DPW Supervisor's Truck F-250 Upfit

The Equipment Leasing Authority of the City of Pittsburgh ("ELA") is soliciting bids for the furnishing and installation of snow removal upfitting on seven (7) replacement trucks to be deployed within the Department of Public Works. Upfitting shall include, but is not limited to, snow plows, spreaders, lighting, controls, and all associated equipment necessary for full winter operations.

Project Details

• Reference ID: 2026-ECOOP-065
• Department: Equipment Leasing Authority
• Department Head: Sharon Werner (Chair)

Evaluation Criteria

• INVOICING TERMS —

  All invoices must contain the following information:

  • The ELA Purchase Order Number (e.g. 123456OC)

  • Pricing breakdown on the invoice is to align to the pricing listed on the Purchase Order

  • If you have labor hours, they should be separated from the cost of parts
  • Any PO changes must have prior written approval from Fleet Services Department

   

• Scope of Work —

  Please note that the City reserves all rights to award to one OR more vendors to ensure that the upfits meet our timeline. Upfits should be completed and delivered to the City by October 30, 2026.

  The city will provide the GPS and all wiring for the install for the GPS.

  Vehicles are expected to arrive from Ford by mid to late May.

• BID SUBMISSIONS —

  All bids must be submitted electronically. No bids shall be accepted in person, by U.S. Mail, by private courier service, via oral or email communication, telephone or fax transmission.

• General Requirements —

  All makes and models may be submitted for consideration if they meet all requirements requested and are manufactured in North America in accordance with Sections 3731-3736 of the Commonwealth Procurement Code (62 Pa. C.S. Sections 3731-3736).

  Quotes should include delivery to the City Garage, 90 Eazor Sq. Pittsburgh, PA 15201 as well as all document and administrative fees.

• BID ERRORS —

  If a Bidder submits a bid with a price that is patently incorrect, such that a “reasonable person” would recognize the error, the Bidder shall be given the opportunity to withdraw the entire bid or only the incorrect line item in a bid. If the Bidder wishes to withdraw the entire bid or only a line item, the Bidder shall, within five working days of bid opening, state in a letter to the ELA the reason for the mistake and request that the ELA not consider the bid or line item for award.

• SPECIFICATION ERRORS AND BULLETINS (AMENDMENTS) —

  If any alleged errors are noted in the bid specifications, bidder should immediately notify the ELA and, if confirmed, a bulletin shall be sent to all bidders. A copy of all bulletins issued shall be submitted electronically with the suppliers bid.

• Purchase Order Terms —

  All invoices must contain the following information. The City of Pittsburgh will not accept "lump sum" invoicing:

  • The City of Pittsburgh Purchase Order Number (e.g. ELA-2022-xxx)
  • The awarded solicitation number (e.g. 2022-ECOOP-xxx)
  • Pricing breakdown on the invoice is to align with pricing as submitted with the awarded response.

  Payment shall be processed upon delivery and acceptance by ELA.

• CLARIFICATION —

  The ELA reserves the right to request clarification of any bid before bid award.

• Shipping & Delivery Terms —

  Shipping and delivery costs must be included with vendor's submitted response pricing under the Pricing Proposals section. The Equipment Leasing Authority of the City of Pittsburgh will not pay for nor reimburse separate shipping, handling, or delivery fees unless specified under separate bid line pricing item(s).

   

  Purchase orders placed under an awarded contract will be F.O.B. Destination.

• Communication Requirements —

  The selected Vendor shall provide monthly written updates on production status, issues, and estimated delivery timelines to the City of Pittsburgh’s Fleet Services Division via email at fleetservices@pittsburghpa.gov, beginning at the time of award and continuing through final vehicle delivery. Updates shall be submitted no later than the 5th of each month.

• QUALIFIED BIDDERS —

  All bidders must be merchants dealing in the goods and services on which they bid, and must be qualified to advise as to their application and use. Bidders warrant, and must be able, upon request, to demonstrate, that they possess the knowledge, experience, skill, capital, stock, charters, licenses, permits, patents and personnel necessary to satisfactorily perform the contract for which they submit bids.

• PRE-PRINTED TERMS AND CONDITIONS —

  Bidder’s pre-printed Terms and Conditions or restrictions commonly appearing on the reverse side of letters submitted with the bid and/or bidder’s specifications material and contract documents shall be disregarded and have no effect.

• SOLICITATION ONLY —

  This Invitation for Bid is a solicitation only and is not intended to be nor should it be construed to be an offer to enter into any contract or other agreement.

• FATAL BID ERRORS —

  The following errors shall be deemed fatal and render the bid void: Failure to sign the bid, or bond or both, If the signatures are those of unauthorized persons, or If there is no stated pricing. All other errors are waivable at the sole discretion of the ELA if such errors would not invalidate a fair and just competitive bidding procedure free of favoritism and fraud and a common standard for all bidders.

• CONTRACT —

  By submitting a bid, the bidder warrants that if the ELA makes an award to the bidder, bidder shall, at the option of the ELA, enter into a written contract with the ELA. This contract shall consist of the terms and conditions set forth in the solicitation, specifications, and these General Conditions and Instructions to Bidders. If no bid bond or substitute is required and bidder fails or refuses to execute the required documents within thirty (30) days after award by ELA, bidder shall pay to the ELA the difference in the amount specified in bidder's bid and the amount ELA shall pay to fulfill the specifications.

• ALTERATIONS/CORRECTIONS —

  Any alteration, erasure, addition to or omission of required information, change of the specifications or bidding schedule, is made at the risk of the prospective contractor and may result in the rejection of the bid, unless such changes are authorized by the specifications.

• COLLUSION BETWEEN BIDDERS —

  If the ELA develops reason to believe that a single prospective Contractor is involved in the submission of more than one proposal for the same project, which is sufficient cause for rejection of all proposals in which collusion between bidders is suspected.

• REJECTION OF BIDS —

  The ELA reserves the right to reject, for any reason, any or all bids if it is in the best interest(s) of the ELA to do so.

• UNIQUE BIDS —

  Each bidder may only submit one (1) bid on behalf of the organization and all subsidiaries.

Submission Requirements

• Cooperative Contract and Contract ID (required) —

  Please List which Cooperative Contract will govern this quote?

  Example:

  Sourcewell # 012821-DI,

  Omnia Partners # 170009-RFP,

  Costars # 4400020042,

  etc...

• Vehicle Specifications Upload (required) —

  Please upload your proposed vehicle's specifications here, which demonstrates clear satisfaction of specifications.

• Upfit Quantity (required) —

  Please provide a quantity of upfits that can be delivered to us by October 30, 2026.

• System Award Management (required) —

  Vendors submitting responses on federally funded projects must register on SAM.gov and provide proof of registration.

  On April 4, 2022, the unique entity identifier used across the federal government changed from the DUNS Number to the Unique Entity ID (generated by SAM.gov). Please supply SAM.gov Unique Entity ID number.

  If you have applied for your SAM.gov registration, but have not yet been issued a SAM.gov Unique Entity ID number, please type "Applied."

• Would you like to create a electronic pricing table? (required)
• Is this project federally funded? (required) —

  Federal fund examples: CDBG, ARP, etc....