Bid 3651 Vehicle Filters

NEAPA
Northeast Alabama Purchasing Association
REQUEST FOR BID
ATTENTION ALL BIDDERS
YOU MUST MARK ON THE ENVELOPE:
Vehicle Filters - Auto and Heavy Truck
SEALED BID #3651
NEAPA is soliciting sealed bids for the above project.
Bids may be hand delivered to the following location;
City of Gadsden Clerk's office
Room 401-4th Floor
90 Broad Street (City Hall)
Gadsden, Alabama 35902
ATTN: Jennifer Smith
Bids may be mailed to the following address;
City of Gadsden Clerk's Office
P.O. Box 267
Gadsden, Alabama 35902
ATTN: Jennifer Smith
Bids will be received until:
2:00 P.M., Tuesday, September 29, 2026
Bids will be opened at the following location at the above stated time and date.
City of Gadsden City Hall
Fourth Floor, Room 411
90 Broad Street
Gadsden, Alabama

If you have any questions concerning terms and conditions, specifications, or any other aspects of the RFB or RFP,
please contact the following:
Tiffany Russell, NEAPA Coordinator Meaghen Horne, NEAPA Secretary
Phone: 549-4705 Phone: 549-4705
Email: trussell@cityofgadsden.com Email: mjohnson@cityofgadsden.com
Mechiel Underwood, NEAPA Representative
Phone: 549-4591
Email: funderwood@cityofgadsden.com
No faxed or email responses will be accepted
TO ALL BIDDERS
The attached RFB or RFP presents a cooperative proposal for the Northeast Alabama Purchasing Association
(NEAPA) members below:
Big Wills Water Authority
City of Attalla
City of Gadsden
City of Gadsden Airport Authority
City of Gadsden Waterworks and Sewer Board
City of Glencoe
City of Hokes Bluff
City of Piedmont
City of Rainbow City
City of Sardis City
City of Southside
City of Springville
CREM Etowah County Water Authority
Etowah County
Etowah County Community Services
Etowah County Rescue Squad
Gadsden State Community College
Highland Water Authority
Sand Valley Vol Fire Dept
St Clair County
Town of Reece City
Attalla Water Works and Sewer Board
Other government entities within Etowah County and counties adjoining thereto may elect to participate in this
cooperative bid. Vendors must agree that if any additional government entity does join the Association vendors will
honor prices on this RFB or RFP for those additional entities that may join the Association.
The proposal award will be made by the City of Gadsden on behalf of the Association in accordance with the
provision of the intergovernmental agreement between the City of Gadsden and the members of the Association.
Each participating governmental entity of the Association will be responsible for issuing its own purchase orders,
delivery instructions, invoicing, insurance requirements, and issue its own tax exemption certificate as required by
vendors.
This cover letter is considered an integral part of the RFB or RFP document and shall be included
by reference into any contract.
2

NEAPA
NORTHEAST ALABAMA PURCHASING ASSOCIATION
VENDORS FOR Vehicle Filters - Auto and Heavy Truck
BID # 3651
Filters
Zip
Company Name Address State Phone # Contract Person
Code
O'Reilly Auto Parts 2603 West Meighan Blvd Gadsden, Al 35904 256-546-2467 James McDowell
Etowah Auto Parts 213 North 26th Street Gadsden, Al 35904 256-547-6806 Charlie
Auto Zone Auto Parts 2801 West Meighan Blvd Gadsden, Al 35904 256-543-3365 Brian
Advance Auto Parts 301 George Wallace Drive Gadsden, Al 35903 546-5014
Kurt's Truck & Parts 728 North 31st Street Birmingham, Al 35202 800 624-4006
PO Box 2743
Southland International 200 Oxmoor Blvd Homewood, Al 35209 Paul Trunec
Trucks
Thompson Tractor Co. 121 Gilbert Ferry Rd SE Attalla, Al 35954
Auto Electric/Southern 2625 4th Ave S Birmingham, Al 35233
Distributors
Tractor & Equipment PO Box 1785 Oxford, Al 36203 Judy Gamel
309 Hamric Dr W
3

NEAPA
NORTHEAST ALABAMA PURCHASING ASSOCIATION
GENERAL TERMS AND CONDITIONS
PLEASE READ
1. All bid openings and any scheduled pre-bid conferences will be held in the City Council conference
room located on the fourth floor, room 411, City Hall, 90 Broad Street, Gadsden, Alabama. A pre-
bid conference may be requested to review and answer any pertinent questions concerning the bid
and the specifications.
2. Each bid must be submitted in a separate sealed envelope and received by the City of Gadsden,
Alabama in the City Clerk's office, 90 Broad Street, P.O. Box 267, Gadsden, Alabama, 35902. All
bidders must use our bid form and show on the envelope the bid number, name of project (purpose),
and opening date. Any bid received after the opening date and time will not be considered. If it
becomes necessary to revise any part of this bid, a written addendum will be provided to all bidders.
3. NEAPA encourages utilization of minority business enterprise in our procurement activities.
NEAPA provides equal opportunities for all businesses and does not discriminate against any
vendor regardless of race, color, creed, sex, national origin, disability, religion or age in
consideration for an award.
4. The attached specifications are being provided to potential bidders as guidelines, which describe the
type and quality of equipment, supply, and/or service that NEAPA is seeking to purchase. The
bidder must indicate compliance or list exceptions to each specification item for consideration.
Failure to comply with this provision could be cause for rejection of the bid.
5. The name of a certain brand, make, manufacturer, or definite specification is to denote the quality
standard of the article desired but does not restrict the bidder to the specified brand, make,
manufacturer or specification names. It is set forth to convey the general style, type, character, and
quality of the article desired by NEAPA. Whenever the words "or approved equal" appear in the
specifications, they shall be interpreted to mean an item of material or equipment similar to that
named, and which is suited to the same use as that named and which is approved by the Purchasing
Department. Vendor shall incur all cost involved in obtaining an independent analysis if NEAPA
deems it necessary to determine the suitability of items as being approved equal.
6. It will be assumed that all bids are based upon the specifications unless the bidder stipulates to the
contrary on the proposal form; in which case, the bidder shall point out in detail any and all
deviations from the specifications. Bidders having items, which do not meet the specifications may
offer the same on an optional basis. Minor exceptions from the specifications may be considered if
they do not alter the performance for the intended purpose.
7. All bids shall be typewritten or printed in ink on the form(s) prepared by NEAPA. Bids prepared in
pencil will not be accepted. All proposals must be signed by officials of the corporation or
company duly authorized to sign bids. Any bid submitted without being signed will automatically
be rejected.
8. All corrections or erasures shall be initialed and dated by the person authorized to sign bids. If there
are discrepancies between unit prices quoted and extensions, the unit price will prevail.
9. Prices quoted shall be delivered prices, exclusive of all federal or state excise, sales, and
manufacturer's taxes. NEAPA will assume no transportation or handling charges other than
specified in this bid. NEAPA is exempted from sales and use tax by 40-23-4(11) and 40-23-62(13),
Alabama Code (1975).
4

10. Prices quoted to the NEAPA shall remain firm for a minimum of 90 days from the date of opening
of the bid, unless so stated differently in the bid.
11. The delivery schedule, if any, must be entered in the appropriate space in order for the bid to be
considered. If all items cannot be delivered on the same schedule, please note variances.
12. The bidder shall assume full responsibility for warranty of all components of the equipment. A
statement shall be attached with the proposal setting out the conditions of the warranty. The
manufacturer's standard warranty shall be furnished.
13. If the total amount of the bid exceeds $10,000, an original bid bond in the amount of 5% (of the
total bid) is required. In lieu of a bid bond, the bidder may submit a postal money order, certified
check, or cashiers check in the required amount. The bid bond or other security shall be retained by
the City until a contract is executed, a purchase order is issued, or in some cases, until materials
and/or equipment is received. Failure to submit a bid bond when required will result in rejection of
the bid.
14. NEAPA reserves the right to request a demonstration of any and all items bid before making the
award.
15. NEAPA reserves the right to accept or reject any or all items covered in the request, or any
portion(s) thereof, waive formalities, re-advertise and/or make the award on merit and/or features of
design and quality, delivery, and availability of parts and service and/or take such other steps
deemed necessary and in the best interest of NEAPA,
16. All bids will be awarded to the lowest responsive and responsible bidder. This determination may
involve all or some of the following factors: price, conformity to specifications, financial ability to
meet the contract, previous performance, facilities and equipment, availability of repair parts,
experience, delivery promise, terms of payments, compatibility as required, other costs, and other
objective and accountable factors which are reasonable. When bids are equal, local vendor shall be
favored.
17. Unless Special Terms and Conditions of the bid specify otherwise, NEAPA reserves the right to
make an award in whole or part to one or more bidders whenever deemed necessary and in the best
interest of NEAPA.
18. The successful bidder agrees, by entering into this contract, to defend, indemnify, and hold NEAPA
harmless from any and all causes of action or claims of damages arising out of or related to bidder's
performance under this contract.
19. All items bid will be inspected by a representative of NEAPA upon delivery to ascertain
compliance with the specifications. Items not in compliance with the specifications will be rejected
until proper remedial measures are taken to assure compliance.
20. Bidders may be disqualified and bid proposals may be rejected for any of (but not limited to) the
following causes:
a. Failure to use the bid forms furnished by NEAPA.
b. Lack of signature by an authorized representative on the bid form.
c. Failure to properly complete the bid form.
d. Evidence of collusion among bidders.
e. Unauthorized alteration of the bid form.
21. NEAPA assumes no legal liability to purchase items or services under any contract unless funds are
appropriated for that particular fiscal year.
5

22. NEAPA reserves the right to terminate, without cause, any award made as a result of this bid
solicitation by providing a thirty (30) day letter of cancellation notification to the successful bidder.
Failure on the part of the successful bidder to comply with all terms and conditions of this bid shall
give cause for NEAPA to terminate the award immediately, and to relieve NEAPA of any and all
legal obligations associated with the award. In the event the bidder cannot comply with the terms
and conditions of a bid on a particular item or transaction, NEAPA reserves the right to obtain the
particular item from other vendors.
23. NEAPA is to be protected against any increase above the price in the bid. Any bid containing an
"Escalator Clause" will not be considered unless so stipulated in the Special Terms and Conditions.
24. In accordance with the Alabama Competitive Bid Law, as amended, NEAPA may enter into multi-
year leases, purchase, and lease purchase contracts for the acquisition of goods, supplies, materials
and all other types of personal property, real property and services for a period not to exceed three
years with the following provisions:
(a) Prices quoted shall be effective for one (1) year beginning from the date of award with
the option to renew for two additional year periods. Renewal for additional one years
periods will require mutual agreement with NEAPA and the vendor with the bid price
remaining the same.
(b) Contracts may provide for automatic renewal unless positive action is taken by the
NEAPA to terminate such contract, and the nature of such action shall be determined by
NEAPA and specified in the contract
25. NEAPA will not be responsible in the event the U.S. Postal Service or any other courier system
fails to deliver the proposal to the City of Gadsden, office of the City Clerk, by the deadline stated
in the bid request.
26. The vendor/bidder/contractor agrees to comply fully with the Americans With Disabilities Act and
will indemnify and hold harmless NEAPA from all costs, including but not limited to damages as
well as attorney's fees and staff time, in any action or proceeding brought alleging a violation of the
American With Disabilities Act.
27. City Ordinances mandate that anyone who transacts business within the city limits of Gadsden by
one or all of the following situations is subject to obtain a City of Gadsden business license.
1. A physical location within the City.
2. A representative of your company calls on customers or solicits business within the City.
3. Merchandise is delivered into the City on a vehicle other than by common carrier.
28. Any Bidder affected adversely by an intended decision with respect to this bid shall file with the
Finance Director of the City of Gadsden a written notice of intent to file a protest not later than
five working days (excluding Saturdays, Sundays, and City of Gadsden holidays) after posting of
the bid tabulation. Protest procedures may be obtained in the Purchasing Office.
I HEREBY CERTIFY THAT I HAVE READ AND UNDERSTAND THESE INSTRUCTIONS AND
AFFIRM THAT I HAVE NOT BEEN IN ANY AGREEMENT OR COLLUSION AMONG BIDDERS OR
PROSPECTIVE BIDDERS IN RESTRAINT OF FREEDOM OF COMPETITION. UPON AWARD OF
THIS BID, I WILL NOT SUBSTITUTE ANY ITEM ON THIS BID UNDER ANY CIRCUMSTANCES. I
ALSO UNDERSTAND THAT THE GENERAL TERMS & CONDITIONS ARE STANDARD AND
THAT ANY CONTRADICTING REQUIREMENTS OF THE SPECIAL TERMS AND CONDITIONS
OR REQUEST FOR BIDS SUPERSEDE THESE GENERAL TERMS & CONDITIONS.
6

NEAPA
NORTHEAST ALABAMA PURCHASING ASSOCIATION
Special Terms & Conditions
Project Purpose: Vehicle Filters - Auto and Heavy Truck
Bid Number: 3651
Request for bids for automotive, heavy truck, and heavy equipment filters
to include oil filters, air filters, fuel filters, transmission filters, and hydraulic
filters.
* Approved manufacturers are listed below.
Baldwin
Wix
* An equivalent brand can be entered by writing in the name of the manufacturer
on the bid sheet with the corresponding part number in the "Other Part #"
column.
* Length of Contract: One year, with the option to extend contract period for
two additional one year periods. Any contract extension periods will be
mutually agreeable with City Purchasing and the lowest responsive bidder.
* Instructions; Multiply the "Price Each" by the "Quantity" and enter this
figure in the "Total Price." Add the "Total Price" column and place this figure
in the "Grand Total" blank.
* Shipping; All shipping costs to be included in bid price.
* Contract Award; Vendors must be able to furnish every filter listed or an
equivalent, to be considered. Contract award will be made to the compliant
vendor with the lowest price in "Grand Total" blank.
* Quantities; Quantities listed are estimates of number of filters to be purchased
during the contract year, but does not guarantee any number or types to be
purchased.
* Stocking; Bids must include the cost of removing old stock if the brand is
different form the one currently used (Baldwin currently used), crediting the
City at cost for the filters removed, and installing necessary parts books or
software necessary to use the replacement brand. Each filter removed and
credited will be replaced with an equivalent filter of the new brand.
7

NEAPA
NORTHEAST ALABAMA PURCHASING ASSOCIATION
Vehicle Filter BID SHEET
BID# 3651
Automotive Filter Sort
Baldwin Part # Other Part # Description Quantity Price Each Total Price
PA 4167 Air Filter 13
41FF63041NN Fuel Module 3
41FF63054NN Fuel Filter 22
41FS1095 Fuel 1
Seperator
PA 2326XP Air Filter 13
RS3544 Air Filter 4
PA2069 Air Filter 2
RS4636 Filter 16
41FS1098 Fuel/Water 4
Seperator
BT8409 Filter 6
RS3518 Filter 10
41FS20121 Fuel 5
Filter/HEA
41LF14009NN Oil 6
Filter/Comb
41LF17531 Filter Lube 11
BF7675 Filter 4
BF1293-SPS Filter 6
PA4985 Filter 25
B31 Filter 2
B7125 Filter 4
PF7978 Filter 36
BD7309 Filter 33
B160 Filter 60
B161-S Filter 1
B7010 Filter 2
B7322 Filter 5
B7327 Lube Spin- 1
On
BF1293-SPS Fuel Filter 6
BF1329-0 Fuel Filter 1
BF46169-0 Fuel Filter 9
BF7587 Filter 2
BF7668 Filter 13
PA2456 Filter Air 1
8

BID# 3651
Automotive Filter Sort
Baldwin Part # Other Part # Description Quantity Price Each Total Price
BF7674-D Filter 2
BF7675-D Microlite 4
Secon
BF7952-D Secondary 2
Fuel
BF7998 Filter 1
BF853 Filter 6
BF909 Filter 1
BT8409 Filter 6
PA2152 Filter Air 16
BT8416 Filter 6
CA30079 Channel 2
Flow Air
CA5278 Primary 1
Element
PA1865FN Filter Air 2
CA5368 Channel 2
Flow Air
P40008 Lube 2
Element
P7199 Micro-lite 1
Lube
PA4075 Filter Air 54
P7230 Filter 1
P7235 Oil Filter 3
RS3704 Filter Air 41
RS3707 Filter Air 2
RS3715 Filter Air 32
PA10060 Panel Air 2
Element
PA2069 Filter 2
PA2326 Filter 13
PA4120 Filter Air 1
PA2722 Filter Air 11
PA30093 Element 6
RS3734 Filter Air 3
PA30260 Filter 7
PA30268 Filter 1
PA30275 Filter 1
PA32001 Primary 5
Endurance
PA4075 Filter 54
9

BID# 3651
Automotive Filter Sort
Baldwin Part # Other Part # Description Quantity Price Each Total Price
PA4113 Filter 109
PA4167 Filter 13
PA4323 Filter 36
BF1166 Filter Fuel 2
PA4553 Micro-lite 5
Oval
PA4704 Safety 3
Element
PA4985 Filter 25
PA5359 Filter 7
BF912 Filter Fuel 6
BF909 Filter Fuel 1
PA5710 Air Filter 1
BF7629 Filter Fuel 14
PF46235 Filter 2
BF1259 Filter Fuel 6
BF1345 Filter Fuel 2
BF1272SP Filter Fuel 3
PF7698 Filter 1
BF853 Filter Fuel 6
PF7761 Filter 1
PF7678 Filter Fuel 2
PF7698 Filter Fuel 1
RS3518 Filter 10
RS3544 Filter 4
RS3704 Filter 41
RS3705 Filter 32
RS3885 Filter 2
PF7779 Filter Fuel 6
RS4636 Filter 16
BT28710 Filter Hyd 1
RS4638 Filter 1
B35S Filter Oil 4
B43S Filter Oil 2
B227 Filter Oil 4
B233 Filter Oil 2
B329 Filter Oil 146
BT223 Filter Oil 39
B2 Filter Oil 2
10