098-27 New Pickup Truck Contract

Location:	Ohio
Posted:	Dec 1, 2025
Due:	Dec 18, 2025
Agency:	State Government of Ohio
Type of Government:	State & Local
Category:	23 - Ground Effect Vehicles, Motor Vehicles, Trailers, and Cycles 38 - Construction, Mining, Excavating, and Highway Mainenance Equipment
Solicitation No:	SRC0000035559
Publication URL:	To access bid details, please log in.

Solicitation ID:	SRC0000035559
Solicitation Name:	098-27 New Pickup Truck Contract
Original Begin Date:	12/1/2025 12:00:00 AM
Begin Date:	12/1/2025 12:00:00 AM
End Date:	12/18/2025 1:00:00 PM
Inquiry End Date:	12/11/2025 9:00:00 AM
Commodity:	Light trucks or sport utility vehicles
MBE Set Aside:	MBE Set Aside
Agency:	DOT-Dept of Transportation
Solicitation Status:	Open for Bidding
Solicitation Type:	Invitation To Bid (ITB)

Solicitation General Information

In an MBE set-aside solicitation, only those bidders/suppliers with an active MBE certification at the time the solicitation closes can submit a response

Solicitation ID

SRC0000035559

Solicitation Name

098-27 New Pickup Truck Contract

RFx Type

Invitation To Bid (ITB)

Lot #

Solicitation Status

Open for Bidding

Round #

MBE Set Aside

Begin Date

12/1/2025 12:00:00 AM (ET)

Amendment?

End Date

12/18/2025 1:00:00 PM (ET)

Inquiry End Date

12/11/2025 9:00:00 AM

Summary

The purpose of these specifications is to establish a contract for new, never titled, current model year pickup trucks. The vehicles will be used for transportation for the State of Ohio.

Predecessor Contract

Process

OhioBuys training materials can be located at this site: https://procure.ohio.gov/bidders-and-suppliers/resources/Bidder+and+Supplier+Training/02_OB+training

Ship To

Contracting Entity

DOT-Dept of Transportation

1 Record(s)

0 Record(s)

Solicitation Documents

Keywords

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Title	Type	Att.	Validity End Date	Validity End Date
Bid Document	RFx Commercial Documents (Approved)	098-27 Pickup Truck Contract.pdf
Pricing Document	RFx Commercial Documents (Approved)	098-27 Pickup Truck Contract.xlsx

2 Record(s)

Attachment Preview

ITB: 098-27

New Pickup Truck Contract

REQUIREMENTS/SPECIFICATIONS

Section 1: Intent

The purpose of these specifications is to establish a contract for new, never titled, current model year

pickup trucks. The vehicles will be used for transportation for the State of Ohio.

Section 2: Contract Award

Award of this invitation will be to the lowest responsive and responsible bidder(s) per manufacturer for each

vehicle type.

Section 3: Contract Duration

The effective duration of this contract shall be for six (6) months from the Date of Award.

ODOT reserves the right to unilaterally extend this Contract up to one (1) calendar month beyond the

original contract expiration date at the original unit bid prices awarded.

Section 4: Delivery

Delivery of the equipment will be to the ‘ship to’ address listed on the purchase order locations.

Please specify estimated delivery time on pricing excel sheet.

4.1: Delivery Hours

All deliveries made to a Department of Transportation facility must be made between the hours of 8:00 a.m.

and 2:30 p.m., Monday through Friday, unless special permission is granted by the Department to

temporarily waive or adjust this requirement. Please contact the manager at the shipping address before

delivery.

4.2: Fuel and Diesel Exhaust Fluid

Each vehicle purchased through this contract must be delivered with a full tank of fuel and Diesel Exhaust

Fluid (DEF), if applicable.

Section 5: Purchase Orders

The awarded vendor must be able to provide the awarded vehicles through this contract and accept

purchase orders throughout the entire duration of any resulting contract, inclusive of any contract

extensions exercised or agreed upon between the Parties.

Section 6:

Invoicing

In order to streamline the invoice payment process, the Office of Equipment Management requires

vendors to email an attached copy of the invoice to the following address: dot.cen.oem@dot.ohio.gov.

Invoice is to be sent on the date that the ordered commodity is delivered to the Department.

Paper invoice is to be mailed to the “Bill To” contact and address located on the purchase order. If the

order is processed through a credit card, the vendor will remit the invoice to the Credit Card holder’s

name and address.

ITB: 098-27

Section 7:

Section 8:

Additional Charges

The net unit bid prices submitted shall include installation/assembly costs, labor costs, and inspection

costs.

Identification Number

With invoicing, provide description and serial/vin number for each vehicle being delivered.

Section 9:

Section 10:

Section 11:

Section 12:

Section 13:

Section 14:

Certificate of Title or Certificate of Origin

Certificate of Title or Certificate of Origin (MCO) is to be furnished within thirty (30) days after

delivery of the vehicle. Title to be filed in Franklin County and made out to: Ohio Department of

Transportation, 1620 West Broad Street, Columbus, Ohio 43223. Delivery will not be considered complete

until the title is received by the Department.

Fluids & Lubricants

Vendor must fill out “FLUIDS & LUBRICANTS” tab to the manufacture’s standard recommendation. Must

fill out accordingly to the equipment being bid through this contract.

The vendor may add more rows & columns if there are more fluids or lubricants not covered in the

spreadsheet.

Trade-In

The Ohio Department of Transportation reserves the right to offer used, operational equipment as trade-

ins. Dealerships will be required to provide estimated trade-in values at the time a specific vehicle

quotation is requested. Freight for the trade vehicle to the dealership will be FOB ODOT location and

included in the freight charge for the new vehicle. At the time of delivery, dealerships have the right to re-

evaluate the estimated trade in value. The Administrator of the Office of Equipment Management

reserves the right to reject or refuse any trade-in allowances offered if it is determined by ODOT that

refusal will be in ODOT’s best interest. NOTE: award of this contract is not based on future trade values.

Quoted trade-in values must be held firmly. The only exception would be if damage occurred to the

equipment being traded-in after the quotations have been accepted by ODOT. This change in the

quotation must be preapproved by ODOT before the used equipment is transferred to the vendor. It is

ODOT’s responsibility to notify the awarded vendor of any damage that has occurred after the award.

Additional Options

All bidders are highly recommended to provide a complete manufacturer’s options list for the

make and model bid. If ODOT plans to purchase a piece of equipment with an option that you had

not bid, it could exclude you from consideration for that specific purchase.

This shall be included on pricing page excel options sheet.

Order Confirmations

It is the successful dealer’s responsibility to provide order confirmation codes after the dealership places

the order with the manufacturer, within one week, as instructed in order notification email sent from the

Office of Equipment Management.

Build-Out Date

ITB: 098-27

Section 15:

Section 16:

Section 17:

Section 18:

Section 19:

The bidder is required to immediately notify the Office of Equipment Management when build out dates

and next model-year price protections, if applicable, are released by the manufacturer.

DEALER LICENSE

Contractor must be licensed to sell motor vehicles in the State of Ohio pursuant to ORC 4517.12. ODOT

may ask for proof of a dealer’s license/permit. The Bidder should submit their dealer license/permit issued

by the State of Ohio with their bid response. If not provided as part of the bid response, the Bidder must

provide said dealer license within five (5) business days after request/notification by the Office of

Procurement Services. Failure to submit the dealer license within the stated time period may result in the

bid response being deemed as not responsive.

Authorized Dealer Statement

Bidders responding to this Invitation to Bid must be an authorized dealer or manufacturer of the products

they are bidding. Bidders should submit a letter with their bid response certifying that they are the

manufacturer or an authorized dealer of the manufacturer of the products being bid. This certification

must be on the manufacturer’s letterhead and must be signed by a duly authorized manufacturer‘s

representative. If not provided as part of the bid response, the Bidder must provide said statement within

five (5) business days after request/notification by the Office of Procurement Services. Failure to submit

the certification letter within the stated time period may result in the bid response being deemed as not

responsive.

Sales License

Contractor must be licensed to sell new motor vehicles pursuant to ORC 4517.01 and 4517.02. ODOT

may ask for proof of a salesperson’s license after bid opening if not provided at bid opening. If requested,

the Bidder will have five (5) business days to respond. If the owner/partner who is listed on the dealer’s

license is selling to the State, rather than a salesperson, an affirmation letter stating this must be provided

in lieu of a salesperson license.

Descriptive Literature

Bidders are required to submit with their bids, the latest literature that fully describes the units being bid.

The Department may, at its own discretion, find a bid non-responsive for failure to submit this descriptive

literature. Bidders shall submit this literature in both a hard copy and electronic format to ensure that this

requirement is fully met.

By signing and submitting a bid for this solicitation, the bidder is certifying that the make/models of all

items bid herein are the latest and most current manufacturers’ models and will include the

manufacturer’s latest engineering changes.

Price Change

All bid pricing shall not increase for the first sixty (60) calendar days after the date of the bid opening.

Thereafter, a request for a price increase may be submitted in writing to the Department’s Office of Contract

Sales along with all documentation that supports the need for the price increase. No price increase will be

effective until it is approved by the Department and the Vendor is notified of such approval in writing. The

price increase will take effect upon the date the Vendor is notified. In the event that a price increase is

accepted by the Department, the Vendor may not seek an additional price increase for at least thirty (30)

calendar days. The Department reserves the right to reject any proposed price increase, or to cancel the

contract if such action is determined to be in the best interest of the Department.

ITB: 098-27

In the event of a general price decrease, the Department shall be guaranteed full benefit of the price

reduction for all undelivered purchase orders on the effective date of the decrease and thereafter. The

Department will be entitled to a price decrease any time the Vendor sells a product or a service to any

similarly situated customer for less than the price agreed to between the Department and the Vendor under

this Contract. Any time the Vendor sells a product or provides a service to any customer or dealer for less

than it is available to the Department under this Contract, the Vendor must notify the Department of that

event within thirty (30) calendar days of its occurrence and immediately reduce the price of the affected

goods or services to the Department under this Contract. If the Department believes it is appropriate, it will

ask to renegotiate the price under this Contract of the goods and services affected by the general reduction

in price. If the Vendor and the Department cannot agree on a renegotiated price, the Department will have

the right, upon notice to the Vendor, to immediately remove the affected products and services from this

Contract.

Section 20: Product Specifications

All parts not specifically mentioned, which are necessary to provide a complete unit, or normally furnished

as standard equipment shall be furnished. The parts shall conform in strength, quality of material and

workmanship to what is normally provided in the industry.

This equipment must meet ALL Federal and State regulations.

The signing of this bid shall be considered a certification that the model as bid herein is the latest current

model and will include the manufacturer’s latest engineering changes.

The Ohio Department of Transportation will consider performance history of similar equipment, vendor’s

service and vendor’s overall responsiveness to the Department of Transportation’s utility of the products.

The Bidder of the equipment which is considered for award shall, at the request of the Ohio Department

of Transportation, demonstrate the equipment at a location chosen by the Department Personnel to prove

any feature or performance capabilities which may be in question. Should the Demonstration Equipment

fail to meet Department requirements, the equipment shall be adjudged as non-conforming to bid

specifications. Any equipment failing to meet the Department’s requirements/specifications, set forth in

this bid document, can be removed from the contract at any time.

Compliance check boxes: Located to the right of each minimum specification are the “Comply or Don’t

Comply” check boxes. Check the Comply Box if the equipment being bid meets or exceeds the minimum

specifications. If the equipment does not meet or exceed the department’s minimum specifications,

then the bidder must check the Don't Comply box and supply an explanation, on the ODOT excel pricing

tab called “EXCEPTION”, for the non-compliant specification. The department has the right to review the

“Don’t Comply” explanation and make a decision to accept or deny the equipment being bid. The bid

package will be determined non-compliant and rejected by ODOT if the bidder fails to check either a

Comply or Don't Comply box for each and every line of the specification being bid. This section is located

in the ODOT supplied excel pricing spreadsheet, on the “SPECIFICATIONS” tab.

All other remarks, comments, etc. that are not check marks located in the check boxes will deem

the vendor non-compliant.

(Specifications are located in the excel pricing sheet)

Section 21:

Required Ohio Shared Services Vendor Registration

All vendors that are deemed awarded any portion of this invitation to bid are required to be registered

through the Ohio Shared Services Office to obtain an OAKS Vendor Identification Number, if they have

not already obtained one, in order for an award of this invitation to occur. An award of this invitation

cannot be completed until this vendor registration process has taken place and an OAKS Vendor

Identification Number has been assigned. It is strongly encouraged that prospective bidders submit their

ITB: 098-27

Section 22:

vendor registration paperwork to Ohio Shared Services as soon as possible before the day of the bid

opening of this invitation to bid. This will avoid delays in the awarding of this invitation to bid and allow

contract purchasing to commence sooner. The required forms to become registered through Ohio

Shared Services can be found by following the link below:

http://ohiosharedservices.ohio.gov/SupplierOperations/Forms.aspx

Completed forms are required to be submitted directly to Ohio Shared Services, per the submission

instructions on the forms. Completed forms or questions regarding this vendor registration process should

not be directed to ODOT. Any questions regarding this registration process should be directed to Ohio

Shared Services Customer Service by calling 1-877-644-6771.

PLEASE NOTE: THIS VENDOR REGISTRATION PROCESS DOES NOT APPLY TO VENDORS WHO

REGULARLY PARTICIPATE ON ODOT PURCHASING CONTRACTS. IF THE DEPARTMENT HAS

ISSUED TO YOUR COMPANY A PURCHASE ORDER IN THE PAST SEVERAL YEARS, AS A DIRECT

RESULT OF AN AWARDED PURCHASING CONTRACT SUCH AS THIS ONE, YOU WOULD HAVE

ALREADY OBTAINED AN OAKS VENDOR IDENTIFICATION NUMBER THROUGH OHIO SHARED

SERVICES.

Submitting Bids in Ohio Buys

Vendors must submit their Bid Responses electronically in OhioBuys before the published deadline date

& time, Columbus, Ohio local time on the Proposal due date. Vendors will not be able to submit Bid

Responses, or unsolicited Proposal amendments after the deadline.

Vendors must allow adequate time for uploading a Bid Response prior to the due date and time. ODOT

recommends that vendors submit Bid Responses as early as possible. If a second round is issued for any

reason, vendors must resubmit their bid if they had already submitted in a previous round, as the

previously submitted Bid Responses do NOT carry over to the new round.

The Signature process takes place after the award now. The email will come from

documents@esign.ohio.gov and will go to the signatory that was identified in the bid submission. The

subject line will be the bid # Signature Request, (example: 101G-25 Signature Request).

No contract can be issued to your company until we receive your signature to complete the process. And

you must have an OAKS Payor ID before a contract can be issued. To obtain that, you will need to go into

https://ohiopays.ohio.gov.

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

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098-27 New Pickup Truck Contract

Attachment Preview

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