Dodge Automotive Parts for the Division of Inventory & Stores

CITY OF BUFFALO
NEW YORK
DEPARTMENT OF ADMINISTRATION, FINANCE, POLICY & URBAN AFFAIRS
DIVISION OF PURCHASE
65 NIAGARA SQUARE, ROOM 1901 CITY HALL
BUFFALO, NEW YORK 14202
PHONE (716) 851-5222 FAX (716) 851-5231
SPECIFICATIONS
FOR
DODGE AUTOMOTIVE PARTS
FOR THE
DIVISION OF INVENTORY & STORES
DATE ISSUED: APRIL 17, 2026
BID OPENING DATE: MAY 1, 2026
AT 11:00 A.M.
RICH DAVIS

CITY OF BUFFALO
DEPARTMENT OF ADMINISTRATION, FINANCE, POLICY & URBAN AFFAIRS
DIVISION OF PURCHASE
65 NIAGARA SQUARE, ROOM 1901 CITY HALL
BUFFALO, NY 14202
REGULATIONS
FOR ENTERING FORMAL PROPOSALS FOR MATERIALS, SUPPLIES, EQUIPMENT, AND;
SERVICES
1. METHOD OF TENDERING PROPOSALS.
(A) ALL BIDDERS MUST TENDER THEIR PROPOSAL ON THE FORM FURNISHED WITH
THESE SPECIFICATIONS and shall execute the form in ink or typewriter, without alteration or
additions of any kind. Except for catalogs or other descriptive literature specified or requested, ANY
LETTERS OR OTHER PAPERS ATTACHED TO PROPOSALS OR SUBMITTED UNDER
SEPARATE COVER CONTAINING CONTINGENT CLAUSES OR MODIFICATIONS TO THESE
SPECIFICATIONS WILL NOT BE ACCEPTED. Any deviation or minor points of variance shall be
specifically shown and stated in the space provided on the bid sheet or on a separate sheet of paper, and
only those deviations or minor variations contemplated or permitted thereby will be considered.
(B) No person, co-partnership, or corporation, shall submit more than one proposal, either directly or
by agent. Each bidder shall sign said proposal with his/her full name, in his/her own handwriting, and, if
a partnership, each partner must sign; if a corporation, the corporate name shall be signed, and signed and
acknowledged by a duly authorized officer thereof.
(C) A bid bond, certified check, bank draft or letter of credit must accompany a bid under
$250,000.00. If the total dollar amount of the bid exceeds $250,000.00, then only a bid bond is
acceptable, otherwise, a certified check, bank draft or letter of credit shall be for ten percent (10%) of the
amount bid. Bid bond running to the City of Buffalo to be executed by bidder as principal and by duly
incorporated company authorized to guarantee performance of the contract, and to do business in the State
of New York, as surety, in the penal amount of not less than ten percent (10%) of the bid, conditioned that
if the bid accompanying the bond shall be accepted, the principal named in such bond will, whenever
required, enter into a written contract for the performance of the contract in accordance with conditions as
provided in the plans and specifications and will furnish the required security for the faithful performance
of the contract as specified, and the penal sum of such bid bond, in the amount of one hundred percent
(100%) shall be and become the minimum amount of the damages suffered by the City as liquidated
damages, if the bidder whose bid is accepted shall fail to enter into a contract with the City and give
security for the performance of the contract as required, upon notice to him as in said plans and
specifications prescribed. The amount of the aforementioned bid bond, certified check, bank draft or
letter of credit, shall be based on the total amount of the bid arrived at by the addition of the totals for all
groups or units bid upon. Whenever bidder submits proposals for items aggregating less than $20,000.00,
no security need accompany the proposal.
(D) "Energy Star
For all applicable products bidders must submit with their bid a statement indicating that all products
purchased will bear the "Energy Star" label as awarded by the U. S. Environmental Protection Agency
and U. S. Department of Energy.
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(E) If bidder finds it necessary to purchase a product that does not bear the "Energy Star" label the
bidder or the respective Department or Agency must include a written statement indicating the reason
"Energy Star" products cannot be used, and a comparison of the initial and operating cost differential
during the useful life of the "Energy Star" rated product and the non-rated product.
(F) All bidders must submit with their bid a statement indicating that they will work toward a
minority workforce goal of 25%, and woman workforce goal of 5%. In addition, a statement must
be submitted indicating that the bidder will work toward a business utilization goal for minority
business enterprise of 25% and woman business enterprise of 5%.
Forms EEO-2A and 2B are enclosed and must be completed and returned with your
proposal.
2. QUALIFICATIONS FOR BIDDER.
Ordinarily, proposals are not considered from bidders on supplies, material or equipment, if the
bidder or manufacturer of same is in bankruptcy, or in the hands of a receiver at the time of tendering a
proposal or at the time of entering into a contract, but the Director of Purchase reserves the right to accept
or reject such proposals in the best interest of the City. No bid shall be accepted from any person or
corporation that is in arrears to the City upon any debt or contract.
FOR THE PURPOSE OF THIS BID, A PERFORMANCE BOND WILL NOT BE REQUIRED
WHEN ENTERING INTO A CONTRACT, HOWEVER, BID SURETY (BID BOND, CERTIFIED
CHECK, BANK DRAFT OR IRREVOCABLE LETTER OF CREDIT) FOR 10% OF TOTAL
AMOUNT IS REQUIRED WHEN SUBMITTING A BID.
3. CONTRACT AND BOND.
(A) The successful bidder will be required to enter into a contract and furnish a bond guaranteeing the
faithful performance of the contract in the penal amount of the contract price, such bond to be executed
by the bidder as principal, and by a duly incorporated company authorized to guarantee the performance
of the contract and to do business in the State of New York as surety. Said bond to be approved by the
Corporation Counsel as to form and by the Comptroller of the City of Buffalo as to sufficiency of the
bond. The amount of the performance bond shall be based on the total amount of the contract, arrived at
by the additions of the totals for all groups or units listed thereon.
(B) ALTERNATIVES TO PERFORMANCE BONDS. Where the cost for the purchase of
materials, supplies or equipment does not exceed two hundred fifty thousand dollars ($250,000.00), the
head of the City agency charged with the execution of the contract may, in his/her discretion, waive the
requirement of a performance bond and authorize instead the submission of a certified check, bank draft
or letter of credit in the amount of fifty percent (50%) of said cost. Where the cost of such purchase
exceeds two hundred fifty thousand dollars ($250,000.00), the Common Council may, upon the
recommendation of the head of the city agency charged with the execution of the contract, waive the
requirement of a performance bond and authorize instead the submission of a bank draft, certified check
or letter of credit in the amount of fifty percent (50%) of said cost.
(C) EXCEPTIONS. Wherever the total of items awarded to any bidder is less than $20,000.00,
purchase orders will be issued and no performance bond will be required. This exception does not apply
where a trade-in is involved. In such cases the gross total quoted amount shall be the determining figure.
A bond, or other security, shall be required when the amount is $20,000.00 and over.
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4. DISCOUNT.
Bidder will please specify cash discount, if any; discount period to begin with receipt of invoice
in the office of the Division of Purchase. The cash discount is not to be considered in determining the
low bid, except where bids are otherwise identical.
5. PAYMENT.
Payment for material, supplies or equipment called for herein shall be made within thirty (30)
days after approved completion of contract and the rendition of proper invoice to the Division of
Accounting, 65 Niagara Square, Room 1214 City Hall, Buffalo, New York 14202.
6. PATENT INFRINGEMENT.
The Contractor shall agree to indemnify and save harmless the City of Buffalo, its servants,
agents and employees from any and all suits or action at law or in equity, which may hereafter be brought
against them or either of them, for, or on account of, the infringement, or alleged infringement, of any
patent or patent rights upon or pertaining to any of the articles described herein.
7. GENERAL.
(A) The Contractor will not be allowed to take advantage of any errors or omissions. The Director of
Purchase reserves the right to reject any and all bids on any or all items in the proposal and to waive any
informality. In case of error, unit price governs.
(B) Should there be any question concerning these specifications, or the intent of these specifications,
the prospective bidder shall apply to the Director of Purchase for such information.
(C) These regulations, specifications, invitation for bids, and the proposal are deemed to be
incorporated in the contract.
(D) The Division of Purchase reserves the right to award by item, or as a whole, or to reject any or all
bids.
8. TAXES.
Quotations shall not include any New York Sales Tax as municipalities of New York State are
not subject to this tax. No Federal Tax of any kind shall be included unless the Federal Law specifically
levies such tax against purchases made by the political subdivisions of a State.
9. TITLE.
Contractor must transfer a good and incontrovertible title to all equipment furnished hereunder
free and clear of all liens and encumbrances of whatever name and nature.
10. ASSIGNMENT AND SUBCONTRACTING
Pursuant to Article 22, Section 22-9 of the City Charter, no contractor awarded a contract
pursuant to bids shall assign or subcontract any part of such contract to any person, firm or corporation by
whom a proposal was submitted to the City for the same contract. In any event, no contractor shall
assign, transfer or otherwise dispose of the within contract, or any part thereof, or any right, title or
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interest there under, without the prior written consent of the Director. Any such purported action without
such consent shall be null and void.
11. SUBCONTRACTOR LIST.
The successful bidder shall submit a list of proposed subcontractors to the Director of Purchase
for his approval and obtain the written consent thereto prior to the execution of the contract.
12. NATIONALLY KNOWN CORPORATIONS.
The Director of Purchase reserves the right to determine which corporations are to be designated
as nationally known, and the decision will be final.
13. DELIVERY DATE, PENALTIES AND EXTENSIONS OF TIME.
The delivery date shall be considered by the Director of Purchase in making the award. Such
delivery date shall be of the essence of the contract.
If the contractor and/or supplier fails to complete the contract within the specified delivery date or
within any extensions thereof granted in accordance with this section, the City may elect to permit the
contractor and/or supplier to proceed with and complete the contract, provided, however, that in any such
case such permission shall not be deemed a waiver in any respect by the City of the contractor's and/or
supplier's liability for damages or expenses thereby incurred by the City as a result of the failure to
complete delivery within the specified time, but such liability shall continue in full force against the
contractor and/or supplier as if such permission had not been granted.
In order to avoid all controversy in the determination of actual damages or expenses to the City
for the delay in completion of the contract by reason of the City's election not to terminate the right of the
contractor and/or supplier to proceed with the completion of the contract, the contractor and/or supplier
and their surety shall be liable for and shall pay or allow to the City a sum equal to one percent (1%) of
the total amount of the contract per day as fixed and agreed liquidated damages for each and every
calendar day, Sundays and holidays included, after the date fixed for delivery during which time the
contract shall remain incomplete, and any such damages and expenses may be deducted by the City from
any payment or payments then due or thereafter to fall due to the contractor and/or supplier.
No extension of time for completion of this contract shall be granted unless the contractor and/or
supplier shall make written application to the Director of Purchase no later than five (5) calendar days
prior to the specified delivery date for an extension of time to complete delivery and the Director of
Purchase shall have granted such extension in writing no later than the date upon which delivery was to
have been made. The granting of any such extension and the length of time thereof shall be in the sole
discretion of the Director of Purchase.
14. NON-COLLUSIVE BIDDING CERTIFICATION.
If the bidder is a corporation, the execution of the non-collusive certification in the form of
proposal shall be deemed to include the signing to non-collusion as the act and deed of the corporation.
No bid shall be considered for an award nor will any award be made to a bidder where the
proposal does not include the statements as to non-collusion as set forth in the form of proposal herein,
provided however, that if in any case the bidder cannot make the foregoing certification, the bidder shall
so state and furnish with the bid a signed statement which sets forth in detail the reasons therefor. In such
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event the bid shall not be considered for award nor shall any award be made unless the Director of
Purchase determines that such disclosure was not made for the purpose of restricting competition. In this
connection, it should be noted that the fact that a bidder has published price lists, rates or tariffs covering
items being procured or has informed prospective customers of the proposed or pending publication of
new or revised price lists for such items, or has sold the same items to other customers at the same price
as being bid, does not constitute, without more, a disclosure to any other bidder or to any competitor
within the meaning of the non-collusive certification included in the form of proposal.
15. INQUIRIES.
Pursuant to Article IX of New York State Finance Law 139-j, no Offeror shall engage in any
impermissible contact with the governmental entity during the "restricted period" for this Formal
Proposal. Contact shall include any oral, written or electronic communication with the governmental
entity under circumstances where a reasonable person would infer that the communication was intended
to influence the governmental entities conduct or decision regarding the governmental procurement. The
"restricted period" shall mean the period of time commencing with the earliest written notice,
advertisement or solicitation of a request for proposals, invitation for bids, or solicitation of proposals, or
any other method for soliciting a response from Offeror intending to result in a procurement contract with
the governmental entity and ending with the final contract award and approval by the governmental entity
and, where applicable, the State Comptroller. Except as otherwise permitted under State Finance Law
139-j(3), any contact with the governmental entity, other than to discuss current business with the City
of Buffalo, or during the question and answer period (via e-mail ONLY) with the person(s) identified
below, may result in a Offeror's immediate disqualification.
All inquiries during the question period only should be directed via e-mail only to: Rich Davis, Division
of Purchase: rdavis@buffalony.gov.
16. SECTION 220-E, Labor Law.
PROVISIONS IN CONTRACTS PROHIBITING DISCRIMINATION ON ACCOUNT OF RACE,
CREED, COLOR OR NATIONAL ORIGIN IN EMPLOYMENT OF CITIZENS UPON PUBLIC
WORKS.
Every contract for or on behalf of the state or a municipality for the construction, alteration or
repair of any public building or public work or for the manufacture, sale or distribution of materials,
equipment or supplies shall contain provisions by which the contractor with the state or municipality
agrees:
(a) That in the hiring of employees for the performance of work under this contract or any
subcontract hereunder, no contractor, subcontractor, nor any person acting on behalf of such contractor or
subcontractor, shall by reason of race, creed, color, disability, sex or national origin discriminate against
any citizen of the state of New York who is qualified and available to perform the work to which the
employment relates;
(b) That no contractor, subcontractor, nor any person on his/her behalf shall, in any manner,
discriminate against or intimidate any employee hired for the performance of work under this contract on
account of race, creed, color , disability, sex or national origin;
(c) That there may be deducted from the amount payable to the contractor by the state or
municipality under this contract a penalty of fifty dollars for each person for each calendar day during
which such person was discriminated against or intimidated in violation of the provisions of the contract;
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(d) That this contract may be canceled or terminated by the state or municipality, and all
moneys due or to become due hereunder may be forfeited, for a second or any subsequent violation of the
terms or conditions of this section of the contract; and
(e) The aforesaid provisions of this section covering every contract for or on behalf of the state
or municipality for the manufacture, sale or distribution of materials, equipment or supplies shall be
limited to operations performed within the territorial limits of the state of New York.
17. COOPERATIVE PURCHASING: PURCHASES BY OTHER POLITICAL
SUBDIVISIONS
(A) When in the opinion of the Director of Purchase, it will not create a burden or hardship on the
City of Buffalo and the anticipated prices will not adversely affected thereby, the Director is authorized
when he deems appropriate and as may be requested by the participants to provide in any particular City
of Buffalo request for proposal that the participants shall have rights to make purchases based upon the
proposals received by the City of Buffalo.
(B) The City of Buffalo Director of Purchase, within the limits of his/her time and manpower, shall
disseminate relevant contract information to the participants.
(C) The participants in the City of Buffalo contracts will issue purchase orders directly to vendors
within the specified contract period referencing the City of Buffalo contract involved and be liable for any
payments due on such purchase orders.
(D) Proposers shall take notice that as a condition of the award of a City of Buffalo contract pursuant
to these specifications, the successful proposers agrees to accept the award of a similar contract with any
of the participating political subdivisions if called upon to do so. The City of Buffalo will not be
responsible for any debts incurred by participants pursuant to this or any other agreement.
(E) Upon mutual agreement between the successful proposer and various other government agencies
and authorities, this contract may be used if all requirements of each municipality is in agreement.
Government agencies requesting the use of this contract will be responsible for monitoring all aspects and
requirement, the City of Buffalo assumes no responsibility.
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DODGE AUTOMOTIVE PARTS
FOR THE
DIVISION OF INVENTORY & STORES
PROPOSALS IN SEALED ENVELOPES, marked "FORMAL BIDS ON DODGE AUTOMOTIVE
PARTS FOR THE DIVISION OF INVENTORY & STORES", addressed to the Director of Purchase, 65
Niagara Square, Room 1901 City Hall, Buffalo, New York 14202, will be received until 11:00 A.M.,
local time, FRIDAY MAY 1, 2026
It is the intent of the City of Buffalo, Division of Purchase, to enter into a contract for the Division of
Inventory & Stores to purchase AUTHENTIC DODGE AUTOMOTIVE PARTS, as the need arises. NO
FABRICATED PARTS WILL BE ACCEPTED.
The City of Buffalo reserves the option to purchase additional quantities of the above units at the bid
prices, under the same terms and conditions from July 1, 2026 to June 30, 2027. If agreeable to the
successful vendor and if necessary funds become available, may renew an additional four (4) one (1) year
periods with all terms the same and agreeable to both parties. Yearly renewal options will be concurrent
with the City of Buffalo's fiscal year July 1st - June 30th.
METHOD OF BIDDING: Bidders shall quote percentage discount off manufacturer's suggested retail
price (MSRP) cost as shown in current Dodge Standard Parts and Accessories Price Schedule, based on
"per each" quantities.
Bid to be based on approximate aggregate annual net purchases of $30,000.
Parts will be purchased on an "as needed" basis from the dealer's catalog. These are parts that cannot be
acquired from vendors other than dealers.
A review of all parts purchased from stock shall be made at the end of the yearly contract. Parts that have
not, or will not, be used can be exchanged at full purchase price at that time.
Base prices shall be verified by the City of Buffalo using the Supplier's Dodge Parts and Accessories
Price Schedule.
Dealer shall state location of parts warehouse, and approximate delivery time for material.
Bid bond or certified check submitted with bid shall be for $3,000 (10% of $30,000).
WARRANTY
Parts furnished shall be guaranteed for one (1) year from the date of acceptance against any defect in
workmanship, material or design. Such defects shall be promptly corrected and defective parts replaced,
without any cost to the City of Buffalo for parts or labor. Any warranty offered by a manufacturer beyond
this one (1) year minimum shall be considered a part of these specifications.
ALL INFORMATION REQUIRED
BIDDERS SHALL ANSWER ALL QUESTIONS APPEARING ON BID FORM.
FAILURE TO FOLLOW INSTRUCTIONS MAY BE REASON FOR DISQUALIFICATION.
NOT RESPONDING TO THIS BID INVITATION WILL RESULT IN YOUR NAME BEING
REMOVED FROM THE BIDDER'S LIST FOR THIS COMMODITY GROUP.
NICOLE J. SWALLOW, DIRECTOR
DIVISION OF PURCHASE
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CITY OF BUFFALO
NEW YORK
DEPARTMENT OF ADMINISTRATION, FINANCE, POLICY & URBAN AFFAIRS
DIVISION OF PURCHASE
65 NIAGARA SQUARE, ROOM 1901 CITY HALL
BUFFALO NY 14202
PHONE (716) 851-5222 FAX (716) 851-5231
FORMAL PROPOSAL
DODGE AUTOMOTIVE PARTS
FOR THE
DIVISION OF INVENTORY & STORES
Covered by Specifications ADVERTISED ON: WEDNESDAY, APRIL 22, 2026
This bid must be returned to Division of Purchase 65 Niagara Square, Room 1901 City Hall, Buffalo, N.Y. 14202 on
or before 11:00 A.M., Local Time, FRIDAY, MAY 1, 2026, at which time all bids will be publicly opened.
THE UNDERSIGNED SUBMITS THE FOLLOWING BID WHICH IS IN COMPLETE CONFORMITY WITH
THE INTENT OF THE SPECIFICATIONS.
1. PERCENTAGE DISCOUNT OFF MSRP............................................ %
LOCATION OF PARTS WAREHOUSE_________________________________________________________
_________________________________________________________
DELIVERY SHALL BE WITHIN_________________DAYS AFTER RECEIPT OF A PURCHASE ORDER
(EITHER WRITTEN OR VERBAL) BY VENDOR.
NAME OF BIDDER PHONE NO.
ADDRESS EMAIL
REMIT TO ADDRESS
This form must be completed and submitted as stipulated in the specifications, either TYPEWRITTEN OR PRINTED IN INK.
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CASH DISCOUNT (IF ANY) TO BE DEDUCTED % IN THIRTY (30) DAYS.
DELIVERY SHALL BE WITHIN_________________DAYS AFTER RECEIPT OF A
PURCHASE ORDER BY VENDOR.
We attach hereto Bid Bond, Certified Check, Bank Draft or Letter of Credit in the amount required by the
specifications.
THIS PROPOSAL IS FAIR IN EVERY RESPECT AND NO OFFICER OF THE CITY OF BUFFALO
IS DIRECTLY OR INDIRECTLY INTERESTED IN SAID PROPOSAL, OR IN THE WORK TO
WHICH IT RELATES, OR IN ANY PORTION OF THE PROFITS, excluding profits which may accrue
as a stockholder, provided that as such stockholder he does not have supervision, control, or direction of
said corporation and that he did not participate in the calculation, submission or preparation of this bid.
THIS PROPOSAL IS TENDERED BY (A) (AN) CORPORATION _______ PARTNERSHIP _______
INDIVIDUAL_____
PARTNERS CONSTITUTING _________________________________________________________
PARTNERSHIP _________________________________________________________
INCORPORATED IN WHAT STATE, IF CORPORATION? __________________________________
IF FOREIGN CORPORATION, STATE IF AUTHORIZED TO DO BUSINESS IN NEW YORK
STATE _______
* CORPORATE OFFICERS' NAMES TITLES ADDRESSES
____________________________________________________________________________________
____________________________________________________________________________________
* PRINCIPAL STOCK HOLDERS
NAMES ADDRESSES NAMES ADDRESSES
____________________________________________________________________________________
____________________________________________________________________________________
* Note: This information is not required from nationally known corporations.
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