INVITATION FOR BID (IFB)
Name of Good or Service Requested:
CITY VEHICLES
Contents:
A. Summary of Invitation for Bid
B. Instructions to Bidders
C. Contract Requirements and Specifications
D. Pricing and Addendum
E. Standard Terms and Conditions
F. Intent to Respond Form
G. Questions
H. Protests
Attachment A – Master Q & A Form
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A. Summary of Invitation for Bid
This bid is for the purpose of entering into a contract for City Vehicles for the City
of Billings. The successful bidder agrees to provide the City of Billings with an
acceptable quality of equipment/service, performance and workmanship as
determined by the City of Billings.
It is the purpose of this bid to obtain the best quality of equipment/service at the
most favorable price to the City of Billings. Consideration will be given for the level
of service offered and ability to meet stated specifications as outlined in the
contract documents.
The lowest bid need not be accepted if it is documented that a specific supplier in
the past has been a poor performer or has provided poor goods.
B. Instructions to Bidders
Sealed bids entitled City Vehicles for the City of Billings Fleet Services
Department, Billings, Montana, will be received by the City Clerk up until 2:00 PM
(MST) on Tuesday August 6, 2024.
All bids may be submitted to the Billings City Clerk, via email at
bids@billingsmt.gov or via mail or delivery at 210 N. 27th Street, Billings, MT
59101 (P. O. Box 1178, Billings, MT 59103). Bids will be publicly opened and read
aloud via Facebook Live on the City’s Facebook page:
https://www.facebook.com/Billings-MT-City-Government-74352842013/. Bid
tabulations will be posted for public viewing after the bids have been opened.
More specific additional information regarding this invitation for bids may be
obtained by contacting Nick Westburg Fleet Manager via telephone at 406-657-
8229, or via email at westburg@billingsmt.gov.
No bids may be withdrawn after the scheduled time for the public opening of bids,
which is 2:00 PM (MST) on Tuesday, August 6, 2024.
The right is reserved to reject any or all bids received, to waive irregularities, to
postpone the award of the contract for a period of not to exceed sixty (60) days,
and to accept that bid which is in the best interests of the City of Billings, Montana.
The City of Billings is an Equal Opportunity Employer. The Contractor and
subcontractor shall abide by the requirements of 41 CFR 60-300.5(a) and 41 CFR
60-741.5(a), which prohibit discrimination against qualified protected veterans
and/or qualified individuals on the basis of disability, and requires affirmative action
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by covered prime contractors and subcontractors to employ and advance in
employment qualified protected veterans and individuals with disabilities.
EXAMINATION OF DOCUMENTS
Before submitting a bid, the bidder shall:
a. Carefully examine the Standards and Specifications as well as all other
attached documents;
b. Fully inform themselves of the existing conditions and limitations;
c. Include with the bid sufficient information to cover all items required in the
specifications.
BID COMPLIANCE
It shall be the responsibility of the bidder to see that all bids are submitted to the
office of the City Clerk before 2:00 PM (MST) on Tuesday, August 6, 2024.
BID MODIFICATIONS
Bids shall be made on the forms provided herein; they shall not contain any
recapitulation of the work to be done. Modifications, additions or changes to the
terms and conditions of this Invitation for Bid may be cause for rejection of the bid.
Bids submitted on other forms may be rejected.
INTERPRETATION PRIORITY
Should a bidder find discrepancies in, or omissions from, the specifications, or be
in doubt as to their meaning, bidder shall notify Nick Westburg, Fleet Manager at
406-657-8229 or by e-mail at westburgn@billingsmt.gov, who will send written
instructions or addenda to all bidders. The City will not be responsible for oral
interpretation. All addenda issued prior to bid opening shall be incorporated into
and become a portion and part of the contract/agreement upon award. Questions
received less than ninety-six (96) hours before the bid opening cannot be
answered.
WITHDRAWAL OF BIDS
Bidders may withdraw their bid either personally or by written request at any time
prior to the time set for bid opening. No bid may be withdrawn or modified after the
time set for opening, unless and until the award of the contract is delayed for a
period exceeding sixty (60) days.
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BID PRICE VALID
Bidder acknowledges that no contractual relationship with the Proposer exists until
execution of the resulting contract following City Administration or City Council
approval. Because contract approval can be delayed due to scheduling or
unforeseen circumstances, the Bidder must honor their pricing and any other
terms set forth in the proposal for at least ninety (90) days after the bid due date.
FUTURE PURCHASES
The bid price will remain in effect for the duration of the model year production and
within the manufacturer's capacity to produce the units. The City may place
additional orders for vehicles from the prices established as a result of this bid.
The prices established from this bid may be extended to other political subdivisions
within the State of Montana solely at the vendor's discretion.
CERTIFICATION
The bidder certifies that the bid has been arrived at by the bidder independently
and has been submitted without any collusion designed to limit independent
bidding or competition. The bidder further certifies that the materials, products,
services and/or goods offered herein meet all requirements of the stated
specifications and are equal in quality, value and performance with highest quality,
nationally advertised brand and/or trade names.
Any manufacturer’s trade names, if used in specifications, are for the express
purpose of establishing a standard of quality and coordination of design, not for the
purpose of limiting competition.
EVIDENCE OF QUALIFICATION
Upon request of the City of Billings, a bidder whose bid is under consideration for
award may be required to manifest satisfactory evidence of his financial resources,
experience, the organization and equipment as well as service provisions bidder
has available or will make available. In determining the lowest responsible bidder,
in addition to price, the following considerations may be addressed:
a) The ability, capacity and skill of the bidder to perform the contract or
provide the service required.
b) The character, integrity, reputation, judgment, experience and efficiency
of the bidder.
c) Whether the bidder can perform the contract within time specified.
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d) The quality of performance of previous contracts, agreements and/or
performance.
e) Previous and/or existing compliance by the bidder with laws relating to
the contract or services.
f) Such other information which may be secured having a bearing on the
decision to award the contract.
C. Contract Requirements and Specifications
Unit bids shall be manufacturer’s current production model with all features offered
as standard whether or not called for in the specifications, except where this
specification requires a substitution in lieu of the manufacturer’s standard
equipment.
Schedule 1:
Public Works Streets - “1168”
One new current 2025 model “1 1/2” ton 4-wheel drive “dually’ regular cab
long 8’ cab and chassis
Description
Engine
GVWR
Cab
Chassis
Drive type
Box length
Transmission
Brakes
Alternator
Battery
Cooling
Differential
Fuel tanks
Mirrors
Minimum Requirements
6.0 liter, 8 cylinder gasoline
15,000 LBS
Regular cab “2 door”
Dually, rear wheel drive 60” cab to
axle
4-wheel drive
8 foot cab and chassis
Heavy duty, 6 speed automatic
w/cooler
Heavy duty 4-wheel ABS disk brakes
155 Amperes
Heavy duty, 650 CCA
Heavy duty radiator w/40 Degree Anti-
Freeze
Limited Slip/Traction Control/Stability
Control
30+ gallon min w/skid plates
Left and right electronic adjusted
Specification Bid
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This page summarizes the opportunity, including an overview and a preview of the attached documents.
