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INVITATION FOR BIDS
INVITATION FOR BIDS
Truck Bodies: Utility
08-82227-1524
April 22, 2008
City of Newport News
O
FFICE OF THE
P
URCHASING
D
IRECTOR

2400 Washington Avenue
Newport News, VA 23607
Phone: (757) 926-8041/ Fax: (757) 926-8038

www.nngov.com/purchasing



Sealed bids, subject to the conditions and instructions contained herein, will be received at the above office of the
Purchasing Director, 4
th
Floor, City Hall, 2400 Washington Avenue, Newport News, Virginia, 23607, through the
due date and hour shown below (local prevailing time), and then publicly opened, for furnishing the following
described equipment, materials, and/or services, for delivery and/or performance F.O.B. NEWPORT NEWS,
VIRGINIA.

Scope of Work:

To manufacture, install and deliver three 13 foot utility truck bodies as specified
for the Citys Public Utilities Department. Truck bodies will be mounted on City
provided 2008 Sterling Acterra 35,000-lb 4 x 2 cab and chassis. Additional truck
bodies may be purchased under the provisions of this contract for three years.

Bid Due:
May 13, 2008 @ 2:30 p.m.

Contract Officer:

______________________________________________________________
Marie-Therese (Mimi) M. Gartner, CPPB, Buyer, (757) 926-8040, email
:
mgartner@nngov.com



ONE ORIGINAL AND FOUR COPIES OF YOUR SUBMITTAL ARE REQUESTED

In compliance with this invitation for bids, and subject to all the conditions thereof, the undersigned offers, if this bid is
accepted within (60) 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, shall be delivered at the time and place specified herein. The
undersigned certifies he has read, understands, and agrees to all terms, conditions, and requirements of this bid, and is
authorized to contract on behalf of firm named below
.

Company Name: ___________________________________________________________________________

Address: __________________________________________________________________________________

City/State/Zip: _____________________________________________________________________________

Telephone: __________________________________FAX No.: _____________________________________

E-mail: ___________________________________________________________________________________

Federal Tax ID (or Social Security #): ____ ____ ____ ____ ____ ____ ____ ____ ____

Print Name: ____________________________________Title: ______________________________________

Signature: _____________________________________________ Date: ______________________________

(This Form Must Be Signed. Signature must be original, not photocopied) T
RUCK BODIES
:

U
TILITY

IFB 08-82227-1524
2

INITIAL __________

CONDITIONS AND INSTRUCTIONS
Rev: 02/05/08

1.

All bids shall be submitted on and in accordance with this form. If more space is required to furnish a
description of the commodities and/or services bid, or delivery terms, the bidder may attach a letter hereto
that will be made a part of the bid. All bids shall be submitted sealed, plainly marked showing the bid
number, date and time. The entire solicitation document is to be returned when submitting a bid, unless
otherwise directed by the bid document. Failure to return all pages may result in a determination that the
submittal is non-responsive.

2.

Bids and amendments thereto, if received by the Purchasing Department after the date and time specified for
bid opening, will not be considered. It will be the responsibility of the bidder to see that their bid is received
by the Purchasing Department as specified. There will be no exceptions. Date of postmark will not be
considered. Telephone, facsimile, electronic and verbal bids will not be accepted. Prices or changes shown
on the outside of an envelope will not be acceptable.

3.

If City Hall is closed for business at the time scheduled for bid opening, for whatever reasons, sealed bids
will be accepted and opened on the next business day of the City, at the originally scheduled hour.

4.

Receipt of your bid by the City is not to be construed as an award or an order to ship.

5.

Each bid is received with the understanding that the acceptance in writing by the City of the bidder to furnish
any or all of the commodities and/or services described therein, shall constitute a contract between the bidder
and the City, which shall bind the bidder on his part to furnish and deliver the articles quoted on at the prices
stated and in accordance with the conditions of said accepted bid; and the City on its part to order from such
bidder, except for causes beyond reasonable control; and pay for, at the agreed prices, all articles specified
and delivered.

6.

Bidders have the right to request withdrawal of their bids from consideration due to error by giving notice not
later than two days after bids are publicly opened. Work papers showing evidence of error(s) may be
required. Upon request Administrative withdrawal procedures will be provided that shall be used for that
purpose.

7.

If issued, addenda to this solicitation will be posted on the Purchasing Departments website
(
www.nngov.com/purchasing
). It is the bidder's responsibility to check the website or contact the Purchasing
Department prior to the submittal deadline to ensure that the bidder has a complete, up-to-date package.

8.

The solicitation document maintained by the Purchasing Department, in the bid file folder, shall be
considered the official copy. In the case of any inconsistency between bid documents submitted to the City,
but not clearly listed on the exception page of the document as an exception by the bidder, the language of
the official copy shall prevail. Furthermore, any exception or changes to the specifications made by the
bidder may be cause to disqualify your bid.

9.

Award will be made to the lowest responsive and responsible bidder. The quality of the articles to be
supplied, their conformity with the specifications, their suitability to the requirements, the delivery terms,
qualifications and references will be taken into consideration in making an award. Length of time for
delivery as well as price may be considered in awarding the bid.

Unless canceled or rejected, a responsive bid from the lowest responsible bidder shall be accepted as
submitted; except that if the bid from the lowest responsible bidder exceeds available funds, the purchasing
director may negotiate with the apparent low bidder to obtain a contract price within available funds. T
RUCK BODIES
:

U
TILITY

IFB 08-82227-1524
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INITIAL __________

Upon making an award, or giving notice of intent to award, the City will place appropriate notice on the
public bulletin board located outside of the Purchasing Department at City Hall. Notice of award may also
appear on the Purchasing Website:
www.nngov.com/purchasing
or
www.demandstar.com


10.

The City reserves the right to reject any and all bids, and to waive any informality if it is determined to be in
the best interest of the City.

11.

If authorized by the Bidder(s), the resultant contract(s) may be extended to any jurisdiction within the
Commonwealth of Virginia to purchase at contract prices in accordance with contract terms. Any jurisdiction
using such contracts shall place its own order(s) directly with the successful Contractor(s). The City of
Newport News acts only as the Contracting Agent and is not responsible for placement of orders, payment or
discrepancies of the participating jurisdictions. It is the Contractors responsibility to notify the jurisdictions
of the availability of contract(s). Bidder not desiring to bid to other jurisdictions under this clause shall so
indicate in their response.

12.

Prices shall be stated in units of quantity specified. No additional charges shall be passed to the City,
including any applicable taxes, delivery or surcharges. Prices quoted shall be the final cost to the City.

13.

All prices and notations should be in ink or typewritten. Mistakes may be crossed out and corrections made
in ink and must be initialed and dated in ink by the person signing the bid.

14.

In case of error in the extension of prices, the unit price shall govern.

15.

The time of proposed delivery must be stated in definite terms. If time of delivery for different commodities
varies, the bidder shall so state.

16.

Samples, when requested, must be furnished free of expense, and upon request, if not destroyed, will be
returned at the bidder's risk and expense.

17.

Unl