Light Duty Pickup Trucks And Cargo Vans

COMMONWEALTH OF PENNSYLVANIA
DEPARTMENT OF GENERAL SERVICES
Invitation for Bid (IFB)
LIGHT DUTY PICKUP TRUCKS AND CARGO VANS
IFB No. 6100066036
Issue Date:
06/30/26
Contact Person: Jason Zabady
Email: Jzabady@pa.gov
Phone Number: 223-231-9338
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1. CONTRACT SCOPE/OVERVIEW:
This IFB 600066036 solicits bids for model year 2027 or newer light-duty pickup
trucks and cargo vans for use by Commonwealth agencies. All vehicles must be
manufactured in North America, (defined as the United States, Canada, and
Mexico).
Pickup truck offerings shall include both gasoline and hybrid models across the full
range of light-duty classifications-from compact pickups through 12-ton (150/1500),
34-ton (250/2500), 1-ton (350/3500). Vehicles shall be available in multiple cab
configurations and bed lengths to meet the varied operational needs of
Commonwealth agencies. Vehicle upfitting is allowed, but only for essential
operational equipment (like snowplows, salt spreaders). The vehicle makes,
models, and specifications being requested are provided in the Cost Submittal
Excel workbook.
Truck Classification Reference Table
Truck Classification Common Industry Typical Examples
Designation
Compact Pickup Compact / Small Pickup Ford Maverick; Hyundai
Santa Cruz
Light-Duty Midsize Pickup Midsize Pickup Ford Ranger; Chevrolet
Colorado; Toyota Tacoma;
Nissan Frontier
Light-Duty Pickup 1/2-Ton Pickup (150 / 1500 Ford F-150; Chevrolet
Series) Silverado 1500; Ram 1500
Heavy Light-Duty Pickup 3/4-Ton Pickup (250 / 2500 Ford F-250; Chevrolet
Series) Silverado 2500HD; Ram
2500
One-Ton Pickup 1-Ton Pickup (350 / 3500 Ford F-350; Chevrolet
Series) Silverado 3500HD; Ram
3500
Cargo vans should include commercial-grade models comparable to the Ford
Transit, Ram ProMaster, or equivalent vehicles that meet standard fleet service
needs.
The resulting contract is intended to provide Commonwealth agencies with reliable,
cost-effective light-duty vehicles that support ongoing operational demands.
2. CONTRACT TERM:
The initial term of the contract shall be for one year.
* The contract shall commence on the effective date no earlier/later than
09/01/2026 and expire on 08/31/2027
* The Commonwealth may exercise up to four, one-year renewals.
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The awarded contract will be available for use Commonwealth-wide by any agency
requiring light-duty pick-up trucks and cargo vans. The resulting contract is intended
to expand access to reliable, cost-effective light-duty pickup trucks and cargo vans
and support the Commonwealth's operational needs.
The Department of General Services, Bureau of Vehicle Management, is expected
to be the primary user. The Commonwealth does not guarantee any minimum level
of contract usage. Historical spending data is provided solely for reference and does
not represent a commitment of future purchasing activity. Historic spending does not
guarantee future contract usage. Total historic spending across all combined
contracts over a five-year term was $64,000,000.00.
A. METHOD OF AWARD BY MANUFACTURER
The Commonwealth will award contracts to the lowest-priced responsive and
responsible bidders, based on pricing submitted in the Cost Submittal Workbook.
For each manufacturer's vehicle list, a maximum of two (2) awards will be made.
Bidders must provide a firm-fixed price for each vehicle bid listed within the Cost
Submittal Workbook. All bidders must meet specifications stated in the Cost
Submittal Workbook and Specifications and be able to meet all requirements
listed in the PCID 1067 Delivery of Vehicles and PCID 1075 General
Requirements for Bidding PennDOT Vehicles/Equipment attached to this IFB.
The bid price shall include destination charges (F.O.B Destination) and all eligible
discounts offered by the supplier and the dealer must be offered to the
Commonwealth. This fixed price shall be effective for the first year of the initial
term of the contract.
B. PRICING & PRICE INCREASES:
Pricing shall remain firm and fixed during the first contract year. However,
suppliers may request price adjustments associated solely with manufacturer
model year transitions or officially published manufacturer price increases for
successor model year vehicles may be requested during the first contract year,
when applicable.
Beginning in the second contract year, Suppliers may request price adjustments
only in connection with manufacturer model year transitions or officially published
manufacturer pricing increases.
All requested price adjustments must be directly supported by verifiable written
manufacturer documentation and shall be limited to the actual manufacturer
increase for the applicable replacement or successor model year vehicle.
Suppliers shall submit all supporting documentation and price adjustment
requests to the Department of General Services (DGS) Commodity Specialist for
review and written approval prior to implementation.
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Approved price adjustments shall apply only to the affected vehicle models
affected by the manufacturer's documented price increase. All other awarded
vehicle pricing shall remain firm and fixed unless otherwise approved in writing
by the Commonwealth.
3. DISCOUNTINED/UNAVIABLE ITEMS:
Suppliers cannot remove standard vehicle features when they submit their bid. Any
requests to remove features can only be made after the contract is awarded.
If a vehicle model is renamed, discontinued, trim level changes or otherwise
becomes unavailable, the contractor must provide a letter from the manufacturer
confirming the change. The letter must also identify the replacement model that will
take the place of the original.
Similarly, if a vehicle make becomes unavailable, the contractor must submit a letter
from the manufacturer stating the unavailability and specifying the replacement make
and/or model.
Supplier are obliged to provide the contract Commodity Specialist with any
announced order cut-off dates for vehicles, options, colors, etc.
4. OPTIONAL EQUIPMENT PRICING AND VEHICLE AVAILABILITY:
Only options that are available within the awarded vehicle's make, model, and trim
level may be ordered. Upgrading to a different trim level (e.g., from LS to LT) is not
permitted.
The awarded supplier must confirm that the contract and option pricing are correct
before issuing an order acknowledgement, and once the current model year ordering
period ends, vehicles may be purchased from the supplier's existing stock at that
model years contracted price, with any uncommon options included on those stock
vehicles shall be charged at time of the supplier's invoicing up to $10,000 in addition
to the contracted vehicle price.
5. ELIGIBILTY TO BID:
Bidders must meet the following criteria in order to be considered responsive and
responsible:
A. Required Certifications/Licensure, etc.
Bidders must be an Authorized/Franchised dealer for any vehicle being
offered in Pennsylvania. All bidders must be an authorized new vehicle dealer
for the manufacturer(s) they represent. Bidders shall submit their
Dealer/Franchise Agreement on official manufacturer letterhead, dated within
six (6) months of the bid due date.
Bidders must hold a valid Pennsylvania Dealer License.
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Bidders are advised that the licensing requirements are governed by Act No.
84 of 1983, commonly referred to as the Board of Vehicles Act.
Act of Dec. 22, 1983,P.L. 306, No. 84 Cl. 63 - BOARD OF VEHICLES ACT
6. MATERIAL REQUIREMENTS:
All specifications must be met as per below. These specifications can be found
within the bid documents housed within the Pennsylvania Supplier Portal
(https://pasupplierportal.state.pa.us/irj/portal/anonymous) and will be part of the
contract file when awarded.
* Minimum requirements are set forth in the specifications attached to this
solicitation - cost submittal workbook, PCID-1067 Delivery of Vehicles and PCID
1075 General Requirements for Bidding PennDOT Vehicles/Equipment and Light
Duty Pickup Truck and Cargo Vans Cost Submittal Spreadsheet. All listed
requirements represent minimum specification standards.
* Proposed vehicles must meet or exceed the minimum performance
specifications. Equivalent manufacturer configurations are permitted.
* Vehicles must be new, unused, and the current or upcoming model year.
* Only two (2) awards will be made for each particular vehicle manufacturer
make/model.
* Bidders must provide a firm-fixed price for each vehicle make/model.
* Price must include destination charges and all eligible supplier/dealer discounts
* Awarded bidders may not charge Shipping & Delivery charges. All vehicle(s)
shall be delivered F.O.B. Destination.
* Pricing must be equal to or lower than supplier's most favored customer.
* Suppliers cannot remove standard vehicle features when they submit their bid.
Any requests to remove features can only be made after the contract is awarded.
A. Roadside Mitigation Equipment
Vehicle shall be equipped with manufacturer-standard roadside mitigation
equipment. Acceptable configurations include, but are not limited to, an
inflator/sealant kit, compact spare tire, or full-size spare tire, as provided by the
original equipment manufacturer (OEM).
The Commonwealth will not require the addition of a spare tire where the
manufacturer does not provide a designed and secure storage location. Any
non-standard or aftermarket additions that are not OEM-integrated are not
acceptable due to potential safety and liability concerns.
Agencies requiring a spare tire for operational purposes must select a vehicle
model or manufacturer-supported option where the spare tire is properly
integrated and securely mounted in accordance with OEM design.
B. Manuals
For each make/model contract vehicle ordered by the Commonwealth, the
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awarded supplier shall provide one copy of the vehicle owner's manual directly
to the DGS Bureau of Vehicle Management, Attn: Director, 2221 Forster Street,
Harrisburg, PA 17103. Additional copies must be provided to any requesting
agency as well and manuals can be provided electronically. Each vehicle shall
include a copy of the manufacturer's service and warranty policy with all
warranty verification vouchers, certificates and/or coupons
7. STANDARD WARRANTY:
The price shall include the standard manufacturer's warranty for all products
provided if that warranty is greater than warranty required in the attached Terms
and Conditions or PCID 1067 Delivery of Vehicles and PCID 1075 General
Requirements for Bidding PennDOT Vehicles/Equipment. The warranty period
shall be from date of delivery of equipment and there shall be 100% parts and
labor with no deductibles.
8. PERSONNAL:
A point of contact shall be identified within the Cost Submittal Workbook and
Specifications to oversee all operations under the awarded contract.
The Commonwealth reserves the right to request the awarded suppliers and the
manufacturers' government sales representative to participate in a semiannual
business review meeting with Commonwealth staff. Suppliers are also obliged to
attend contract implementation meetings as the Commonwealth deems
necessary.
9. BID SUBMISSION REQUIREMENTS:
The following documentation must be completed and submitted with the
bid.
A. Failure to submit the documentation listed below will result in the bid
being rejected:
* Cost Submittal Workbook
B. In addition, the following documents must be returned with the bid.
Failure to submit any of the documentation listed below may result in the
bid being rejected.
* Lobbying Certifications and Disclosure, BOP-1307
* Reciprocal Limitations Act, GSPUR-89
* Iran Free Certification and Disclosure
* Worker Protection Act, BOP-2201
* Pennsylvania Dealer License
* Letter of Authorized/Franchised dealer representing the
manufacturer of Vehicles offered to the Commonwealth.
* COSTARS Election Participation (Optional)
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10. PURCHASE ORDERS:
No blanket purchase orders shall be allowed under this contract.
Purchase Orders may be issued electronically or through facsimile equipment.
Receipt of the electronic or facsimile transmission of the Purchase
Order shall constitute receipt of an order.
Orders received by the Contractor after 4:00 p.m. will be considered received
the following business day. The Contractor must acknowledge receipt of an
order within ten (10) business days from the day the purchase order is issued to
the Contractor. To ensure timely delivery, the Commonwealth should follow up
on orders if written acknowledgement is not received within ten (10) business
days. Vendors MUST provide documentation of order to the ordering agency
including manufacturer order number/reference and estimated delivery.
Awarded Contractors are responsible for accepting POs Monday - Friday 6:00
a.m. - 5:00 p.m. The supplier must have the ability to accept orders manually,
electronically, over the phone or via fax.
A. MINIMUM ORDER:
There is no minimum order for this contract.
11. QUOTE REQUIREMENTS:
Suppliers must provide quotes to ordering agencies. All quotes must remain valid
for at least thirty (30) days from the date they are issued. Ordering agencies
should attach quotes to Purchase Orders (PO).
Quotes must be clear, itemized, and directly aligned with the awarded contract
and the State purchase order (PO). Each quote must include:
* Contract number
* Contract line-item number for each vehicle and option
* Item descriptions that match the awarded contract
* Contract unit price for each item
* Quantity ordered
* Extended price for each line item (unit price x quantity)
* Total quote amount
* Itemization of all vehicles, trims, and options in a format that corresponds
directly to PO line items
* Suppliers contact name and remit address, phone number, and email
address
* SAP vendor number
* PO line-item details (PO line item number and description)
12. COMMONWEALTH ORDER REQUIREMENTS:
All orders for the Commonwealth of Pennsylvania must be placed within
manufacturer stated guidelines. Quotes should be attached to POs.
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Any orders with Ford Motor Co., dealer(s) must place the order as follows:
* PA State Police orders must be placed using: Ford Identification Number:
FIN #QA042
* PA Department of Transportation orders must be placed using: FIN #QT287
* All other Commonwealth of Pennsylvania orders must be placed using:
FIN #QS017
Any orders with General Motors, dealer(s) must place the orders as follows:
* All Commonwealth of Pennsylvania orders must be placed using: GM FAN
#000858213
Any orders with Stellantis, dealer(s) must place the orders as follows:
* All Commonwealth of Pennsylvania orders must be placed using VIP #48759
All other dealers, if the manufacturer offers a resource to directly track
Commonwealth orders, please provide that information at the time that orders
are placed.
Summary of Order Requirements
Agency / Order
Manufacturer Code Required
Type
Ford PA State Police FIN #QA042
PennDOT FIN #QT287
All other
Commonwealth FIN #QS017
orders
All Commonwealth
General Motors GM FAN #0 00858219
orders
All Commonwealth
Stellantis VIP #48759
orders
Provide any manufacturer-specific
All Other All Commonwealth
order-tracking resource at the time of order
Manufacturers orders
placement
13. SHIPPING AND DELIVERY:
All vehicle(s) shall be delivered F.O.B. Destination. The Contractor agrees to
bear the risk of loss, injury, or destruction of the vehicle(s) ordered prior to the
receipt of the vehicle(s) by the Commonwealth. Such loss, injury, or destruction
shall not release the Contractor from any contractual obligations. Except as
otherwise provided in this contract, all vehicle(s) must be delivered within the
time period specified in the Contract. Time is of the essence and, in addition to
any other remedies, the Contract is subject to termination for failure to deliver as
specified.
Awarded bidders may not charge Shipping & Delivery charges.
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Awarded contractors shall acknowledge receipt of order within 10 business days.
Delivery shall be 130 days after receipt of Order. Deliveries shall be in
accordance with PCID 1067 Delivery of Vehicles. If awarded vendor cannot
deliver said vehicle within 130 days of receipt of Purchase Order, vendor must
notify agency of expected delivery time.
Returns and Inspection:
The Department of General Services, Bureau of Vehicle Management, will
inspect all vehicles prior to acceptance. Any vehicle rejected must be removed by
the supplier within two (2) business days, corrected, and returned for
reinspection. The date in service will be the date of Commonwealth acceptance,
not the delivery date.
14. PICK-UP SITE:
The Contractor must have a site within the confines of the Commonwealth of
Pennsylvania for participating in Local Public Procurement Units to pick up their
vehicle(s), if they choose to pick up rather than have the vehicle(s) delivered. All
Commonwealth purchases must be made as per PCID 1067 Delivery of
Vehicles.
15. TARIFFS:
The Commonwealth will not accept or reimburse any tariff surcharges, import
duties, or related fees.
16. ISSUING OFFICE:
The Department of General Services ("Issuing Office") has issued this IFB on
behalf of the Commonwealth of Pennsylvania. The sole point of contact in the
Commonwealth for this IFB shall be as follows:
Jason Zabady | Commodity Specialist
PA Department of General Services | Bureau of Procurement
1800 Herr Street | Harrisburg, PA 17103
Phone: 223-231-9338
Email: jzabady@pa.gov
If a bidder has any questions regarding this IFB, the bidder must submit the
question(s) via email (with the subject line "IFB 6100066036") to the Issuing
Officer named above. Questions sent less than 48 hours before the bid deadline
may not be answered. The Issuing Officer shall post the answers to the questions
as an addendum to this IFB on the DGS website. It is the responsibility of the
bidder to monitor the DGS website for new or revised information.
All answers will be provided in writing and posted on eMarketplace
(https://www.emarketplace.state.pa.us/) as an addendum.
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