CONTRACT PO FOR THE RENTAL OF TRACTORS, FLAT-BED TRUCKS, TRAILERS, AND OTHER VEHICLES

MICHAEL RICHMOND, BUYER,

MICHAEL.RICHMOND@PGWORKS.COM

PLEASE SUBMIT PRICING FOR A CONTRACT PURCHASE ORDER FOR THE RENTAL OF TRACTORS, FLAT-BED TRUCKS, TRAILERS, AND OTHER VEHICLES ON AN "AS NEEDED BASIS".

*** BIDS WILL BE DEEMED NON-RESPONSIVE, IF BIDDERS: ***
- TAKES EXCEPTIONS TO PGW'S SPECIFICATIONS OR TERMS AND CONDITIONS
- FAILS TO COMPLETE, SIGN AND RETURN REQUIRED DOCUMENTS IN SEALED BID PACKET
- FAILS TO PROVIDE PRICING AND LEAD TIME FOR ALL ITEMS

ANY QUESTIONS OR REQUEST FOR CLARIFICATION REGARDING THIS RFQ AND THE ATTACHED DOCUMENTS MUST BE SUBMITTED VIA PGW.PROCUREWARE.COM NO LATER THAN 2:00PM EST ON MAY 1, 2025.

PLEASE REVIEW AND COMPLETE THIS SEALED BID PACKET BY 2:00 PM EST ON MAY 8, 2025.

***PLEASE NOTE THAT PGW IS ELIGIBLE TO PARTICIPATE IN COSTARS, NJPA, OMNIA PARTNERS, NASPO AND/OR STATE/CITY OF PHILADELPHIA CONTRACT PRICING.  PLEASE INCLUDE THE CONTRACT NUMBER ON YOUR RFQ IF APPLICABLE.

PLEASE SUBMIT YOUR BID FOR A CONTRACT PURCHASE ORDER COVERING A ONE (1) YEAR PERIOD ("INITIAL TERM") EFFECTIVE MAY 1, 2025 THROUGH APRIL 30, 2026, WITH AN OPTION TO RENEW FOR UP TO THREE (3) ADDITIONAL ONE (1) YEAR TERMS. THE "RENEWAL TERM" IS EXERCISABLE, AT PGW'S SOLE DISCRETION, AS OF THE EXPIRATION OF THE INITIAL TERM OR CURRENT "RENEWAL TERM".

BIDDERS ARE REQUESTED TO QUOTE THE FOLLOWING:

PAYMENT TERMS: NET 30 DAYS, FREIGHT: PAID, F.O.B.: DESTINATION.

ALL PRICES QUOTED MUST REMAIN FIRM FOR THE INITIAL TERM OF THE CONTRACT PURCHASE ORDER.

PRICE INCREASES/DECREASE REQUIREMENTS:

ALL PRICES QUOTED MUST REMAIN FIRM FOR THE INITIAL TERM OF THE CONTRACT PURCHASE ORDER.  FOR THE INITIAL TERM OF ONE (1) YEAR; THEREAFTER, PRICES MAY BE INCREASED FOR EACH SUBSEQUENT THREE (3) ONE (1) YEAR PERIOD THROUGHOUT THE DURATION OF THE CONTRACT, WHICH MAY BE RENEWED UNDER THE TERMS AND CONDITIONS OF THIS AGREEMENT AT THE SOLE OPTION OF PHILADELPHIA GAS WORKS (PGW) ON AN ANNUAL BASIS FOR UP TO THREE (3) ADDITIONAL ONE (1) YEAR TERM(S). VENDOR MAY INCREASE PRICES FOR THE FUTURE RENEWAL PERIODS PROVIDED THAT:

NOTICE OF PRICE INCREASES MUST BE RECEIVED, IN WRITING, BY PGW AT LEAST FIFTEEN (15) DAYS PRIOR TO THE EXPIRATION OF THE CURRENT TERM FOR PRICE INCREASE TO BE EFFECTIVE AS OF THE FIRST DAY OF THE RENEWAL TERM.  PRICE INCREASE LETTER MUST INCLUDE A COPY OF THE MANUFACTURER’S LETTER AND/OR INDUSTRY BULLETIN.  THE PRICE INCREASE LETTER SHALL BE SENT TO MICHAEL.RICHMOND@PGWORKS.COM, REFERENCING RFQ#, BLANKET OR CONTRACT #, CONTRACT TERM, AND SHOWING ITEM(S) DESCRIPTION AND APPLICABLE PRICING. PGW RESERVES THE RIGHT TO REVIEW THE PROPRIETY OF THE PRICE INCREASE AND CANCEL THE CONTRACT AT ITS DISCRETION.

FAILURE TO NOTIFY PGW WITHIN THE FIFTEEN (15) DAY TIMEFRAME SHALL RESULT IN THE FOLLOWING:

IF THE LETTER IS RECEIVED BEFORE THE LAST DAY OF THE CONTRACT TERM, THE EFFECTIVE DATE OF THE PRICE INCREASE SALL BE FIFTEEN (15) DAYS FROM RECEIPT OF THE PRICE INCREASE LETTER RECEIVED BY PGW OR, IF THE LETTER IS NOT RECEIVED BEFORE THE LAST DAY OF THE CURRENT TERM, THE PRICES FOR THE RENEWAL TERM SHALL BE THE SAME AS THE PREVIOUS TERM.

FOR EACH RENEWAL TERM THE PRICE INCREASE AND/OR DECREASE SHALL BE BASED UPON THE PERCENT (%) CHANGE IN THE INDEX FOR ALL URBAN CONSUMERS – PHILADELPHIA OF THE CONSUMER PRICE INDEX (ALL ITEMS) AS PUBLISHED BY THE U.S. DEPARTMENT OF LABORM BUREAU OF LABOR STATISTICS AND AS INDICATED BY THE MID-ATLANTIC CPI ANNOUNCEMENT FOUND HERE:

HTTPS://WWW.BLS.GOV/REGIONS/MID-ATLANTIC/DATA/CONSUMERPRICEINDEXHISTORICAL_PHILADELPHIA_TABLE.HTM

IN NO EVENT SHALL THE PRICE INCREASE EXCEED 5% IN ANY RENEWAL TERM.  THE INCREASE SHALL REFLECT THE CHANGE TO THE CPI OR THE 5% CAP, WHICHEVER IS LESS.

NOTE: PRICE DECREASES MAY BE FORWARDED TO THE SUPPLY CHAIN DEPARTMENT BUYER, IN WRITING, AT ANY TIME DURING THE CONTRACT TERM, TO INCLUDE ANY RENEWAL PERIOD(S).

ONCE THE CONTRACT AGREEMENT IS AWARDED, THE AWARDED VENDOR MUST ADHERE TO WHAT HAS BEEN QUOTED OR THIS COULD CAUSE THE ORDER TO BE SUBJECT TO CANCELLATION.

THE USAGE QUANTITIES LISTED ARE ONLY ESTIMATES TAKEN FROM PAST ORDER HISTORY. THIS DOES NOT CONSTITUTE A FIRM COMMITMENT TO PURCHASE THIS QUANTITY DURING THE PERIOD OF THE CONTRACT PURCHASE ORDER.  ACTUAL USAGE MAY EXCEED OR FAIL TO EXCEED ESTIMATES.

IMPORTANT NOTICE:  PHILADELPHIA GAS WORKS WILL NOT PROVIDE REIMBURSEMENT FOR ENVIRONMENTAL SURCHARGES, FUEL SURCHARGES, SHIPPING & HANDLING SURCHARGES, DELIVERY SURCHARGES, PALLET SURCHARGES NOR MILEAGE SURCHARGES.

THE EQUIPMENT LISTED REPRESENTS TYPICAL ITEMS TO BE RENTED ON THIS CONTRACT. THE EQUIPMENT LISTED IN THE RFQ WILL BE USED TO DETERMINE OVERALL PRICING AND AWARD INFORMATION. THE RATES FOR (1) OF EACH UNIT PER RATE PERIOD WILL BE USED FOR BID EVALUATION AND AWARD. TYPICAL RENTAL PERIODS FOR PGW ARE TWO (2) WEEKS TO ONE (1) MONTH, WITH EXCEPTIONS. EQUIPMENT TO BE RENTED IS NOT LIMITED TO THOSE LISTED.

BIDDERS MUST PROVIDE AVAILABLITY AND EQUIPMENT MAKE & MODEL IN THE COMMENTS SECTION FOR EACH LINE. ADDITIONAL INFORMATION CAN BE PROVIDED UNDER THE “QUESTIONS” TAB.

IF BIDDERS ARE UNABLE TO PROVIDE ANY OF THE ITEMS ON THE PRICING SHEET, OR THE CHARGES DO NOT APPLY, SPECIFY “NA”.

AT THE TIME OF RENTAL, PGW EMPLOYEE MUST LIST THEIR FULL NAME, TITLE AND DEPARTMENT NAME. THIS INFORMATION MUST ALSO BE CLEARLY STATED ON THE INVOICE.

INVOICING REQUIREMENTS:

- THE AWARDED SUPPLIER AGREES TO INVOICE PGW ONCE PER MONTH FOR ALL RENTALS PROVIDED UNDER THIS CONTRACT PURCHASE ORDER.

- RENTALS EXCEEDING TWO WEEKS SHALL BE INVOICED/BILLED AT THE MONTHLY RATE.

- SUMMARY INVOICE MUST CONTAIN THE PGW PURCHASE ORDER, AN ITEMIZED LIST OF ALL RENTALS FOR THAT TIME PERIOD, AND THE AGREED UPON PRICE PER RENTAL.

- INVOICES MUST CLEARLY STATE THE REQUESTING PGW EMPLOYEE’S FULL NAME, TITLE, AND DEPARTMENT NAME.

**VENDOR SHALL INCLUDE A COPY OF EACH RENTAL AGREEMENT.**

IF YOU ARE A CERTIFIED MINORITY, WOMAN, VETERAN, OR DISABLED OWNED BUSINESS, WHEN SUBMITTING YOUR BID RESPONSE, PLEASE BE SURE TO INCLUDE A COPY OF YOUR MOST CURRENT CERTIFICATION FOR VERIFICATION PURPOSES.

ADDITIONAL NOTES:
(1)  THE BASIS OF AWARD FOR THE SUCCESSFUL VENDOR SHALL RESULT IN ONE (1) CONTRACT PURCHASE ORDER TO THE LOWEST, RESPONSIVE, AND RESPONSIBLE VENDOR. IF LOWEST BID PRICE IS EQUAL, THE FOLLOWING FACTORS WILL BE TAKEN INTO CONSIDERATION TO DETERMINE THE AWARD:
1.    LEAD-TIME
2.    BEST AND FINAL OFFER (BAFO)
(2)  ANY PURCHASE ORDER RESULTING FROM THIS REQUEST FOR QUOTATION IS SUBJECT TO CANCELLATION BY PGW UPON THIRTY (30) DAYS WRITTEN NOTICE.
(3)  ANY BIDDER THAT HAS HAD A PURCHASE ORDER WITH PGW TERMINATED DURING THE PREVIOUS THREE (3) YEARS DUE TO BREACH OR DEFAULT MAY BE DEEMED NON-RESPONSIBLE AND NON-QUALIFIED FOR THIS RFQ
(4)  THE SUCCESSFUL BIDDER MUST REMIT ALL INVOICES ELECTRONICALLY TO APPOINVOICES@PGWORKS.COM FOR ELECTRONIC PAYMENT.  FOR ASSISTANCE OR QUESTIONS REGARDING INVOICING, PLEASE CONTACT PGW ACCOUNTS PAYABLE AT 215-684-6980
(5)  CONTRACTOR WILL BE BOUND BY PGW’S POLICY AND PROCEDURE FOR THE DEBARMENT AND SUSPENSION OF VENDORS.  SUSPENSION OR DEBARMENT OF CONTRACTOR BY PGW PURSUANT TO PGW’S POLICY AND PROCEDURE FOR THE DEBARMENT AND SUSPENSION OF VENDORS AND CONTRACTORS WILL BE CONSIDERED AS DEFAULT BY CONTRACTOR.

PROCUREWARE SITE NAVIGATION:
-“DESCRIPTION” TAB – Review RFQ requirements & note your intention to bid.
-”BID DOCUMENTS” TAB – Download Bid Documents & Terms & Conditions of Bidding
-“CLARIFICATIONS” TAB – Enter & review questions pertaining to the RFQ
- “RESPONSE” TAB:
QUESTIONS- Answer required questions & upload completed required documents.
PRICING – Review items list & enter bid pricing
-“CALENDAR” TAB – Review all events for RFQ