Project Information

Bid Title

International Truck Parts

Issuing Agency

City of Tulsa

Location

Oklahoma

Published Date

Dec 2, 2025

Closing Date

Dec 17, 2025

Government Level

State & Local

Status

Closed

Ref. #

TAC 043F

Original Source

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Bid Documents

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Project Description

Bid ID:	TAC 043F
Addendum:	0
Bid Due Date:	12/17/2025
Description:	International Truck Parts
Bid Document:	TAC 043F – International Truck Parts.pdf
Attachments:

Attachment Preview

City of Tulsa

Finance Department

Invitation for Bid (IFB)

TAC 043F

Supplies or Services Requested: International Truck Parts

Department: Asset Management

NIGP Commodity Code(s): 060-73

Solicitation Schedule

EVENT

IFB Issue Date

DATE

12/02/2025

Pre-Bid Conference

Deadline for Questions

Submitted to assigned buyer via email.

Bid Submission Date

Either mailed or delivered to City Clerk address. Bids

are open the day after the due date.

NO PRE-BID CONFERENCE

12/08/2025

10 Days prior to IFB due date

12/17/2025

If You have any questions or need additional information, contact the Assigned Buyer:

Angie Tune, Senior Buyer | atune@cityoftulsa.org

All questions should be emailed with TAC 043F on the subject line.

Submit Bids (sealed) to:

City of Tulsa – City Clerk’s Office

175 E. 2ND St., Suite 260

Tulsa, OK 74103

Bids (2 total:1 original, 1 copy) must be sealed and either mailed or delivered.

Write the Bid Number, Supplies or Service requested (as listed above) and Bid

Opening Date on the lower left corner of the outside of Your Bid envelope. Feel

free to use included packing slip. No faxed or emailed Bids will be considered.

Barring certain circumstances (Section III-5), Bids received after the stated date

and time will not be accepted and will be returned to the Bidder unopened.

TAC 043F | International Truck Parts | Issue Date: 12/02/2025

I. STATEMENT OF PURPOSE:

1. Overview and Goals

The goal of this solicitation is to secure a source to purchase International Truck Parts for use by the

Asset Management Department of the City of Tulsa.

2. Term of Contract

The City intends to award a one-year annual contract. The City may offer the Seller the opportunity

for additional one-year terms. The City also reserves the right to make multiple or partial awards. To

do business with the City, You must agree to the terms and conditions of the City’s standard

Purchase Agreement, indicated by Your Authorized Agent’s signature on the Purchase Agreement.

Capitalized terms used in this IFB and not defined in the Purchase Agreement shall have the

meanings as ascribed to them in Title 6, Chapter 4 of the Tulsa Revised Ordinances.

The entire Invitation for Bid (IFB), including any additional information submitted by Bidder and

Accepted by City will be included as part of the Agreement between Seller and City. All sheets of

this IFB (including Sections I-VI) must be submitted.

Authorized Agent

Several parts of the Bid (Affidavits, Purchase Agreement) must be signed by an “Authorized

Agent.” An Authorized Agent means an agent who is legally authorized to bind the Seller under the

law of the state in which the Seller is legally organized. For instance, under Oklahoma law, the

Authorized Agent for each of the following types of entities is as stated below:

o Corporations – the president, board chair or board vice chair (or the vice president if the corporation

was formed in Oklahoma) can sign; others can sign if they have and provide the City with (i) a corporate

resolution giving them authority to bind the Seller, and (ii) a recent certificate of secretary indicating

the authority is still valid and was in full force and effect on the date of the signature. (See IFB Section

VI for sample of a Certificate of Secretary)

o General Partnerships – any partner can sign to bind all partners.

o Limited Partnerships – the general partner must sign.

o Individuals – no additional authorization is required, but signatures must be witnessed and notarized.

o Sole Proprietorship – the owner can sign. Any other person can sign if s/he provides a recent Power

of Attorney, signed by the owner, authorizing him/her to bind the sole proprietorship.

o Limited Liability Company (LLC) – any manager of the LLC elected by the members of the LLC, or

any member signing as manager of the LLC. All other signers will need a Consent of Members signed

by all the Members of the LLC authorizing their signature on or up to 30 days before the date of their

signature. (See Section VI for sample of a Consent of Members)

Entities organized in states other than Oklahoma must follow the law of the state in which they are

organized.

IFB Rev 02/2024

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TAC 043F | International Truck Parts | Issue Date: 12/02/2025

II. SCOPE OF SERVICES AND SPECIFICATIONS

1. Scope of Services

The City is requesting Bids for International Truck Parts for use by the Asset Management

Department.

Delivery Requirements

All prices quoted shall be based on delivery F.O.B. Tulsa, Oklahoma or to any other points as may

be designated in the Specifications, with all charges prepaid by Seller to the actual point of delivery.

Bids must state the number of Days required for delivery under normal conditions.

Absolutely no items over 500lbs. may be directly shipped to the City requiring the City personnel to

unload from the shipping truck or trailer. The City carries no responsibility for any damages incurred

during an unloading occurrence. All unloading shall be the responsibility of the Seller and/or shipping

entity.

2. Specifications

The Bid must meet or exceed the following Specifications.

Bidders are to Bid a percentage discount from the current Manufacturer’s Published Price List on

new captive replacement parts for International Trucks.

The percentage discount needs to be specified in EXHIBIT A – DELIVERY AND PRICING.

The percentage discount Bid shall be firm for the Agreement PERIOD.

DEFINITION:

CAPTIVE PARTS – The parts supplied as a result of this Bid shall be parts only available through a

dealer or manufacturer. After-market parts shall not be included in this Bid and invoices for such will

not be accepted without prior approval by City of Tulsa.

PURCHASE ORDERS, INVOICES & PAYMENT:

Purchase Orders:

A blanket purchase order will be issued for a specific dollar amount, not to be exceeded.

Invoices:

All invoices must contain the following information:

1. Purchase order number

2. Date ordered

3. Name of City personnel placing order

4. Part number(s), description, and quantity

5. List price of part(s)

6. Net/Agreement price of part(s)

7. Department name & ship to address

IFB Rev 02/2024

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TAC 043F | International Truck Parts | Issue Date: 12/02/2025

Payment:

Payment will be made either by a purchasing card or by the Finance Department, issuing a check or

making direct deposit, at the discretion of the Seller.

WARRANTY:

You must furnish with Your Bid the warranty terms that are applicable to the Goods and/or Services

being provided hereunder. You must expressly warrant that all Goods and/or Services being

provided will conform to the Specifications and be of good materials and workmanship and free from

defects for a minimum period of one year.

AWARD OF BID:

Award of Bid will be to the Bidder with the highest discount percentage from the current

Manufacturer’s Published Price list.

DELIVERY REQUIREMENTS:

Delivery is expected to be without an additional charge. Items in stock shall be delivered within 24

hours, items out of stock shall be delivered within 48 hours after receipt of order, unless approved at

the time the order is placed. Deliveries shall take place twice a day.

RETURNS:

Returns must be picked up with every delivery, and full price shall be credited for returned parts.

Credits shall be issued no later than 15 business days.

THE REMAINDER OF THIS PAGE HAS BEEN INTENTIONALLY LEFT BLANK

IFB Rev 02/2024

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TAC 043F | International Truck Parts | Issue Date: 12/02/2025

III. BID SUBMISSION INSTRUCTIONS AND INFORMATION

1. Bidder Registration: To ensure timely updates and alerts about business opportunities with the

City, interested Bidders should register as a Bidder with the City. To register, interested Bidders

should complete the City’s online vendor registration form (linked here). If You have any

questions, email purchasing@cityoftulsa.org or check the City’s "Selling to the City" Website.

2. Pre-Bid Conference: If a pre-Bid conference is required, see the first page for time and location.

No Pre-Bid Conference to be Held.

3. Questions and Concerns: As You prepare Your Bid response, You may have questions or points

of clarification around this Solicitation. Any questions or comments about this Invitation for Bid

must be sent via e-mail to the buyer listed on the first page “Assigned Buyer” and be received at

least 10 Days prior to the Bid Submission Date. Please include the IFB Bid number (as

indicated on the title page) on all communications. Bidders may only communicate with the City

through the Assigned Buyer – communication with other City staff could result in disqualification.

4. Issuing of Addenda: The City may addend or amend its IFB at any time before the Bid

Submission Date. In addition to registering as a Bidder with the City, Bidders can check the

“Purchasing Bid Opportunities & Results” page on the City Website for the latest updates (linked

here). Any such amendments shall become a part of the Agreement. You must acknowledge

receipt of any Addenda or Amendments by writing in the issued Addenda numbers on Exhibit A –

Delivery and Pricing. City may reject any Bid that fails to acknowledge any Addenda or

Amendments.

5. Submission and Receipt of Bids: The City requires two completed Invitation for Bids: 1 Original

and 1 Copy. Each must be clearly labeled on the front sheet indicating “Original” or “Copy.” Use

the Bidder Checklist to ensure Your Bid includes all required components. If a copy on electronic

media is also required, the box below will be checked.

☐Electronic Copy also required.

Bids must be received no later than 5:00 PM (CST) on the Bid Submission Date (see first page)

and delivered to:

City of Tulsa - City Clerk’s Office

175 East 2nd Street, Suite 260

Tulsa Oklahoma 74103

Bids must be sealed and either mailed or delivered. The package, container, or envelope should

contain both of Your completed Bids, the original and the copy. Please use the provided label on

the last page of this IFB to clearly write the Bidder’s legal name and Bid number on the outside

of the package, container, or envelope. No faxed or emailed Bids will be considered.

Bids received after the stated date and time will not be accepted. The timestamp clock located

at the City Clerk’s Office on the second floor of City Hall at 175 East 2nd Street, Suite 260, Tulsa,

Oklahoma, 74103 is the City’s official bid clock for this IFB. Timeliness of Bid submittals will be

determined using only this clock.

IFB Rev 02/2024

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Commodity Codes

• NAICS 423120Motor Vehicle Supplies and New Parts Merchant Wholesalers

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