RFP --- Used Forklift

REQUEST FOR PROPOSALS
Town of Coventry, Rhode Island
Department: Public Works
Description Used Forklift
Bid Closure & Bid Opening
Sealed Bid Responses1 to this RFP shall be received until 10:00 a.m. on May 27, 2026, by the
Town Clerk's Office located within the Coventry Town Hall at 1670 Flat River Road, Coventry,
RI, 02816. The forgoing date and time shall mean and is the "Bid Closure", which sets the hard
deadline for the submission of all Bid & Response documents.
Generally, the normal business hours for the Town of Coventry (hereinafter "Town") are
Monday through Friday between the hours of 8:30 a.m. and 4:30 p.m. and Town offices are
closed on legal holidays recognized by the Town. Please consult the Town' s calendar on its
website (www.coventryri.gov) for current information.
Bids shall be opened publicly and read out loud in the Town Council Chambers located at the
aforementioned address on May 27, 2026, at 10:00 a.m. Each bid, together with the name of
the bidder, shall be recorded and an abstract of each bid made available for public inspection.
Subsequent to the awarding of the bid, all documents will be retained in accord with state law
concerning public record retention (R.I. Gen. Laws 38-1-1 et seq. and 42-8.1-1 et seq.) as well
as all regulations promulgated by the Rhode Island Department of State (www.sos.ri.gov).
1 "Bid Response" documents or "Bid Responses" shall
mean and include the "Bid Response Package", which is
published by the Town of Coventry as part of this RFP,
and shall include any supporting documentation prescribed
herein or by law, and which may be necessary, ancillary
and/or corollary to the bidder's response being complete
and responsive to this RFP.
Page 1 of 9

Any bid received after the Bid Closure will not be accepted and will be returned to the bidder
unopened. It is the bidder's responsibility to ensure that its Bid Response is received in a timely
manner in the Town Clerk's prior to Bid Closure.
Request for Proposal may be hereinafter referred to as "RFP."
INSTRUCTIONS TO BIDDERS2
This RFP and Bid Response form may be obtained in person at the Town Clerk's Office or the
Public Works Office during normal business hours or online at https://coventryri.gov.
1. Bid Responses
1. A bidder's Bid Response to this RFP must include: (1) RFP Response - Bid Form; (2)
Vendor Responsibility Form with attachments provided by the vendor; (3) Equal
Opportunity Employer Statement and Certification; (4) Non-Collusion Statement; (5) any
and all supporting documents, as may be specified or required herein, submitted by the
bidder to supplement the Bid Response; and (6) any and all documentation required by
Coventry Code of Ordinances Chapter 56 11. The foregoing documentation shall
constitute the bidder's entire, sealed, competitive bid proposal to the Town to provide the
service(s) and/or good(s) requested by the Town in this RFP.
2. All Bid Responses must be provided in hard copy and in the Office of the Town Clerk. All
Bid Responses must be in ink and have the original "wet" signature of the bidder or its duly
authorized agent on all documents and forms requiring a signature. Under no circumstance
will Bid Responses be accepted by any digital or electronic means, including but not limited
to telephone, fax, or email.
3. Bid Responses shall be submitted in a sealed envelope large enough to accommodate all
Bid Response documents and it shall be clearly marked "Used Forklift" on the exterior of
the envelope.
4. Bid Response documents shall include an original Bid Response, plus two (2) copies,
Certificate of Insurance and a 5% Bid Bond. "Omitted"
5. All Bid Responses will be accepted by the Town and reviewed by the Town in accord with
all RFP Instructions, General Conditions, and any other specifications stated herein or
attached hereto by the Town. Any departure from, exceptions to, or modifications of this
RFP by a bidder must be noted by the bidder and fully explained, in its bid response.
Page 2 of 9

6. Any communication of any kind and in any manner or medium with the Town that is not a
Bid Response to this RFP should be marked, labeled, designated or entitled - "NOT a Bid
Response" or "NOT a Bid" written on the envelope.
7. Bid Responses shall contain all necessary mathematical computations and figures. In
addition, any prices and/or pricing set forth in the Bid Response should be stated in words
and in numbers. The Town reserves its right to reject any Response to this RFP Bidder and
the Town, on the basis that pricing is not so stated or any Response in which there is a lack
of agreement or congruity between the pricing as stated in words and the pricing set forth
in numbers.
8. A bidder must itemize the pricing of each aspect of the Bid Response, where applicable and
whenever possible. In addition, the pricing and financial aspects of a Bid Response MUST
be totaled when and where applicable by sub-total and by overall total amount. The Town
reserves its right to make an award on the basis of total proposed amount of an RFP
Response or by individually priced items in an RFP Response.
9. Each bidder's RFP Response shall, for individuals, state the full name and place of
residence; and the names of persons or firms with whom the bidder is submitting a joint
proposal. All bids made by a legally cognizable entity (i.e., LLCs, corporations,
partnerships, etc.) shall disclose the names and addresses of senior managers, shareholders,
principals and anyone else holding an ownership interest in the entity.
2. Bidder and Bid Qualifications: Bid Evaluation
Bidders and bid qualifications are evaluated by the Town in accord with R.I. Gen. Laws 45-
555(b), Coventry Home Rule Charter Art. X 10.23, and the Coventry Code of Ordinances
Chapter 56 11. The bid award will be based on the lowest qualified bid.
The Town reserves its right to conduct due diligence as it deems necessary to assess the bidder's
performance capability, capacity, qualifications and any other criteria required by the RFP to
provide the service(s) and/or good(s) requested in the RFP. At the request, bidders shall furnish
any and all additional information and data as may be requested by the Town for its due diligence.
3. Required Attachments to the Bid Response
Each Bid Response shall include the following:
a. RFP Bid Response - Bid Form;
b. Vendor Responsibility form;
c. Equal Opportunity Employer form;
d. Non-Collusion Statement;
e. Vendor's proposed form of contract;
f. Any other information that may be required due to the nature of the good(s) and/or
service(s) to be provided.
Page 3 of 9

4. Acceptance or Rejection of Bids: Town's Reservation of Rights
The Town will accept or reject bids no later than thirty (30) days following the date on which
bids are opened. The Town reserves the right to reject or accept any or all bids or portion thereof
where such acceptance or rejection would, in the Town's sole discretion, be in the best interest of
the Town, and further reserves the right to reduce or modify the scope of the
procurement/purchase of goods and/or services in order to meet funding limits, budget and
scheduling constraints.
6. RFP Terms. Specifications and Questions
Bidders must examine the RFP carefully as to the specification of service(s) and/or good(s) the
Town is requesting. In case doubt shall arise as to the meaning or intent of anything shown in the
specifications, an inquiry shall be made in writing to the Town before the bid is submitted. The
submission of a Bid Response shall indicate that the bidder thoroughly understands the terms of
the RFP and specifications.
If a bidder has questions, requires additional information, or requires some clarification
regarding the RFP, please contact (in writing ONLY via email) the following person at the
Town no later than December 24, 2025, at 10:00 a.m.:
Kevin McGee, Director of Public Works, at kmcgee@coventryri.gov
5. Addenda - Individual and other Bidders
Any bidder specific due diligence is addenda that the bidder shall include as a necessary part of
the bidder's Bid Response. Any addenda, including response(s) to bidders' questions, issued after
the request for bids are distributed shall be covered in the Bid Response.
GENERAL CONDITIONS
1. Reservations
a. The Town may waive minor differences in specifications provided these differences do not
violate the intent of the specification or materially affect the operation for which the item is
being acquired.
b. Bids which show omission, irregularity, alteration of forms, or additions not called for, and
conditional or unconditional, unresponsive bids or bids obviously unbalanced may be
rejected.
c. The Town reserves the right to award contracts on a lump sum or an individual item basis or
such combination thereof as the interests of the Town may require.
Page 4 of 9

d. If in the Town's judgment, the Town's best interest will be served by doing so, the Town
reserves the right to reject any and/or all bids; to accept a portion of a bid or bids only; to
advertise for new bids; to proceed to do the work otherwise; or to abandon the work.
e. If a Bid Response is made in collusion with any other bidder, then both bids will be rejected.
f. A responder who is an out-of-state corporation shall qualify or register to transact business
in this State, in accordance with General Laws of the State of Rhode Island.
g. In determining the lowest qualified evaluated bid, cash discounts for payments less than
thirty (30) days will not be considered.
h. The Town reserves the right to award to one bidder, or to split the award among bidders.
i. All bids will be disclosed at the formal proposal opening. After a reasonable lapse of time,
tabulation of proposals may be seen on the Town's website (www.coventryri.gov)
j. As the Town is exempt from the payment of Federal Excise Taxes and Rhode Island Sales
Tax, prices quoted are not to include these taxes.
k. In case of error in the extension of prices quoted, the unit price will be considered.
l. A vendor will not be permitted to either assign or underlet the contract, nor assign legally or
equitably any money hereunder, or its claim thereto without the previous written consent of
the Town Manager.
m. Delivery dates must be shown on the bid proposal. If no delivery date is specified, it will be
assumed that an immediate delivery from stock will be made.
n. A certificate of insurance (hereinafter "COI") shall be required of a successful bidder within
ten (10) calendar days of the contract award and shall be provided to the Town. The "Town
of Coventry" shall be an additionally named insured in the title holder box of the COI.
o. Bid proposals may be submitted on an "equal" in quality basis. The Town reserves the right
to decide equality. Responders must indicate brand or make offered and submit detailed
specifications if other than the brand requested.
p. For contracts involving construction, alteration and/or repair work, the provisions of R.I.
General Law 37-13-1 et seq., concerning payment of prevailing wage rates apply.
q. No goods should be delivered, services provided or work commenced without Notice from
the Town.
2. Disputes
Page 5 of 9

In cases of disputes as to whether a good, service or work quoted or delivered meets the RFP
specifications, the decision of the Town shall be final and binding on both parties.
3. Failure to Deliver
In the event the vendor fails to deliver, provide and/or perform the goods, services or work
pursuant to the terms of the contract, the Town shall have the right to purchase and procure on
the open market such goods, services or work specified in the RFP and the Town shall be
entitled to damages as a result of such failure.
4. Insurance
The vendor shall maintain such commercial general liability and broad form property damage
insurance and Workers' Compensation Insurance as will protect the Town from any and all
claims under Workers' Compensation Act, and from any other claims for loss or damages or for
general injury or damage to property which may arise from vendor's operations under the
contract; whether such operations be by themselves or by any subcontractor or anyone directly
or indirectly employed by either of them. The COI shall be on an occurrence's basis.
The vendor shall name the Town of Coventry, 1670 Flat River Road, Coventry, RI 02816, as a
certificate holder and additional insured to the required insurance policy and will furnish a COI
to the Town within ten (10) calendar days from the date of award, but in no event later than the
date of execution of the contract.
Specific minimum coverage limits are as follows:
1. Comprehensive Liability Insurance: Limits of Coverage (Applies ONLY to Contractors
performing services in and/or for the Town; NOT for supply only Contracts) for commercial
general liability and broad form property damage coverage are to be no less than One Million
Dollars ($1,000,000.00) occurrence/One Million Dollars ($1,000,000.00) aggregate personal
injury and death and One Million Dollars ($ 1,000,000.00) property damage. One Million
Dollars ($1,000,000.00) aggregate, where insurance aggregates apply.
2. Workers' Compensation: Contractor shall maintain Worker's Compensation coverage for the
duration of the contract. Evidence of coverage must be presented before the final contract is
signed by the Town.
Failure to provide current insurance shall result in termination of the contract.
Page 6 of 9

5. Indemnification
The successful bidder/vendor will be required to indemnify, defend and hold the Town
harmless against any and all liability to any person or persons or damage to any property for or
by any reason of any condition or malfunction of the materials used, and against any and all
claims made or liability to any person or persons by reason of any act or omission or
negligence of the bidder or any of its agents, servants, or employees. This indemnification
shall include reasonable attorney's fees incurred by the Town in connection with such claim or
liability.
Vendor further agrees to indemnify and hold harmless the Town from and against any and
all liability in any way arising out of or related to vendor's operation and/or performance of
its obligations hereunder. The indemnity shall be the broadest form available and shall
include indemnity against any liability arising out of or caused by the negligence of the
vendor, its agents, subcontractors, and employees.
6. Inspections
The Town has the right to inspect and test all goods, services, materials, equipment and
machines called for by the contract, to the extent practicable at all times and places during the
term of the contract. The Town shall perform inspections and tests in a manner that will not
unduly delay the provision of goods, services or work under the contract. If any of the goods,
services, materials, equipment and machines or work do not conform to contract specifications,
the Town may require the contractor to perform its contractual obligation again or provide
replacement performance of the vendor's contractual obligations in conformity with contract
specifications, at no increase in contract amount.
CONSTRUCTION AND SERVICE IFB TERMS
1. It is hereby mutually understood and agreed that no payment for extra work shall or will be
claimed or made unless ordered in writing by the Town Manager or his designee.
2. Awards will be made within thirty (30) days of the RFP Response or bid opening. All
proposal prices will be considered firm, unless qualified otherwise. Requests for price
increases will not be honored.
3. Failure to deliver within the time quoted or failure to meet specifications may result in default
action in accordance with the general specifications. It is agreed that deliveries and/or
completion are subject to strikes, lockouts, accidents and Acts of God.
4. Only one shipping charge will be applied in the event of partial deliveries for blanket
purchases or term contracts.
5. The successful bidder shall, prior to commencing performance under the contract, attach and
submit evidence that they have complied with the provisions of the Rhode Island Worker's
Compensation Act. If the successful bidder is exempt from compliance under the Worker's
Page 7

Compensation Act, an officer of the successful responder shall
so state by way of sworn Affidavit which shall accompany the
signed contract.
GENERAL SPECIFICATIONS
Scope of Work:
Provide a used forklift that is no older than 6-8 years old,
2018-2025
* Forklift shall be able to have a lift capacity of 8,000-12,000#
Tires should be a pneumatic traction system
* Forklift shall be able to lift 8' to 16'
* Fuel source shall be propane
Forklift should have between 1500-3000 hours
Forklift shall have a side shift
* Forklift shall be provided with forks
Vendor shall provide shipping cost to the Town of Coventry
Note:
* The Town of Coventry can't take possession of unit before
July 1, 2026, when approved funds are available to disperse.

Town of Coventry, Rhode Island
USED FORKLIFT
RFP Response - Bid Proposal Form
Print Bidder Name:
Print Bidder Address:
Bidder Telephone:
Bidder Facsimile:
Bidder Cell Phone:
Bidder E-Mail:
Print Bidder's
Representative:
Authorized Bidder's Signature:
The bidder shall deliver all equipment and materials to complete the bid items awarded.

USED FORKLIFT
BID PROPOSAL- RFP RESPONSE
Make of Used Forklift: __________________________
Year of Used Forklift:
Hours of Used Forklift: __________________________
Lift Capacity of Used Forklift:
Does it have a Side Shift Option:
Fuel Type:
Type of Tires/Traction: ___________________________
Type of Lift/Stage:
Are Forks Included: ______________________________
of Used Forklift:
*Price for Shipping: ______________________________
Vendor Responsibility Form