Project Information

Bid Title

IFB 26-039 On-Site Fleet Cleaning Support Service

Issuing Agency

Huntsville Utilities

Location

Alabama

Published Date

Feb 19, 2026

Closing Date

Mar 6, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

IFB 26-039

Description:  IFB 26-039 On-Site Fleet Cleaning Support Service Bid Packet
Bond Amount:
Pre-Bid Meeting Date:  9:00 AM CST on February 27, 2026
Pre-Bid Meeting Location:  112 Spragins Street NW Huntsville, Al 35801
Bid Opening Date:  1:00 PM CST on March 6, 2026
Bid Opening Location: Purchasing Conference Room, 112 Spragins St., Hsv, AL 35801

Bid Documents:
IFB 26-039 On-Site Fleet Cleaning Support Service

Attachment Preview

Invita on for Bid No.:

Bid Title:

Contract Administrator:

Pre-Bid Mtg Time/Date:

Prebid Loca on:

Deadline for Ques ons:

Bid Opening Time/Date:

Opening Loca on:

26-039

On-Site Fleet Cleaning Support Service

John Lones

9:00 AM CST on February 27, 2026

112 Spragins Street NW Huntsville, Alabama 35801

5:00 PM CST on March 03, 2026

1:00 PM CST on March 06, 2026

112 Spragins Street Huntsville, Alabama 35801

Huntsville U li es is seeking bids for the above-men oned project located in Huntsville, Alabama. Sealed bids will

be received by the City of Huntsville, a municipal corpora on within the State of Alabama, d/b/a/ Huntsville U li es,

by mail, at P.O. Box 2048, Huntsville, AL, 35804, or personal delivery, at the loca on men oned above. Bidder

instruc ons, including pre-bid mee ng (if applicable), Cer ficates of Insurance (if required) and specifica ons, are

provided in the bid documents. The contractor shall furnish all supervision, labor, materials, supplies, tools,

equipment, and transporta on necessary to perform the work called for under this contract in a mely, safe, and

professional manner. All ques ons and requests for this bid packet should be emailed to the Contract Administrator

signed below. As part of the bidding process, a endance at the pre-bid mee ng is considered mandatory.

No bid may be withdrawn a er the scheduled closing me for the receipt of bids for a period of ninety (90) days.

The right to reject any and all bids is reserved.

Your assistance in mee ng our requirements is appreciated.

John L es

John Lones

Contract Administrator

Purchasing Department

256-535-1396

John.Lones@hsvu l.org

ATTACHMENT A

SEGMENT 1

TERMS AND CONDITIONS

1. SUBMISSION OF PROPOSAL

The Bidder shall submit an original hard copy of the Bidder’s Proposal Checklist, Proposal Form,

Proposal Guarantee and any other required documents/forms that are specified in the Bid Letter,

Addendums, or Bid Packet and a USB drive of the complete proposal, including copies of all documents

required to the appropriate purchasing agent as detailed on the Bid Letter.

2. RIGHTS RESERVED

Huntsville Utilities reserves the right to consider each item separately. Huntsville Utilities reserves all

rights to make advantageous decisions for the betterment of Huntsville Utilities customers.

3. STATE BID LAW

Huntsville Utilities adheres to the provisions as set forth in Title 39 Public Works Act and Title 41 State

Government Section 16 Public Contracts of the Code of Alabama.

4. Responsibility for assuring bid arrival at bid opening place prior to bid opening rests with the bidder.

Huntsville Utilities is under no obligation to pay postage-due on bid packages.

5. All correspondence regarding the referenced invitation for bid must be submitted in writing via email

to the appropriate purchasing agent.

6. Bids written in pencil will not be accepted.

7. Errors may not be corrected by the Contractor after bid opening; however, Huntsville Utilities reserves

the right in our evaluation to verify entries that appear to be obvious arithmetic, typing, or similar

errors. When discrepancies exist between soft copy and hard copy submittals, the hard copy will

govern.

8. Unsigned bids will not be accepted.

9. Late bids will not be opened, considered for evaluation, nor returned to the bidder. Incomplete bids

will not be considered.

10. A bid may be withdrawn prior to bid opening only after written request from Bidder and upon

acknowledgement by purchasing agent.

11. The Bid must be received in the format specified. The Bidder may submit supplemental information

on USB Drive submittal.

12. PROPOSAL

Owner reserves the right to request cost breakdown information and to negotiate any price submitted

by bidders. Owner reserves the right to make award to other than the low bidder or to award a

subcontract based upon the original price proposals without negotiation, provided that the contract

is awarded to the lowest, responsible and responsive bidder. Bidders are encouraged to provide their

most favorable price when bidding. All blank spaces for bid prices must be filled in. The bidder may

present alternative proposals and we reserve the right to consider alternative proposals.

13. A copy of a valid Alabama Contractor’s license must accompany each bid, if required. Failure to comply

with this provision (if required), shall result in disqualification of bidder.

A.S1 REV.02.25

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ATTACHMENT A

SEGMENT 1

TERMS AND CONDITIONS

14. BID SECURITY

If required per Bid Letter, each bid must be accompanied by a cashier's check drawn on an Alabama

bank or a bid bond executed by a surety company dully authorized and qualified to make such bonds

in the State of Alabama payable to the City of Huntsville, Alabama, d/b/a Huntsville Utilities for an

amount not less than five percent (5%) of the bidder's bid, but in no event more than ten thousand

and no/100 ($10,000.00).

15. The Attorney-in-Fact who executes these bonds must file a notarized and effectively dated copy of his

power of attorney. If required by State Statute, certifications of a resident agent shall also be provided.

16. All cashier's checks or bid bonds can be returned to all but the lowest bidders. The remaining cashier's

checks and bid bonds can be returned after the Owner and successful Bidder have executed the

Contract, or, if no award has been made, upon the demand of the Bidder at any time thereafter, so

long as they have not been notified of the acceptance of their bid.

17. Any successful Bidder, upon their failure or refusal to execute and deliver the Contract and the

required Performance Bond, Payment Bonds, insurance documents and any other bonds which may

be required by the Contract Documents, required within fifteen (15) days after they have received

notice of the Owner's acceptance of their bid, shall forfeit to the Owner, as liquidated damages for

such failure or refusal, the security deposited with their bid. Exceptions to this requirement will be

considered upon written request.

18. ADDENDA AND INTERPRETATIONS

No interpretation of the meaning of the plans, specifications or other pre-bid documents will be made

orally to a Bidder. Each request for such interpretation or clarification shall be made in writing to the

owner's representative listed for the project. All interpretations and supplemental instructions will be

issued in the form of written addenda which, if issued, will be sent via email to all prospective bidders.

Failure of any Bidder to receive such addendum or interpretation shall not relieve such Bidder from

any obligation under their bid as submitted. All addenda shall be acknowledged by the Bidder in the

Proposal, and failure to do so may be cause for the bid to be considered non-responsive.

19. BIDDER'S UNDERSTANDING

Bidder must fully understand the conditions relating to the project, and it is mandatory that each

bidder has made themselves familiar with the Contract Documents in its entirety. Failure to do so shall

not relieve a successful Bidder of their obligation to furnish all material and labor necessary to carry

out the provisions of the Contract, nor of their obligation to enter into a contract and complete the

work in strict accordance with the Contract. The bidder, in carrying out this work, shall employ such

methods or means that will not cause any interruption of or interference with the work of any other

performance for this project or another project or work performed by Huntsville Utilities. .

20. LAWS AND REGULATIONS

The Bidder's attention is directed to the fact that all applicable State laws, municipal ordinances, and

the rules and regulation of all authorities having jurisdiction over construction of the project shall

apply to the Contract throughout, and they shall be deemed to be included in the Contract Documents

the same as though herein written out in full.

21. SALES AND USE TAXES

A.S1 REV.02.25

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ATTACHMENT A

SEGMENT 1

TERMS AND CONDITIONS

The Bidder shall be responsible for any and all local, State, and Federal taxes which may be charged

in association with the required materials and labor which the Contractor is required to furnish for

this Project. The Owner, who maintains a tax-exempt status, will pay no taxes.

22. CONTRACT DOCUMENTS

All work on this project shall be performed in accordance with the Contract Documents, which consist

of all documents pertained in the bid packet, including but not limited to Advertisement Notice, Bid

Letter, Bidding Terms and Conditions, General Conditions, Special Conditions, Scope and Statement

of Work, Proposal, Pricing Format, required forms, addenda’s, agreements, contracts, instructions or

bonds, bidders submission, etc., which are to be considered an integral part of the Contract

Documents whether or not attached hereto.

23. Should any conflicts or discrepancies be found between the parts, the order of precedence as listed

in the General Conditions shall prevail.

24. METHOD OF AWARD

The basis for award shall be the Proposal from the lowest responsible and responsive Bidder that, in

the Owner's sole and absolute judgement, will best serve the interests of the Owner. The Owner also

reserves the right to reject all bids and execute the work with his own forces or re-bid the entire

Project or any part thereof.

25. GOVERNING LAW AND LEGAL VENUE

Alabama law, without regard to its conflicts of law provisions, shall exclusively apply to the Agreement,

questions of immunity related to HU, and any disputes between the Parties. Any provisions of the

Agreement or the Addendum that may be considered a consent to suit or a waiver of immunity by HU

is hereby stricken and rendered null and void. HU does not consent to binding arbitration. Exclusive

jurisdiction and venue of any claims shall lie in the United States District Court for the Northern District

of Alabama, Northeastern Division (Huntsville), or the Circuit Court of Madison County, Alabama. All

Parties to the Agreement shall comply with all laws and regulations governing their activities pursuant

to the Agreement. Each party shall be responsible for its own attorney fees regarding enforcement of

the Agreement or in collecting any amounts due or resulting from any breach of the Agreement.

26. The Owner reserves the right to reject any Proposal not in compliance with the Contract Documents,

or to waive any irregularities or informalities at their sole discretion.

A.S1 REV.02.25

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ATTACHMENT A

SEGMENT 3

CYBER TERMS AND CONDITIONS

I. During the term of the Contract, Contractor (synonymous with Vendor) shall maintain and

enforce a written security program or programs (collectively, “Security Program”) that (i)

complies with Industry Recognized Standards (e.g., latest revisions of NIST CSF and SP 800-

53, NIST SP 800-210 Cloud Computing, ISO 27000 series, or CISA); (ii) includes

administrative, technical, cyber and physical safeguards reasonably designed to protect the

confidentiality, integrity, and availability of data; (iii) is appropriate to the nature, size, and

complexity of Contractor’s business operations; (iv) complies with any applicable laws and

regulations that are applicable for the geographic regions in which Contractor does

business; and (v) complies with any applicable laws and regulations for the State of

Alabama.

The Contractor shall treat all data and information provided by HU, including but not limited to

personal data, intellectual property, and confidential or proprietary business information, as strictly

confidential and shall not disclose, share, or use such data and information for any purpose other than

the performance of its obligations under this Agreement.

A. Security Breach Notification. Contractor will notify Huntsville Utilities (HU) no less than

seventy-two (72) hours following an initial indication of a breach involving a loss or

exposure of HU data (“HU Data”), or from a possible unauthorized disclosure, access, or

use of HU’s computers, information systems, or network (“Security Breach”). The

notification shall be sent via email to hubreachnotification@hsvutil.org, and shall include

all information HU will need to meet the requirements of any applicable federal, state, or

local laws and regulations, related to the cause of the Security Breach (if known), and

steps Contractor has or will take to mitigate the risk of a similar Security Breach from

occurring in the future.

1. Contractor agrees to reasonably cooperate with HU in investigating a Security Breach,

provide regular updates on the investigation and remediation efforts, and information

and documents reasonably requested by HU to the extent such information and

documents can aid HU in investigating or mitigating the Security Breach. If the

Security Breach was caused by an act or omission of HU, HU may request reasonable

assistance from Contractor at Contractor’s standard hourly rates.

2. To the extent contractor maintains, stores, processes or is otherwise permitted to

access either for itself or on HU’s behalf, sensitive information on Alabama residents

(as defined by the Alabama Data Breach Notification Act of 2018), contractor agrees

to comply with all aspects of Alabama’s breach notification law, including but not

limited to implementing reasonable security measures (including appropriate disposal

of records); and conducting a prompt and good faith investigation of potential

breaches of security. Contractor understands that its failure to comply with this state

law constitutes a material breach of its agreement with HU as well as a violation of

the laws set forth in the Alabama Data Breach Notification Act of 2018.

3. In the event a Breach results in HU Data being disclosed such that notification is

required to be made to any person or entity, including without limitation any

customer of HU, under any applicable laws, including privacy and consumer

A.S1 REV.03.23

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Commodity Codes

• NAICS 561720Janitorial Services

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