CITY OF WICHITA FALLS, TEXAS
NOTICE OF CALL FOR BIDS
Sealed proposals will be received at the office of the City Purchasing Agent, Memorial Auditorium, Wichita Falls, Texas until 1:30 PM on
FEBRUARY 17, 2020, for furnishing the material, supplies, equipment, services, or for supplying the materials and/or doing the work necessary
for the repair, construction or improvement, as the case may be, as indicated by the items hereunder listed and in accordance with the applicable
BID START DATE:
JANUARY 26, 2020
BID CLOSING DATE: FEBRUARY 17, 2020
BID NUMBER: 20-02
These columns to be filled in by firm quoting.
REQUEST FOR APPROVED EQUAL
AND NOTICE OF INTENT TO BID DUE
FEBRUARY 3, 2020 – 1:30 PM
1 EA ¾-TON REGULAR CAB PICKUP
1 EA ¾-TON REGULAR CAB BED DELETE
1 EA ¾-TON EXTENDED CAB PICKUP
1 EA ¾-TON 4X4 4-DOOR PICKUP
AS PER ATTACHED SPECIFICATIONS
Copies of bid forms, specifications and/or plans and instructions to bidders may be obtained from the office of the City Purchasing Agent, Room
113, Memorial Auditorium, 1300 7th St. (P.O. Box 1431) Wichita Falls, Texas 76307. Phone # 940-761-7466. All bids received by the time set
for receipts of bids, will be opened publicly and read aloud at that time, in the office of the City Purchasing agent or other designated place,
Memorial Auditorium, Wichita Falls, Texas. Any bid received after the bid closing date and time will be returned to the bidder unopened and
will not be considered.
Bidder shall complete Conditions of Sale section hereunder listed, including signature.
Cash Discount Terms: ______% ______Days
(NET-30 Days unless otherwise stated)
NOTE: CASH DISCOUNTS ARE NOT USED
FOR BID EVALUATION.
Quotation firm for _________________Days
(45 Days unless otherwise stated)
For Further Information Contact:
(F.O.B. Delivered unless otherwise stated)
CITY OF WICHITA FALLS, TEXAS P.O. Box 1431, Wichita Falls, TX 76307 940-761-7466
TERMS AND CONDITIONS OF CALL FOR BIDS
1. GENERAL CONDITIONS:
a) Bidders shall thoroughly examine the specifications, drawings, schedule, instructions and all other contract documents.
b) Bidders shall make all investigations necessary to thoroughly inform themselves regarding plant and facilities for delivery of material and equipment as required by
the bid conditions. No plea of ignorance by the bidder of conditions that exist or that may hereafter exist as a result of failure or omission on the part of the bidder
to make the necessary examinations and investigations, or failure to fulfill in every detail the requirements of the contract documents, will e accepted as a basis for
varying the requirements of the City or the compensation to the vendor
c) Bidders are advised that all City contracts are subject to all legal requirements provided for in the City Charter, Code and/or applicable City Ordinances, State of
Texas and Federal statutes.
d) No officer or employee of the City shall have a financial interest, direct or indirect, in any contract with the City, or shall be financially interested, directly or
indirectly, in the sale to the City of any materials, supplies or service, except on behalf of the City as an officer or employee.
2. PREPARATION OF BIDS:
a) All information required by the bid form shall be furnished. The bidder shall sign in ink the Call for Bid document and the Specification Compliance Certification
document in the places indicated, stating the firm’s name and address where required.
b) Unit prices shall be shown, and where there is an error in extension of price, the unit price shall govern.
c) Proposed delivery time shall be stated from the time the Purchase Order is received by the Vendor and shall include Sundays and Holidays.
d) Bidders will not include neither federal taxes nor State of Texas sales, excise or use taxes in bid prices as the City of Wichita Falls is exempt from payment of
such taxes. An exemption certificate will be furnished upon request.
3. DESCRIPTION OF PRODUCT/SERVICE:
Any catalogue or manufacture’s reference used in describing an item is merely descriptive, and not restrictive, unless otherwise noted, and is used only to indicate type
and quality of material. Bidders are required to state exactly what they intend to furnish, otherwise they shall be required to furnish the items as specified.
4. CLARIFICATION OF OBJECTION TO BID SPECIFICATIONS:
In the absence of a scheduled Pre-Bid Conference, a bidder may, if in doubt as to the true meaning of the specifications or other bid documents or any part thereof, submit
to the City Purchasing Agent on or before seven calendar days prior to scheduled bid opening, a request for clarification. All such request for information shall be made
in writing and the person submitting such request shall be responsible for its prompt delivery. Any interpretation of the bid, if make, will be made only by Addendum
duly issued. A copy of such addendum will be mailed or delivered to each bidder receiving a Call for Bid document. The City will not be responsible for any other
explanation or interpretation of the proposed bid made or given prior to the award of the contract.
5. SUBMISSION OF BIDS:
a) Bids and changes thereto shall be enclosed in sealed envelopes addressed to Purchasing Agent, City of Wichita Falls. The name and address of the bidder, the bid
number, and the closing date and time shall be placed on the outside of the envelope.
b) Bids must be submitted on the forms furnished. Telegraphic or fax bids will not be considered. Bids, however, may be modified by written or telegraphic notice,
if such notice is received by the City Purchasing Agent prior to the time and date set for the bid closing.
c) Samples, when required, must be submitted within the time specified, at no expense to the City of Wichita Falls. If not destroyed or used up during testing, samples
will be returned upon request, at the bidder’s expense.
6. WITHDRAWAL OF BIDS:
Bids may not be withdrawn after the time set for the bid opening, unless approved by the City Council.
7. LATE BIDS OR MODIFICATION OF BID:
Bids and modifications received after the time set for the bid opening, will be returned to the bidder unopened, as required by State law.
8. REJECTION OF BIDS:
a) The City may reject a bid if:
1. The bidder misstates or conceals any material fact in the bid, or if
2. The bidder does not strictly conform to law or the requirements of the bid, or if
3. The bid is conditional, except that the bidder may qualify his bid for acceptance by the City on an “All or None” basis or a
“Low item” basis
b) The City reserves the right to accept or reject any or all bids, or any part thereof, and to accept that offer considered most advantageous to the City. The City may
also waive any minor informalities or irregularities in any bid.
9. AWARD OF CONTRACT:
a) The contract will be awarded to the lowest responsible bidder, conforming to the Call for Bid, whose bid is most advantageous to the City, price and other factors
b) The City reserves the right to accept any item or group of items, unless the bidder restricts his bid by specific reference, as in 8(a) above.
c) Written notice of award will be furnished the successful bidder.
d) A binding contract results after the issuance of an authorized Purchase Order by the City. The Purchase Order and the Call for Bid document shall constitute the
e) The City of Wichita Falls may, in its discretion, apply any monies owed the City, which remain delinquent at the effective date of this contract.
10. ASSURANCE OF COMPLIANCE - PERFORMANCE BOND OR DEPOSIT:
a) When specified in the Call for Bid, the successful bidder shall be required to furnish, as a part of the contract acceptance, a Purchase Contract Performance Bond,
in the amount specified. Upon receipts of the completed Purchase Contract Performance Bond form the successful bidder, the City Purchasing Agent will issue a
Purchase Order. In lieu of said bond, a certified check drawn upon a State or National Bank or Trust Company shall be deposited with the City Clerk.
b) In the event a Purchase Contract Performance Bond is not required, and the vendor breaches the contract, the vendor shall be liable for liquidated damages in the
amount specified in the Call for Bid.
11. ASSURANCE OF COMPLIANCE - EQUAL EMPLOYMENT OPPORTUNITY AND SMALL AND/OR MINORITY BUSINESS ENTERPRISE
Bidder agrees that if his bid is accepted, he/she will not engage in employment practices which have the effect of discriminating against employees or prospective employees
because of race, color, national origin, sex, age, handicap or political belief or affiliation. In addition, bidder agrees that he/she will abide by all applicable terms and provision
of the Nondiscrimination Clause and the Small or Minority Business Enterprise Clause as contained in the City of Wichita Falls current Affirmation Action Plan, or applicable
Notice of Intent to Bid
Please fill in the following form and mail or fax to City of Wichita Falls before 1:30 PM,
FEBRUARY 3, 2020, stating your intent to bid.
NOTICE OF INTENT TO BID
CITY OF WICHITA FALLS
JENNIFER BABINEAUX, PURCHASING AGENT
1300 7TH STREET ROOM 113
WICHITA FALLS, TEXAS 76301
REFERENCE: This is our letter of intent to bid on Bid # 20-02 ¾-TON PICKUP
BID 20-02 ¾-TON PICKUPS
REQUEST FOR APPROVED EQUALS
Bidders and suppliers may submit to the City requests for approved equals. Requests must be supported by
evidence such as technical data, test results, or other pertinent information that demonstrates that the substitute
offered is equal or better than the specification's requirements.
The City reserves the right to determine equivalency. All requests for approved equals must be submitted in writing
and received by the City not later than the date indicated for approved equals, on this Call for Bid form.
All known bidders shall be informed, via addendum to the original specifications, of those requests determined by
the City to be equal or to exceed the minimum stated specifications ten (10) days prior to the bid opening.
Requests for approved equals should be directed to:
MRS JENNIFER BABINEAUX, PURCHASING AGENT
CITY OF WICHITA FALLS
PURCHASING DEPT ROOM 113
1300 7TH STREET
WICHITA FALLS, TX 76301
TEL: (940) 761-7466
FAX: (940) 761-7688
NOTE: An APPROVED EQUAL is a request from the bidder offering a unit feature that deviates from specified
standards (e.g. a feature quantity is not the level specified, or a design or functional capability is not of the type
specified, or where manufacturing or engineering technology has developed a new approach that may use an
alternative method differing from the method called for in the specification that meets or exceeds the performance
Any non-approved alternates taken from the specified standards contained in the bid will disqualify the bid.
In the event the proposal herein is accepted by the City and the vendor breaches the contract, the vendor shall be
liable for liquidated damages in the amount equal to ten percent (10%) of the bid.
NOTE: FAILURE TO BID ALL COMPONENTS REQUESTED COULD RESULT IN REJECTION OF BID. ALL
AFTER MARKET COMPONENTS MUST BE INCLUDED IN TOTAL BID PRICE.
BID 20-02 ¾-TON PICKUPS
CITY OF WICHITA FALLS GENERAL INFORMATION
3/4 TON PICKUP 131" WHEELBASE MINIMUM
The intent of these specifications is to set forth-minimum requirements for 3/4-ton pickup trucks. BIDDERS MUST
COMPLETE AND RETURN THIS COMPLETED SPECIFICATIONS WITH THE BID.
The unit, including all necessary equipment, shall be furnished complete and ready to use, with a minimum of ten
(10) gallons of fuel. Any items not specifically mentioned, that are required for a complete unit shall be furnished.
Any items appearing in the manufacturer's regular published specifications are assumed to be included in the
bidder's proposal. Any adoptions, deletions, or variations from the manufacturer's regular specifications must be
outlined in an attached letter. A copy of the regular specification should be included with this bid reply.
Design, strength, quality of material and workmanship shall conform to the highest standards of
manufacturing and engineering practices.
Bidder shall fill in all information requested on a particular specification in the appropriate provided blank. FAILURE
TO DO SO MAY RESULT IN REJECTION OF THE BID PROPOSAL.
The units bid must comply with all Federal, State, County and local laws concerning this type of equipment. The
vehicle shall contain all standard safety equipment as specified. Bidder may be required to furnish evidence that
the unit bid meets or exceeds these requirements.
In addition to meeting other bid requirements of the City of Wichita Falls, all vehicles shall be delivered to the Central
Services Complex, 2100 Seymour Highway, Wichita Falls, Texas. Before acceptance of the vehicle, all specified
items must be present on the vehicle and proper instruction manuals and Manufacturer's Statement of Origin shall
be presented upon delivery. NO EXCEPTIONS TO THIS PARAGRAPH WILL BE ALLOWED IN THE BID.
The City will notify the vendor in writing, date of vehicle(s) entry into service, which date shall be the start of the
When unit(s) are ready for delivery to the City, notify Jennifer Babineaux, Purchasing Agent, (940) 761-7466 for
approval to deliver. After delivery the vehicle(s) will be inspected for specifications and general condition. Should
it be determined that the vehicle is deficient in any respect, the dealer and/or manufacturer will, at no cost to the
City of Wichita Falls, correct the deficiencies.
The City reserves the right to reject any/all bids and to waive all formalities and to award purchase to bidder on all
or none basis as a single package purchase.
The City of Wichita Falls and its designated agents are the sole authority as to compatibility, functional equivalency,
and/or acceptability of any equipment bid under this request.
One (1) parts catalog or CD ROM and one (1) shop manuals or CD ROM for each model. Manuals shall include
information necessary to diagnose and repair mechanical, electrical systems, and include wiring diagrams. These
must be furnished at time of delivery. (THIS REQUIREMENT SHALL NOT DELAY DELIVERY OF THE VEHICLES,
BUT PAYMENT CANNOT BE MADE UNTIL ALL REQUIREMENTS ARE MET.)
The City in accordance with the manufacturer’s recommendations will service the vehicle(s) furnished under these
In certain cases, it may be advantageous to make repairs in the City Garage with City employees. Under those
cases if parts are found defective, they will be returned to the vendor for warranted cost-free replacement.