Terms & Conditions

The following terms and conditions are included in every formal bid the City composes:
  • Each bid shall contain the full name of every person or company interested in this bid.
  • No withdrawal or modification of a proposal will be made after it has been submitted.
  • Bid Bond: Cashier's check, certified check or bid bond in the amount of 5% of the bid price must accompany all bids in order to insure that if the bid is accepted, a contract will be entered into and the performance properly secured.
  • All bids submitted shall be FOB Fairborn, Ohio.
  • By submitting this bid, the vendor agrees that acceptance of any or all quotations by the City within 60 days constitutes a contract.
  • Bidders shall enclose with their sealed bids sufficient engineering and technical data to enable the City to evaluate the proposal.
  • Proposals must be made upon the official forms enclosed therein. Additional forms and specifications may be obtained from the Finance Department.
  • Equal Employment Opportunity: In connection with the execution of this contract, the contractor shall not discriminate against any employee or applicant for employment because of race, religion, color, sex, or national origin. The contractor shall take affirmative action to insure that applicants are employed, and that employees are treated during their employment without regard to their race, religion, color, sex or national origin. Such action shall include but not be limited to, the following: employment; upgrading; demotion or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship.
  • Bid specifications are issued for the purpose of establishing standards of quality. Bidders wishing to bid on units that deviate from the specified standards may do so. A complete set of specifications must be included in the sealed bid for each proposed unit. The City of Fairborn reserves the right to judge the suitability and acceptability of any proposed unit.
  • Payment will be made 30 days after complete delivery and acceptance by the City.
  • The bidder shall list on a separate sheet of paper any variations from, or exceptions to, the conditions and specifications of this bid. This sheet shall be labeled "Exception(s) to Bid Conditions and Specifications" and shall be attached to the bid.
  • The award shall be made to the responsible bidder whose bid is responsive to the invitation and is most advantageous to the City of Fairborn, price and other factors considered.
  • The term heavy duty as applied to the specifications shall be interpreted to mean that the item to which the term is applied shall exceed the usual quantity, quality, or capacity supplied with standard vehicles and it shall be able to withstand unusual strain, exposure, temperature, wear and use.
  • Service Facilities: The bidder must state as part of his proposal the location of his service and maintenance facility and the location where repair and replacement parts for the equipment may be obtained. The location of such facilities will be taken into account in determining the lowest and best bidder.
  • The City of Fairborn reserves the right to reject any or all bids when it is in the City's best interest to do so, and to waive minor informalities or irregularities in the bidding.
  • Warranty: The successful bidder(s) shall furnish a written minimum warranty of 12,000 miles or one year for each motor vehicle delivered.
  • Bids are solicited for any and all items shown, but The City of Fairborn reserves the right to purchase from any supplier that item which in the city's judgement offers the best buy.
  • The successful bidder(s) shall supply one copy of the parts and service manual for each vehicle bid unless specified differently in the bid documents.
  • Performance Bond: At the time of bid acceptance, a Performance Bond, Cashier's Check or Certified Check in the amount of 5% of the contract price will be required to insure performance.
  • Please state EPA mileage statistics.