e) Copy of original City Purchase Order
f) Manufacturers Certificate of Origin
4.1.8 The City will withhold payment for the unit until the manuals are delivered as required above. In addition
to other factors affecting acceptance, the system will not be considered as acceptable to the City of Cedar
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Rapids if any document listed above has not been prepared and delivered. Delivery of vehicle is by
Fleet Services Manager
500 15th Ave SW
Cedar Rapids, IA 52404
4.2 Inspection and Acceptance
The Dealer shall arrange a final inspection of the unit with Joy Huber, Fleet Services Manager, prior to
final acceptance by the City. If it is found that the unit does not conform to the specifications as written,
the City reserves the right not to accept the unit until such time as all corrections have been made by the
Dealer so as to meet the specifications. If rejection of unit occurs, all costs (transportation, fuel, etc.) shall
be at the expense of the Contractor until the City finds the vehicle fully acceptable according to the agreed
The City of Cedar Rapids reserves the right to schedule factory visit(s) during construction of the vehicles.
The City will be responsible for all travel arrangements as well as travel expenses. Do not include any
travel expenses in your proposal.
4.3 Vehicle Title
Please register and title all vehicle and equipment documents as follows:
City of Cedar Rapids
101 1st Street SE
Cedar Rapids, IA 52401
4.4 Exceptions to Documents
The Bidder shall clearly state in the submitted bid any exceptions to, or deviations from, the minimum bid
requirements, and any exceptions to the terms and conditions of this RFB. Such exceptions or deviations
will be considered in evaluating the bids. Bidders are cautioned that exceptions taken to this RFB may
cause their bid to be rejected.
The specifications contained herein cover only the general requirements as to the type of equipment
required. All parts not specifically mentioned but which are necessary to provide a complete unit shall be
provided by the successful bidder at the bid price and shall conform in strength, quality of material and
workmanship that is normal to the product being bid.
4.4.3 All exceptions shall be stated no matter how seemingly minor. The following requirements shall be strictly
a) Exceptions will be considered if they are equal to or superior to that specified and provided they are
listed and fully documented and explained on a separate page that shall be entitled: "EXCEPTIONS
TO SPECIFICATIONS". The exception list shall refer to the heading & specification item number (i.e.
Engine, item #6);
b) Bids taking total exception to specifications will not be accepted.
c) Vehicles will be inspected upon delivery for compliance with specifications. Deviations shall not be
allowed and shall be cause for rejection of unit unless they were originally listed in supplier’s bid and
accepted in writing by the City of Cedar Rapids.
4.5 Equipment Shall Be Most Recent Model Available
The vehicle and equipment being offered shall be the most recent model available. Any optional components
which are required in accordance with the Specifications shall be considered standard equipment for purposes of
this bid. Demonstrator models will not be accepted. Omission of any essential detail from these Specifications
does not relieve the Contractor from furnishing a complete unit. The unit shall conform to all applicable OSHA,
State of Iowa and Federal safety requirements. All components, including but not limited to assists, wiring,
accessory mounting, parts, connectors and adjustments are to be in accordance with current standards and
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