Project Information

Bid Title

CONTRACT PURCHASE ORDER TO PROVIDE AND DELIVER CASE BACKHOE LOADER PARTS AND ACCESSORIES ON AN “AS NEEDED” BASIS

Issuing Agency

Philadelphia Gas Works (PGW)

Location

Pennsylvania

Published Date

Jul 31, 2026

Closing Date

Aug 14, 2026

Government Level

State & Local

Status

Closed

Ref. #

35954

Original Source

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Bid Documents

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Project Description

Number

35954

Title

CONTRACT PURCHASE ORDER TO PROVIDE AND DELIVER CASE BACKHOE LOADER PARTS AND ACCESSORIES ON AN “AS NEEDED” BASIS

Available Date

7/31/2026 2:00 PM

Clarification Deadline

8/7/2026 2:00 PM

Due Date

8/14/2026 2:00 PM

Contact Information

MICHAEL RICHMOND, BUYER,

MICHAEL.RICHMOND@PGWORKS.COM

Bid Type

RFQ

Bill To

Appoinvoices@pgworks.com,
800 W. Montgomery Ave - Attn: Accounting,
Philadelphia , Philadelphia PA 19122 US

Ship To

North Operations Center,
5000 Summerdale Avenue,
Philadelphia, PA 19124 US

Description

PLEASE SUBMIT PRICING FOR A CONTRACT PURCHASE ORDER TO PROVIDE AND DELIVER CASE BACKHOE LOADER PARTS AND ACCESSORIES ON AN “AS NEEDED” BASIS.

BIDDERS ARE TO FURNISH A COPY OF CURRENT PRICE LIST WITH BID RESPONSE.

*** BIDS WILL BE DEEMED NON-REPONSIVE, IF BIDDERS: ***
- TAKE EXCEPTIONS TO PGW'S SPECIFICATIONS OR TERMS AND CONDITIONS
- FAIL TO COMPLETE, SIGN AND RETURN REQUIRED DOCUMENTS IN SEALED BID PACKET
- FAIL TO PROVIDE PRICING ON ALL ITEMS

- FAIL TO PROVIDE LEAD TIME ON ALL ITEMS

ANY QUESTIONS OR REQUESTS FOR CLARIFICATION REGARDING THIS RFQ AND THE ATTACHED DOCUMENTS MUST BE SUBMITTED VIA PGW.PROCUREWARE.COM NO LATER THAN 2:00PM EST ON FRIDAY, AUGUST 7, 2026.

PLEASE REVIEW AND COMPLETE THIS SEALED BID PACKET BY 2:00 PM EST ON FRIDAY, AUGUST 14, 2026.

***PLEASE NOTE THAT PGW IS ELIGIBLE TO PARTICIPATE IN COSTARS, NJPA, OMNIA PARTNERS, NASPO AND/OR STATE/CITY OF PHILADELPHIA CONTRACT PRICING.  PLEASE INCLUDE THE CONTRACT NUMBER ON YOUR RFQ IF APPLICABLE.

PLEASE SUBMIT YOUR BID FOR A CONTRACT PURCHASE ORDER COVERING A ONE (1) YEAR PERIOD ("INITIAL TERM") EFFECTIVE SEPTEMBER 1, 2026 THROUGH AUGUST 31, 2027, WITH AN OPTION TO RENEW FOR UP TO FOUR (4) ADDITIONAL ONE (1) YEAR TERMS. THE "RENEWAL TERM" IS EXERCISABLE, AT PGW'S SOLE DISCRETION, AS OF THE EXPIRATION OF THE INITIAL TERM OR CURRENT "RENEWAL TERM".

BIDDERS ARE REQUESTED TO QUOTE THE FOLLOWING:
PAYMENT TERMS: NET 30 DAYS, FREIGHT: PAID, F.O.B.: DESTINATION.

DELIVERY REQUIREMENTS:
CASE PARTS SHALL BE DELIVERED TO PGW’S FLEET DEPT., 5000 SUMMERDALE AVENUE, PHILADELPHIA, PA, 19124. ALL DELIVERIES ARE TO BE MADE BETWEEN THE HOURS OF 9:00 A.M. AND 2:30 P.M., MONDAY THRU FRIDAY.

INVOICING REQUIREMENTS:
-THE AWARDED SUPPLIER AGREES TO INVOICE PGW ONCE PER MONTH FOR ALL MATERIALS/SERVICES PROVIDED UNDER THIS CONTRACT PURCHASE ORDER.
-SUMMARY INVOICE MUST CONTAIN THE PGW CONTRACT PURCHASE ORDER NUMBER, AN ITEMIZED LIST OF ALL MATERIALS/SERVICES FOR THAT TIME PERIOD, AND THE AGREED UPON PRICE PER MATERIAL/SERVICE.

ALL PRICES QUOTED MUST REMAIN FIRM FOR THE INITIAL TERM OF THE CONTRACT PURCHASE ORDER.

PGW WILL EVALUATE AND CONSIDER PRICE INCREASES IN THE SUBSEQUENT CONTRACT RENEWAL PERIOD(S) IF THE FOLLOWING CONDITIONS ARE MET.  THIS WILL NOT GUARANTEE THE ACCEPTANCE OF THE PRICE INCREASE AND THE CONTRACT MAY BE SENT OUT FOR COMPETITIVE RE-BIDDING IF PRICE INCREASES ARE NOT ACCEPTED BY PGW.

NOTICE OF PRICE INCREASES MUST BE RECEIVED, IN WRITING, BY PGW AT LEAST FIFTEEN (15) DAYS PRIOR TO THE EXPIRATION OF THE CURRENT TERM FOR PRICE INCREASE TO BE EFFECTIVE AS OF THE FIRST DAY OF THE RENEWAL TERM.  PRICE INCREASE LETTER MUST INCLUDE A COPY OF THE MANUFACTURER’S LETTER AND/OR INDUSTRY BULLETIN.  THE PRICE INCREASE LETTER SHALL BE SENT TO MICHAEL.RICHMOND@PGWORKS.COM, REFERENCING RFQ#, BLANKET OR CONTRACT #, CONTRACT TERM, AND SHOWING ITEM(S) DESCRIPTION AND APPLICABLE PRICING. PGW RESERVES THE RIGHT TO REVIEW THE PROPRIETY OF THE PRICE INCREASE AND CANCEL THE CONTRACT AT ITS DISCRETION.

FAILURE TO NOTIFY PGW WITHIN THE FIFTEEN (15) DAY TIMEFRAME SHALL RESULT IN THE FOLLOWING:

IF THE LETTER IS RECEIVED BEFORE THE LAST DAY OF THE CONTRACT TERM, THE EFFECTIVE DATE OF THE PRICE INCREASE SHALL BE FIFTEEN (15) DAYS FROM RECEIPT OF THE PRICE INCREASE LETTER RECEIVED BY PGW OR, IF THE LETTER IS NOT RECEIVED BEFORE THE LAST DAY OF THE CURRENT TERM, THE PRICES FOR THE RENEWAL TERM SHALL BE THE SAME AS THE PREVIOUS TERM.

FOR EACH RENEWAL TERM THE PRICE INCREASE AND/OR DECREASE SHALL BE BASED UPON THE PERCENT (%) CHANGE IN THE INDEX FOR ALL URBAN CONSUMERS – PHILADELPHIA OF THE CONSUMER PRICE INDEX (ALL ITEMS) AS PUBLISHED BY THE U.S. DEPARTMENT OF LABOR BUREAU OF LABOR STATISTICS AND AS INDICATED BY THE MID-ATLANTIC CPI ANNOUNCEMENT FOUND HERE:

HTTPS://WWW.BLS.GOV/REGIONS/MID-ATLANTIC/DATA/CONSUMERPRICEINDEXHISTORICAL_PHILADELPHIA_TABLE.HTM

IN NO EVENT SHALL THE PRICE INCREASE EXCEED 5% IN ANY RENEWAL TERM.  THE INCREASE SHALL REFLECT THE CHANGE TO THE CPI OR THE 5% CAP, WHICHEVER IS LESS.

NOTE: PRICE DECREASES MAY BE FORWARDED TO THE SUPPLY CHAIN DEPARTMENT BUYER, IN WRITING, AT ANY TIME DURING THE CONTRACT TERM, TO INCLUDE ANY RENEWAL PERIOD(S).

ONCE THE CONTRACT AGREEMENT IS AWARDED, THE AWARDED VENDOR MUST ADHERE TO WHAT HAS BEEN QUOTED OR THIS COULD CAUSE THE ORDER TO BE SUBJECT TO CANCELLATION.

THE ITEMS LISTED REPRESENT TYPICAL ITEMS TO BE PURCHASED ON THIS CONTRACT.  THE ITEMS LISTED IN THE RFQ WILL BE USED TO DETERMINE OVERALL PRICING AND AWARD INFORMATION.  ITEMS TO BE PURCHASED ARE NOT LIMITED TO THOSE LISTED.

THE USAGE QUANTITIES LISTED ARE ONLY AN ESTIMATE TAKEN FROM PAST ORDER HISTORY. THIS DOES NOT CONSTITUTE A FIRM COMMITMENT TO PURCHASE THIS QUANTITY DURING THE PERIOD OF THE BLANKET PURCHASE ORDER.  ACTUAL USAGE MAY EXCEED OR FAIL TO EXCEED ESTIMATES.

IF ITEMS LISTED HAVE BEEN DISCONTINUED OR PART NUMBERS HAVE CHANGED, PLEASE LIST THE CHANGE(S) IN THE COMMENTS SECTION FOR THAT LINE ITEM.  NO OTHER SUBSTITUTIONS ACCEPTABLE.

THE TABLE BELOW SHOWS THE YEAR, MAKE, MODEL, AND SERIAL NUMBER OF THE EQUIPMENT FOR WHICH THIS CONTRACT WILL BE USED TO ORDER PREVENTATIVE MAINTENANCE AND REPAIR PARTS. IT MAY BE USED AS REFERENCE FOR PART NUMBER CHANGES.

Model Year	Make	Model	Serial Number
2018	CASE	580N W/XHOE	JJGN580NCJC750666
2018	CASE	580N W/XHOE	JJGN580NTJC750667
2018	CASE	580N W/XHOE	JJGN580NPJC750668
2019	CASE	580N W/XHOE	JJGN580NJKC761092
2021	CASE	580N W/XHOE	JJGN580NCLC771088
2021	CASE	580N W/XHOE	JJGN580NVLC771089
2021	CASE	580N W/XHOE	JJGN580NCLC771107
2021	CASE	580N W/XHOE	JJGN580NALC771109
2024	CASE	580N W/XHOE	JJGN580NTPC779238
2024	CASE	580N W/XHOE	JJGN580NPPC779239
2024	CASE	580N W/XHOE	JJGN580NTPC779241
2024	CASE	580N W/XHOE	JJGN580NPPC779242
2024	CASE	580N W/XHOE	JJGN580NAPC779250
2024	CASE	580N W/XHOE	JJGN580NEPC779253
2024	CASE	580N W/XHOE	JJGN580NCPC779254
2025	CASE	590N W/XHOE 4WD	JJGN59SNCSC784344
2025	CASE	590N W/XHOE 4WD	JJGN59SNVSC784345
2025	CASE	590N W/XHOE 4WD	JJGN59SNLSC784347
2026	CASE	590SN 4WD	JJGN59SNESC784481
2026	CASE	590SN 4WD	JJGN59SNLSC784476

PLEASE NOTE: PGW WILL NOT BE RESPONSIBLE TO PROVIDE ANY ORDER MINIMUMS AND THE ITEMS FOR THIS RFQ SHALL BE ORDERED ON AN "AS NEEDED" BASIS.

IMPORTANT NOTICE:  PHILADELPHIA GAS WORKS WILL NOT PROVIDE REIMBURSEMENT FOR ENVIRONMENTAL SURCHARGES, FUEL SURCHARGES, SHIPPING & HANDLING SURCHARGES, DELIVERY SURCHARGES, PALLET SURCHARGES NOR MILEAGE SURCHARGES.

ADDITIONAL NOTES:
(1) THE BASIS OF AWARD FOR THE SUCCESSFUL VENDOR SHALL RESULT IN ONE (1) PURCHASE ORDER TO THE LOWEST, RESPONSIVE, AND RESPONSIBLE VENDOR THAT MEETS THE MINIMUM SPECIFICATIONS AND WARRANTY REQUIREMENTS. IF LOWEST BID PRICE IS EQUAL, THE FOLLOWING FACTORS WILL BE TAKEN INTO CONSIDERATION TO DETERMINE THE AWARD:
1.    LEAD-TIME
2.    BEST AND FINAL OFFER (BAFO)
(2) ANY BIDDER THAT HAS HAD A PURCHASE ORDER WITH PGW TERMINATED DURING THE PREVIOUS THREE (3) YEARS DUE TO BREACH OR DEFAULT MAY BE DEEMED NON-RESPONSIBLE AND NON-QUALIFIED FOR THIS RFQ.
(3)  THE SUCCESSFUL BIDDER MUST REMIT ALL INVOICES ELECTRONICALLY TO APPOINVOICES@PGWORKS.COM FOR ELECTRONIC PAYMENT.  FOR ASSISTANCE OR QUESTIONS REGARDING INVOICING, PLEASE CONTACT PGW ACCOUNTS PAYABLE AT 215-684-6980.
(4)  CONTRACTOR WILL BE BOUND BY PGW’S POLICY AND PROCEDURE FOR THE DEBARMENT AND SUSPENSION OF VENDORS.  SUSPENSION OR DEBARMENT OF CONTRACTOR BY PGW PURSUANT TO PGW’S POLICY AND PROCEDURE FOR THE DEBARMENT AND SUSPENSION OF VENDORS AND CONTRACTORS WILL BE CONSIDERED AS DEFAULT BY CONTRACTOR.

ANY QUESTIONS REGARDING THIS OPPORTUNITY MUST BE SUBMITTED NO LATER THAN

8/7/2026 2:00 PM

Commodity Codes

• NAICS 333120Construction Machinery Manufacturing

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