Tire Supply & Related Services

Request for Proposal
APA -01-2026
Tire Supply and Related Services
FOR
Various Departments
IN
The City of Evansville
Issue Date: June 29, 2026
Issued By: City of Evansville - Vanderburgh County
Purchasing Department
1 NW Martin Luther King Jr. Blvd.
Evansville, IN 47708
Transmitted Via: City of Evansville - Vanderburgh County Purchasing Dept. Webpage
https://www.evansvillegov.org/city/department/division.php?structureid=130
Inquiries: Questions should be submitted via Email to:
DaChenae Streeter
Purchasing Director
dstreeter@evansville.in.gov
Proposals Due: July 16, 2026@ 1:30 P.M.

VENDOR INSTRUCTIONS
INTRODUCTION
The City of Evansville Purchasing Department, on behalf of the Board of Public Works ("City"), is
accepting sealed proposals for an Annual Price Agreement (APA) for Tire Supply and Related
Services. Proposals will be received until 1:30 p.m. CST on July 16, 2026, at which time they will be
publicly opened and read aloud during the Board of Public Works meeting in Room 301 of the Civic
Center Complex, 1 N.W. Martin Luther King, Jr. Boulevard, Evansville, Indiana 47708.
Proposals submitted prior to the scheduled opening shall be delivered to the Purchasing
Department, Room 323, Civic Center Complex, 1 N.W. Martin Luther King, Jr. Boulevard, Evansville,
Indiana 47708. Proposals delivered to the Purchasing Department must be received no later than
1:15 p.m. CST on July 16, 2026. Proposals may also be submitted directly to the Board of Public
Works at the public opening.
All proposal packages must be clearly marked with the following information:
The name of your company
APA-01-2026
Tire Supply and Related Services
Proposal date opening July 16, 2026
The City of Evansville is seeking proposals from qualified vendors to establish an annual price
agreement for the supply of tires and related services. The awarded vendor shall serve as the
primary provider of these goods and services for all City of Evansville departments.
The City also intends to extend the terms, pricing, and conditions of any resulting agreement to
Vanderburgh County departments and the Evansville Vanderburgh School Corporation
(collectively referred to herein as "Participating Entities").
Participation by any Participating Entity shall be strictly voluntary and at the sole discretion of that
entity. Nothing in the resulting agreement shall be construed as requiring any Participating Entity
to purchase exclusively from the awarded vendor.
Any purchases made by Participating Entities shall be governed by the terms and conditions of the
resulting agreement unless otherwise mutually agreed upon in writing between the vendor and
the applicable Participating Entity.
Questions regarding the requirements may be directed to Dachenae Streeter, Purchasing
Coordinator, via email at: dstreeter@evansville.in.gov. Questions will be answered via public
addendum.

SCOPE
The City spends approximately $200,000 annually on vehicle and equipment tires, tire-related
services, and associated supplies. This amount is provided for informational and historical
reference purposes only and does not constitute a guarantee of future spending.
Actual purchases under any resulting contract may vary depending on operational requirements,
equipment usage, and budgetary considerations. No minimum or maximum expenditure or
purchase volume is guaranteed by the City.
The City reserves the right to increase or decrease purchases as needed throughout the term of
the contract. Payment shall be made only for goods and services actually ordered, delivered, and
accepted by the City.It is the intent of this proposal is to establish a twelve (12) month contract
with the potential ability to extend for three (3), one-year periods.
PROPOSAL EVALUATION
EVALUATION CRITERIA
While cost is a factor, it is the desire of the Owners to have a contractor in place that will be able
to provide outstanding service & product to their departments.
Evaluations of the proposals are expected to be completed within ten (10) business days after the
receipt. An evaluation team will evaluate proposals on a variety of qualitative criteria as specified
below.
The primary criteria for Contractor evaluation and consideration are:
Criteria Points
Pricing 40
Product Availability and Inventory Management 20
Service Capabilities and Response Time 15
Vendor Experience and Qualifications 10
References and Past Performance 5
Reporting, Account Management, and Value-Added Services 10
Total 100
Pricing and Discounts (40 Points)
Competitiveness of tire pricing.
Discount structure from manufacturer or published price lists.
Service and installation pricing.
Transparency and completeness of pricing proposal.

Product Availability and Inventory Management (20 Points)
Ability to supply a broad range of tire brands and sizes.
Local inventory levels.
Ability to source specialty or emergency replacement tires.
Backorder management procedures.
Service Capabilities and Response Time (15 Points)
Installation services.
Roadside or emergency service capabilities.
Turnaround times.
Mobile service availability, if applicable.
Vendor Experience and Qualifications (10 Points)
Years in business.
Experience serving municipalities, fleets, or governmental entities.
Certifications and manufacturer relationships.
References and Past Performance (5 Points)
Quality of references.
History of contract performance.
Customer satisfaction.
Reporting and Value-Added Services (10 Points)
Fleet reporting.
Tire tracking and warranty management.
Online ordering capabilities.
Sustainability or tire recycling programs.
*Normal business hours are considered from 7:00 A.M. to 5:00 P.M. with regards to this RFP.
COST OF PREPARATION
Each vendor shall be responsible for all costs incurred in order to prepare and submit their
response to this RFP.
PROPOSALS
1. All prices shall be F.O.B. to various City sites in Vanderburgh County, Indiana. Prices must
include delivery. No additional monies will be paid for delivery.
2. The Respondent shall state any discounts to apply. Discounts must be shown for individual
items unless all items have the same percentage of discounts.
3. Firm proposals are required unless specifically designated otherwise. Any proposal which
is subject to an open or unlimited escalator clause may be rejected. A maximum figure for
escalation shown or a method of computing the total cost over a specified time period
must be included.

4. Proposals shall be awarded to the lowest responsive and responsible respondent taking
into consideration price, functionality, and respondent's experience and qualifications.
5. The City may award more than one contract by awarding separate items or groups of items
to various respondents. Awards will be made for items, or combination of items, which
result in the lowest aggregate price and/or best meet the City's requirements. The
additional administrative costs
associated with awarding more than one Contract will be consider in the determining.
6. Funding sources for this agreement are reviewed on an annual basis with funds being
appropriated by the City Council. The City of Evansville nor its departments/offices, shall
be under any obligation to continue under this contract if annual funding for this purpose
is discontinued by the appropriate governing body.
DELIVERY
1. All items must be delivered to the department that has requested the order. The delivery
could be a major factor in the award of this proposal.
RIGHT OF REJECTION
The City reserves the right to reject any one or all proposals, or any part of any proposal, to waive
any informality in any proposal, and to award the purchase in the best interest of the City.
Furthermore, the City reserves the right to hold the proposal of the three (3) highest scoring
proposals for a period of sixty (60) calendar days from and after the time of the proposal opening.
The City may award based on initial proposals received, without discussion of such proposals.
PROPOSAL SUBMITTAL
1. ALL PROPOSALS MUST BE RECEIVED ON OR BEFORE THE TIME AND DATE INDICATED IN THE
NOTICE TO RESPONDENT. The responsibility for submitting proposals to the City is solely
that of the Respondent. The City will not be responsible for delays in mail delivery or delays
caused by any other occurrence. LATE PROPOSALS WILL NOT BE ACCEPTED.
2. The Respondent(s) shall submit their proposal(s) on the attached tables titled Proposal
Form one (1) thru three (3), supplying all the required information. Failure to comply with
this or any other paragraph of the Instructions to Respondents shall be sufficient reason
for invalidation of the proposal. Each vendor shall be responsible for all costs incurred in
order to prepare and submit their response to this RFP.
3. Respondents shall submit an original copy of their proposal and a thumb drive containing
ALL PROPOSAL DOCUMENTS.
https://www.evansvillegov.org/egov/apps/document/center.egov?view=item&id=8877
4. Respondents are required to provide all requested information. Proposal submittal should
be submitted in a sealed envelope showing the respondent's name, business address,
proposal title, date and time of opening on the front of the envelope. Only information

provided inside this envelope will be considered, unless otherwise instructed. Failure to
follow this instruction or any other instruction contained in this Request for Proposal may
result in the rejection of your proposal.
5. Proposal modifications are not allowed. Complete withdrawal or complete exchange of
proposal is acceptable, if done before scheduled proposal opening.
6. All proposals must be signed by an authorized official of the firm. Proposals may be
rejected if they show any omissions, alterations of form, additions not called for,
conditional proposal, or any exceptions or irregularities of any kind.
7. Do not include taxes in proposal figures. The City are exempt from state and federal taxes.
Exemption certificates will be provided upon request.
PUBLIC PROPOSAL OPENING PROCEDURES
1. The purpose of a public proposal opening is for a reading of proposals received. Under
normal circumstances, no award will be made or implied at this time, unless otherwise
indicated.
2. Only the following information will be given:
a. Vendor name
3. Proposals or related documents may not be reviewed at the proposal opening. No
discussion of any nature concerning brand names, deliveries, samples, etc. can be entered
into between any Purchasing personnel and any Vendor during or after the proposal
opening until the evaluation
of proposals has been completed and a recommendation for award has been made.
4. A copy of the proposal tabulation will be available to review in the Purchasing Department
upon completion of the recommended award.
5. Vendors who wish to review or request copies of proposals may do so by contacting the
City Purchasing Department. A copy fee will be charged for copies.
BID BOND
1. A Bond or certified check made out to the City of Evansville, in the amount of $1000 shall
accompany each proposal as a guarantee that all provisions of the specifications shall be
met.
2. Bonds/Checks will be returned to the unsuccessful Respondent(s) after award of purchase
by the City, and to the successful Respondent(s) after the performance bond, if required,
has been received and accepted.

3. Bonds must be executed by a corporate surety licensed under the laws of Indiana to
execute such bonds. The surety must be a corporate surety authorized to do business in
Indiana and Power of Attorney must accompany the Bond.
PERFORMANCE BOND
1. The successful proposer shall furnish a Performance Bond or certified check in the amount
of Five Thousand Dollars ($5,000.00) as security for the faithful performance of the terms
and conditions of the resulting agreement. The Performance Bond shall be issued by a surety
company authorized to do business in the State of Indiana and shall remain in effect for the
full term of the agreement, including any renewals or extensions exercised by the City.
2. The Performance Bond shall be submitted to the City prior to contract execution. Failure to
provide the required bond within the time specified by the City may result in the proposal
being deemed non-responsive and award being made to another proposer.
3. In the event of the contractor's failure to perform in accordance with the requirements of
the agreement, the City reserves the right to make a claim against the Performance Bond
for any damages, costs, or expenses incurred as a result of such failure.
MANUFACTURER DATA
If a requested item is a tangible or physical product, each VENDOR shall submit the following data:
* Name of Manufacturer, Model Number and Supplier
* A statement indicating whether the products are manufactured in the United States.
* A statement listing the nearest factory authorized parts & service facility. Local service
facility is preferred
* A statement that the proposed material/equipment conform to the specifications or a
statement indicating the exceptions to the specifications
* If appropriate, a statement indicating whether the material/equipment conform to
recognized mandated standards including, but not limited to, OSHA requirements or
ANSI Standards, for that type of material/equipment. Include Material Safety Data
Sheets (MSDA) when appropriate.
DEFAULT AND TERMINATION OF CONTRACT
Should the successful vendor fail to correct any condition which is in violation of the terms of the
contract(s), within 24 hours after having been notified by the City, the City may declare the
contract(s) in default and terminate same immediately.
Continuous non-compliance with the terms of contract(s) or failure to correct problems brought
to the attention of the successful vendor shall be grounds for the City to terminate the contract(s)
and pursue any damages incurred as a result of this failure.
EXTENSION OF CONTRACT
Upon mutual agreement of the parties, resulting agreement may be extended for an additional
three (3), one (1) year extensions periods so long as proposed prices do not increase or any other
terms change.

WITHHOLDING PAYMENT
In the event a contract is canceled under any provision herein, the City may withhold from the
successful vendor any monies owed on that or any contract, an amount sufficient to compensate
for damages suffered because of the violation resulting in cancellation.
INQUIRIES
1. Please direct any inquiries concerning this proposal to the City-County Purchasing
Department, Dachenae Streeter at dstreeter@evansville.in.gov or (812) 436-4915.
2. All changes in specifications shall be in writing in the form of an addendum and furnished
to all respondents. Verbal information obtained otherwise will not be considered in
awarding of proposals. No changes to specifications will be permitted within five (5) days
prior to the proposal opening.
INDEMNIFICATION
1. The successful vendor shall indemnify and hold harmless the City and their agents and
employees from and against all claims, damages, losses and expenses including attorney's
fees arising out of or resulting from the performance of the work; and caused in whole or
in part by any negligent act or omission of the Contractor, any subcontractor, anyone
directly or indirectly employed by any of them or anyone for whose acts any of them may
be liable.
2. In any and all claims against the City, or any of their agents or employees by any employee
of the successful vendor, any subcontractor, anyone directly or indirectly employed by any
of them or anyone for whose acts any of them may be liable, the indemnification obligation
under this paragraph shall not be limited in any way by any limitation on the amount or
type of damages, compensation or benefits payable by or for the successful vendor or any
subcontractor under Workmen's Compensation Acts, Disability Benefit Acts or other
Employee Benefit Act.
RESPONDENT QUALIFICATION AND EXPERIENCE
1. Respondents are required to furnish evidence that they have past experience in this type
of work as outlined in the attached specifications, to include specific experience with
uniforms and related items. A minimum of three (3) references must be submitted with
each proposal.
2. Respondents must possess the necessary occupational license(s) to perform such work.
3. Respondents shall provide proof of insurance as specified in the technical specifications, if
required.
EQUAL EMPLOYMENT OPPORTUNITY
The Equal Employment Opportunity Statement included herein is a condition of the proposal. The
contract must be signed by the successful respondent and the City/Count; and the successful

respondent must comply with the equal employment opportunity condition in the execution of
the contract.
MINORITY & WOMEN BUSINESS ENTERPRISE PROGRAM
The City Purchasing Department encourages utilization of Minority and Women Business
Enterprises (M/WBE) in the community's purchasing efforts. The Vendor shall provide an
atmosphere of equal opportunity for all subcontractors and/or suppliers in all aspects of public
operations including the purchasing of products, services and public works contracts.
E-VERIFY PROGRAM
Pursuant to Indiana Code 22-5-1.7-11 (b)(2) the Contractor shall provide documentation that it has
enrolled and is participating in the E-Verify Program (see Indiana Legal Employment Declaration
form). Contractor is required to submit proof from the E-Verify Program that it is currently
enrolled in the Program. An example of confirmation is the confirmation e-mail received from E-
Verify that the Contractor has successfully enrolled in E-Verify.
TAXES
The City of Evansville is exempt from federal, state, and local taxes and will not be responsible for
any such taxes in connection with the award or performance of this contract.
NON APPROPRIATION
This depends upon appropriate funding by City Council. The City of Evansville, nor City
departments/offices, shall be under any obligation to continue under this contract if funding is not
approved for this purpose by the appropriate governing body.
LICENSES AND PERMITS
The successful Vendor or Vendors shall furnish the City of Evansville upon request any and all
documentation regarding licenses, permits, certifications and/or registrations required by the laws
and regulations of the City of Evansville, Vanderburgh County, the State of Indiana and the United
States of America.
The Provider certifies that it is now and will remain in good standing with the aforementioned
governmental agencies and that it will maintains its licenses, permits, certifications and/or
registrations in force during the term of the contract/agreement with the City of Evansville,
Vanderburgh County, Indiana.
CHOICE OF LAW AND VENUE
Any and all actions or proceedings arising out of, or related to, this proposal and any resulting
contract shall be governed by and construed in accordance with the laws of the State of Indiana.
Submission of this proposal by Vendor constitutes consent and stipulation to jurisdiction and
venue in the courts of Vanderburgh County, Indiana, concerning all litigation and proceedings
arising out of or related to this proposal and any resulting contract.
LAWS
Respondent shall comply with all applicable Federal, State, County and City laws, ordinances and
regulations applicable to the proposing and performance of the contract(s).