IFB 26038Z - HVAC Cargo Van

Location:	Ohio
Posted:	Apr 29, 2026
Due:	May 15, 2026
Agency:	City of Dayton
Type of Government:	State & Local
Category:	23 - Ground Effect Vehicles, Motor Vehicles, Trailers, and Cycles V - Transportation, Travel and Relocation Services
Solicitation No:	IFB 26038Z
Publication URL:	To access bid details, please log in.

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AD # 4/29 & 4/30

INVITATION FOR BID

IFB #26038Z

C I T Y O F D A Y T O N, O H I O

Division of Procurement

CITY HALL

101 W. Third St.

DAYTON, OHIO 45402

HVAC CARGO VAN

For Further Information Contact:

Zachary Lee

101 W. Third St.

Dayton OH 45402

Phone No. 937-333-4003

Date: April 29, 2026

Nicole Fox

Purchasing Agent

ELECTRONIC PDF BIDS MUST BE RECEIVED IN THE DIVISION OF PROCUREMENT EMAIL TO

bids@daytonohio.gov NO LATER THAN: 10:00 A.M. local (Dayton OH) time on May 15, 2026

User Agency: Various

Your electronic PDF bid is requested for the following: To set a firm price agreement for a HVAC Cargo Van - with

firm pricing from May 15, 2026, to December 31, 2026, and one option to renew at the City of Dayton’s discretion.

For additional information on this IFB, please contact the Division of Procurement, Zachary Lee at (937) 333-4003.

A copy of this bid may be found on the City’s Website at: http://www.daytonohio.gov/bids.aspx

All Vendors must submit a current copy of their W-9 with the Bid. If you have not registered with the City of Dayton,

please complete and submit your complete Vendor Application form. Forms must be on file with the City of Dayton

before any Purchase Order or contract can be awarded with your company.

Forms can be found on the City of Dayton’s website at: http://www.daytonohio.gov/781/Doing-Business-With-the-

City-of -Dayton

Submit one (1) signed original PDF of bid to bids@daytonohio.gov with IFB number in “Subject” line. All

supplemental documentation shall be included with the original.

BIDDER IS REQUESTED TO USE THE CITY'S BID FORM ENCLOSED AS NONE OTHER WILL BE ACCEPTED.

LEGIBLE INFORMATION MUST BE GIVEN IN THE SPACES PROVIDED.

A copy of the Bid Tabulation may be obtained by contacting the Procurement office and will be available online once the award has been made.

All federal, state, and local laws regarding competitive bidding, anti-competitive practices, and conflict of interest shall be applicable to this I.F.B.

Bids are to include all shipping costs to the point of delivery as indicated above.

The City of Dayton is exempt from payment of federal excise taxes and state retail sales taxes (Ohio Vendor's License No. 57-15847).

Multi-year orders are valid only if funds are available in succeeding years.

State Manufacturer and Model No. of items you are bidding and send DESCRIPTIVE LITERATURE on same with your bid. Any brand names on

our bid form are to establish quality levels and do not indicate preference.

The City of Dayton reserves the right to reject any or all bids, to waive any irregularities in a bid, or to accept the bid or bids which in the judgment

of roper officials, is to the best interest of the City.

The City of Dayton reserves the right to accept a part or parts of a bid unless otherwise restricted in the bid. If you are not in a position to quote,

advise to this effect so we may keep your name on our active bid list. We are not permitted to accept telephone bids or Fax bids.

BIDDER'S PLEASE NOTE: Your signed equal opportunity "Affirmative Action Assurance" form (available at Human Relations Council, 371 W.

Second St., Suite 100, Dayton, Ohio 45402--Phone No. 937-333-1403) must be on file with the City of Dayton before an order or contract can be

issued. Please complete and return promptly to the Human Relations Council.

BID TO THE CITY OF DAYTON, OHIO

DIVISION OF PROCUREMENT

E-MAIL TO: bids@daytonohio.gov

IFB #26038Z

Note: FOB Destination; all prices bid to the City shall include all fees of transportation including inside delivery.

DESCRIPTION

Vendors are not required to quote on every line item. Purchase orders may be issued and/or amended throughout the year as required

by the various City divisions. Price quoted shall remain firm for the period of May 15, 2026 through December 31, 2026. At the City’s

discretion, this agreement may be renewed for an additional 12-month period (January 1, 2027 through December 31, 2027) at

identical rates, terms, and conditions. Pricing shall apply only to the specific vehicle configuration, trim level, and model year

identified in this bid. In the event of a manufacturer model year change or MSRP adjustment during the term of the agreement,

pricing may be adjusted only to reflect documented manufacturer changes and must be supported by official OEM documentation.

Any requested price increase for renewal shall not exceed two percent (2%) of the original bid, unless otherwise approved in writing

by the City. All requests for renewal price increases must be accompanied by supporting documentation that clearly provides a

detailed justification. The City reserves the right to accept updated pricing, require confirmation of pricing continuity, or cancel the

order without penalty if pricing or specifications materially change. Failure to comply with these terms may result in bid rejection.

HVAC CARGO VAN

(ORDER BANK OPTION)

(Per Specifications Attached)

1. 2

More or Less

Each

HVAC Cargo Van

$__________ /each

Condition: New

Mfr., Make, and Model bid: _____________________________________

Model Year/s: __________

Please specify the warranty period and coverage: ___________________

Delivery Date: ________ days after receipt of order.

Is pricing associated with any Cooperative Purchasing Program? Yes [ ] No [ ]

IF YES, please provide name and contract number of the Cooperative Purchasing Program. ____________________

ORDER BANK PRICING TERMS

➢ Price to remain firm for the period from May 15, 2026 through December 31, 2026?

Yes [ ] or No [ ] If no, for how long? ______________.

➢ Renewal Option

January 1, 2027 through December 31, 2027?

Yes [ ] or No [ ] If not, maximum percentage increase (based on first-year bid pricing): _____ %

BID TO THE CITY OF DAYTON, OHIO

DIVISION OF PROCUREMENT

E-MAIL TO: bids@daytonohio.gov

IFB #26038Z

Note: FOB Destination; all prices bid to the City shall include all fees of transportation including inside delivery.

DESCRIPTION

HVAC CARGO VAN

(ON THE LOT – FAST TRACK OPTION)

(Per Specifications Attached)

2. 2 Each

HVAC Cargo Van

More or Less

$__________ /each

Condition: New

Mfr., Make, and Model bid: _____________________________________

Model Year/s: __________

Please specify the warranty period and coverage: ___________________

Delivery Date: ________ days after receipt of order.

Is pricing associated with any Cooperative Purchasing Program? Yes [ ] No [ ]

IF YES, please provide name and contract number of the Cooperative Purchasing Program. ___________________

ON-THE-LOT PRICING TERMS

➢ Price to remain firm for the period from May 15, 2026 through December 31, 2026

Yes [ ] or No [ ] If no, for how long? ______________.

➢ Renewal Option

➢ January 1, 2027 through December 31, 2027?

Yes [ ] or No [ ] If not, maximum percentage increase (based on first-year bid pricing): _____ %

BIDDER SHALL PROVIDE ALL PRODUCT SUMMARY AND SPECIFICATIONS RELATED TO PRODUCT(S) AND

MANUFACTURER’S WARRANTY LISTED BELOW WITH YOUR COMPANY’S BID RESPONSE.

BIDDER IS REQUESTED TO USE THE CITY'S BID FORM ENCLOSED AS NONE OTHER WILL BE ACCEPTED.

THE UNDERSIGNED HEREBY CERTIFIES THAT ITEMS FURNISHED AS A RESULT OF THIS BID WILL BE IN FULL ACCORDANCE WITH THE

CITY OF DAYTON SPECIFICATIONS APPLYING THERETO UNLESS EXCEPTIONS ARE STATED ABOVE.

"I certify the bidding entity complies with City of Dayton Ordinance #30829-09 and the City’s Revised Code of General Ordinances

Section 35.70 through 35.74 regarding Living Wages." [ ] YES

[ ] NO

All delivery costs are included in this quotation

regardless of F.O.B. designation.

Cash Discount Allowed: ______% 10th Proximo.

Leave blank if your terms are Net 30 Days.

Delivery will be made within ________ calendar

days after receipt of order.

Prices quoted will remain firm for acceptance with-

in 90 calendar days after bid opening unless other-

wise stated.

Bidding Company____________________________________

Address : ___________________________________________

___________________________________________________

City

State

Zip Code

____________________________________________________

Email address to send Purchase Order to:

By:_________________________________________________

(Please Print or Type) Name and Title

Signature: ___________________________________________

Phone No.__________________________

BID TO THE CITY OF DAYTON, OHIO

DIVISION OF PROCUREMENT

E-MAIL TO: bids@daytonohio.gov

Note: FOB Destination; all prices bid to the City shall include all fees of transportation including inside delivery.

DESCRIPTION

IFB #26038Z

BID DOCUMENT

All bids shall be submitted as a PDF via electronic submission to bids@daytonohio.gov. The City’s email size can only accept

20meg limit for incoming e-mail message sizes (20meg includes e-mail itself and any attachments total). Should the bid

document be larger than this size your company will have to submit bid in several email documents. Should the bid be submitted

in multiple parts please designated in the “Subject”, your bid response as multiple “Parts”, i.e. IFB No. 26038Z Part 1, IFB No.

26038Z Part 2, etc.

BID OPENING

Topic: CITY OF DAYTON OHIO - IFB 26038Z - HVAC CARGO VAN

Time: May 15, 2026 10:00 AM Eastern Time (US and Canada)

Join Zoom Meeting

https://us04web.zoom.us/j/76944489777?pwd=qesbRNAQ2k6deroifi1ufMpkgaOTW5.1

Meeting ID: 769 4448 9777

Passcode: z09YAE

BID TO THE CITY OF DAYTON, OHIO

DIVISION OF PROCUREMENT

E-MAIL TO: bids@daytonohio.gov

IFB #26038Z

Note: FOB Destination; all prices bid to the City shall include all fees of transportation including inside delivery.

DESCRIPTION

Statement of Equipment Option(s) - additions and/or deductions that are available to the City of Dayton but are not

included in pricing stated above: Provide a detailed description and pricing, if appropriate, of equipment option(s)

available that is offered but not listed in Specifications attached. All options listed must be acceptable for product(s) and/or

service(s) requested in this bid.

*Use the area below to note any alternatives to the equipment specified and pricing associated with each equipment option.

IF, additional equipment is required and/or must be purchased in conjunction with alternative or optional equipment, it must

be specified at time of bid. Use additional pages if necessary.

____________________________________________________________________________________________________________

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

Bid Number:	IFB 26038Z
Bid Title:	IFB 26038Z - HVAC Cargo Van
Category:	Procurement
Status:	Open