Project Information

Bid Title

One(1) 2026 1/2 Ton Crew Cab 6.5' Truck

Issuing Agency

Town of Scarborough, Maine

Location

Maine

Published Date

Jan 12, 2026

Closing Date

Jan 29, 2026

Government Level

State & Local

Status

Closed

Ref. #

ITB 282026

Original Source

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Bid Documents

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Project Description

ITB 282026

Description

This Invitation to Bid (ITB) is intended to result in the purchase of One(1) 2026 ½ Ton Crew Cab 6.5’ Truck for Scarborough Community Services.

ITB 282026

Pre-Bid Date	Bid Opening	Awarded
-	1/29/2026

Notes

All bids must be submitted by Thursday, January 29th at 10:00 a.m.

Attachment Preview

INVITATION TO BID 282026

Return this bid to: ITB 282026 (1) One 2026 ½ Crew Cab 6.5’ Bed

PO Box 360

259 US Route One

Scarborough ME 04070-0360

THIS IS NOT AN ORDER​

​​

DATE ITB ISSUED: 1/12/26

ONE (1) 2026 ½ Ton Crew Cab 6.5’ Bed

SEALED BIDS MUST BE SUBMITTED TO THE PURCHASING AGENT, TOWN CLERK’S OFFICE, OR

DELIVERED TO THE OPENING LOCATION AND MUST BE TIME AND DATE STAMPED BY THE

PURCHASING AGENT OR DESIGNEE PRIOR TO THE BID OPENING AT 10:00 AM ON THURSDAY

JANUARY 29, 2026. THIS WILL NOT BE A PUBLIC BID OPENING.

OPENING LOCATION: TOWN OF SCARBOROUGH, TOWN HALL, LOCATED AT 259 US ROUTE

ONE SCARBOROUGH, ME 04074 IN THE CONFERENCE ROOM ON THE MAIN LEVEL.

F.O.B. POINT IF MAILED: FINAL DESTINATION

EMAILED AND/OR FAXED BIDS WILL NOT BE ACCEPTED.

LATE BIDS WILL NOT BE ACCEPTED.

ALL QUESTIONS REGARDING THIS ITB SHOULD BE DIRECTED IN WRITING TO KIM MORRISON, PURCHASING SPECIALIST, AT (207)

730 4088 (FAX) OR KMORRISON@SCARBOROUGHMAINE.ORG.

THE PREFERRED METHOD IS VIA EMAIL.

IMPORTANT NOTICE: IF YOU RECEIVED THIS SOLICITATION FROM THE TOWN’S WEB

SITE, YOU MUST REGISTER WITH THE PURCHASING OFFICE TO RECEIVE

SUBSEQUENT AMENDMENTS.

LIAM GALLAGHER

ASSISTANT TOWN MANAGER

January 12, 2026

​

ITB 282026​

INSTRUCTIONS TO BIDDERS

CONTRACT INTENT: This Invitation to Bid (ITB) is intended to result in the purchase of ONE(1)

2026 ½ TON CREW CAB 6.5’ TRUCK FOR SCARBOROUGH COMMUNITY SERVICES (hereinafter referred to

as “Town”).

NOTICE OF INTENT TO AWARD: After the responses to this ITB have been opened and

evaluated, a tabulation of the bids will be prepared. It lists the name of each company or person

that offered a bid and the price they bid. It may also provide notice of the Town's intent to award

a contract(s) to the bidder(s) indicated. A copy of the Bid Tabulation will be mailed to each

company or person who responded to the ITB. Bidders identified for award are not to proceed

until a Purchase Order, Contract Award, Lease, or some other form of written notice is given by

the Purchasing Agent. A company or person who proceeds prior to receiving a Purchase Order,

Contract Award, Lease, or some other form of written notice from the Purchasing Agent does so

without a contract and at their own risk.

PAYMENT FOR TOWN PURCHASES: Payment for agreements for the undisputed purchase of

goods or services provided to the Town will be made within 30 days of the receipt of a proper

billing or the delivery of the goods or services to the location(s) specified in the agreement,

whichever is later.

FEDERAL EXCISE TAX: The Town is exempt from all Federal Excise Tax.

STATE SALES TAX: The Town is exempt from all State of Maine Sales Tax.

SHIPPING DAMAGE: The Town will not accept or pay for damaged goods. The contractor

must file all claims against the carrier(s) for damages incurred to items in transit from the point

of origin to the ultimate destination within the Town of Scarborough. The Town will provide the

contractor with written notice when damaged goods are received. The Town may choose to

deduct the cost of the damaged goods from the invoice prior to payment. The contractor must

file all claims against the carrier(s) for reimbursement of the loss.

INDEMNIFICATION: The contractor shall indemnify, hold harmless, and defend the Town from

and against any claim of, or liability for error, omission or negligent act of the contractor under

this agreement. The contractor shall not be required to indemnify the Town for a claim of, or

liability for, the independent negligence of the Town. If there is a claim of, or liability for, the joint

negligent error or omission of the contractor and the independent negligence of the Town, the

indemnification and hold harmless obligation shall be apportioned on a comparative fault basis.

“Contractor” and “Town”, as used within this and the following article, include the employees,

agents and other contractors who are directly responsible, respectively, to each. The term

“independent negligence” is negligence other than in the Town’s selection, administration,

monitoring, or controlling of the contractor and in approving or accepting the contractor’s work.

BRAND AND MODEL OFFERED: Specifications may contain certain brand names that may or

may not be proprietary. Bidders are encouraged to propose their company’s approved alternate

January 12, 2026

​

ITB 282026​

to such items and list them accordingly. The Town will not disqualify a bid if it offers items that

are not specific but meet minimum requirements to the Town’s Bid Specifications.

ANNOTATED LITERATURE: Bidders must annotate their product literature to identify for the

Town the location of the supporting information regarding each product specification set out in

this ITB.

SUPPORTING INFORMATION: The Town strongly desires that bidders submit all required

technical, specification, and other supporting information with their bid, so that a detailed

analysis and determination can be made, by the Purchasing Agent that the product offered

meets the ITB specifications and that other requirements of the ITB have been met. However,

provided a bid meets the requirements for a definite, firm, unqualified, and unconditional offer,

the Town reserves the right to request supplemental information from the bidder, after the bids

have been opened, to ensure that the products offered completely meet the ITB requirements.

The requirement for such supplemental information will be at the reasonable discretion of the

Town and may include the requirement that the bidder will provide a sample product(s) so that

the Town can make a first-hand examination and determination.

FIRM, UNQUALIFIED AND UNCONDITIONAL OFFER: Bidders must provide enough

information with their bid to constitute a definite, firm, unqualified and unconditional offer. To be

responsive a bid must constitute a definite, firm, unqualified and unconditional offer to meet all

of the material terms of the ITB. Material terms are those that could affect the price, quantity,

quality, or delivery. Also included as material terms are those which are clearly identified in the

ITB and which, for reasons of policy, must be complied with at risk of bid rejection for

non-responsiveness.

NEW EQUIPMENT: Equipment offered in response to this ITB must be new equipment. New

equipment means equipment that is currently in production by the manufacturer and is still the

latest model, edition or version generally offered. The equipment must be warranted as new by

the manufacturer and may not have been used for any purpose, other than display (not

demonstration), prior to its sale to the Town. The Town will not accept remanufactured, used, or

reconditioned equipment. It is the contractor's responsibility to ensure that each piece of

equipment delivered to the Town complies with this requirement. A contractor's failure to

comply with this requirement will cause the Town to seek remedies under breach of contract.

ACCESSORIES: When accessories are supplied, they must be certified to be compatible with

the rest of the equipment. Certification will be written evidence satisfactory to the Town that the

accessories are compatible. The bidder's failure to supply this evidence within the time required

by the Town will cause the Town to consider the bid non-responsive and reject the bid.

INSPECTION: Equipment offered will be subject to inspection and approval by the Town prior to

payment. The equipment and attachments must be in good repair and capable of performing

the work for which they were designed.

ALTERATIONS: The awarded bidder must obtain the written approval from the Purchasing

Agent prior to making any alterations to the agreed upon specifications (post-award) contained

in this ITB or subsequent Contract. The Town will not pay for alterations that are not approved

in advance and in writing by the Town.

January 12, 2026

​

ITB 282026​

DISCONTINUED ITEMS: In the event an item is discontinued by the manufacturer during the

life of the contract, another item may be substituted, provided that the Purchasing Agent makes

a written determination that it is equal to or better than the discontinued item and provided that it

is sold at the same price or less than the discontinued item.

ITEM UPGRADES: The Town reserves the right to accept upgrades to models on the basic

contract when the upgrades improve the way the equipment operates or improve the accuracy

of the equipment. Such upgraded items must be at the same price as the items in the basic

contract.

DELIVERY: Indicate, in the space provided under "Bid Schedule", the time required to make

delivery after the receipt of an order.

F.O.B. POINT: The F.O.B. point for all items purchased under this bid is the final destination

within the Town of Scarborough. Ownership of and title to the ordered items remains with

the contractor until the items have been delivered to their final destination and are

accepted by the Town.

PARTS BOOKS AND MAINTENANCE MANUALS: Parts books and maintenance manuals

must be provided at the same time that the equipment is delivered, preferably in Electronic

Version (CD, PDF, etc.). The cost of the parts books and maintenance manuals is to be

included in the bid price of the equipment.

CONTINUING OBLIGATION OF CONTRACTOR: Regardless of the terms and conditions of

any third-party financing agreement, the contractor agrees that none of its responsibilities under

this contract are transferable and that the contractor alone will continue to be solely responsible

until the expiration date of the contract. Such responsibilities include, but are not limited to, the

provision of equipment, training, warranty service, maintenance, parts and the provision of

consumable supplies. By signature on this ITB the bidder acknowledges this requirement and

indicates unconditional acceptance of this continuing obligation clause.

WORKMANSHIP & MATERIALS: All work must be performed in a thorough and workmanlike

manner and in accordance with current industry practices. The contractor will be held

responsible for the quality of the finished item. The Town will reject any item that does not meet

the agreed upon specifications of the ITB (post award). Rejected items will be returned to the

contractor at the contractor's risk and expense.

BID SUBMISSION: At or before the appointed date and time, all bidders must submit a

completed Specifications Form and completed Bid Form. Although not required, bidders are

encouraged to submit additional supporting information that may assist the Town in evaluating

the bid and compliance with the technical specifications.

ADDITIONAL INFORMATION: Bidders are encouraged to provide additional supplementary

information with their bid if it serves to clarify the bid submission and assists the Town in the

evaluation of the bids. In particular, this may assist the Town in determining the equivalency of

alternative bid items.

January 12, 2026

​

ITB 282026​

METHOD OF AWARD: Award will be made to the lowest responsive and responsible bidder as

noted below (EVALUATION CRITERIA). The Town of Scarborough reserves the right to accept

or reject any or all bids should it be deemed in the best interest of the Town, waive any minor

discrepancies or technicalities and the right to inspect the equipment prior to delivery.

EVALUATION CRITERIA: The Town intends to evaluate each bid based on the following

specifications. The bid which meets these specifications best will be the lowest, most

responsive bid. Alternate proposals to the specifications listed below should be noted so that

the Town may make a fair assessment of the bid. ALTERNATE SPECIFICATIONS WHICH

ARE CLEARLY STATED WILL NOT DISQUALIFY A BIDDER.

INVOICES: Invoices must be sent directly to the Town address shown on the individual

Purchase Order, Contract Award or Delivery Order. Payment schedule will be determined with

the winning bidder. Questions concerning payment must be addressed to the Town of

Scarborough’s Accounts Payable Department.

CONTRACT CANCELLATION: The Town reserves the right to cancel the contract at its

convenience by giving written notice to the contractor. The Town is liable only for payment in

accordance with the payment provisions of this contract for services or supplies provided before

the effective date of termination.

The Town of Scarborough reserves the right to accept or reject any and all bids when it is

deemed in the best interest of the Town.

ADDITIONAL INFORMATION:

ALL inquiries or requests concerning this Invitation to Bid shall be made in writing and must be

received before the close of business two days prior to the bid opening to the Attention of Kim

Morrison, Purchasing Specialist by fax (207 730-4088) or email to

kmorrison@scarboroughmaine.org. The Town is not responsible for oral interpretations given

by any Town employee, representative or other.

Commodity Codes

• NAICS 336120Heavy Duty Truck Manufacturing

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