Purchase of Compressed Natural Gas (CNG) Cutaway Buses

The City of Wilsonville is requesting price quotes for two medium-sized, light-duty transit buses with dedicated compressed natural gas engines, approximately 21 passenger capacity, and two tandem wheelchair stations.

Engineering

General

Status:Open (accepting bids and proposals)

Due Date:Jul 28, 2026 10:00 PM

Contract Period:5 years

Type:Request for Proposal (RFP)

Level:Local

Original Solicitation Links

Purchase of CNG Cutaway Buses

Contact

Name:Scott Simonton

Email:simonton@wilsonvilleoregon.gov

Phone:+15035701541

Address:29799 SW Town Center Loop East, Wilsonville, OR, USA

Submission Instructions

Method:Email, Mail, or Hand-delivery; Sealed Envelope Required for Mail/Hand-delivery; Email Subject Line specified for RFP Questions and Change Requests; Email Subject Line specified for Award Protest; Email Subject Line specified for Proposal Submission is "Request for Proposals - SMART Bus Purchase Project". Include proposer name and address on envelope for mail/hand-delivery. Proposals must arrive by deadline to be considered. No late proposals accepted. Electronic submission via email to simonton@wilsonvilleoregon.gov is also an option. Online submission is not an option. No specific file format or number of copies is mentioned for email submissions. For mail/hand-delivery, proposals must be sealed in an opaque envelope, plainly marked as follows: "Request for Proposals - SMART Bus Purchase Project." Include the name and address of the Proposer. Proposals received after the deadline will not be opened and will be rejected without consideration. The City of Wilsonville reserves the right to reject any and all Proposals. Proposer must acknowledge receipt of all addenda in their proposal. Proposals must be submitted by Tuesday, July 28, 2026, at 3:00 PM, local time. Liquidated damages for late delivery of buses will apply. The preferred delivery window is 365 days or less. Proposals must include a proposed delivery date for each bus. Proposals must be submitted in accordance with the requirements stated within this RFP. Adherence to these requirements will ensure a fair and objective analysis of submitted Proposals. Proposals should provide a clear, concise description of the Proposer's ability to satisfy the requirements of this RFP. Emphasis should be placed on completeness, brevity, and clarity of content. Failure to comply with or complete any part of the RFP may result in rejection of the Proposal. The ability to follow these instructions demonstrates attention to detail. Proposer Information: Proposals should specifically highlight how they meet the Scope of Equipment set forth in Exhibit A to the Goods and Services Contract and note any differences in their Proposal from what has been called out in the required specifications. See Proposal Form, Attachment B. Delivery Time Period: Proposers must recognize that time is of the essence. SMART's preferred delivery window is 365 days or less. Delivery time is one of the elements considered in scoring Proposals, as this is a "best value" procurement. Liquidated Damages for Late Delivery of Buses: The successful Proposer will be subject to a liquidated damages clause, as stated in Section 13 of the Goods and Services Contract (Attachment A). By submitting a Proposal in response to this RFP, the Proposer acknowledges and accepts that this contract provision is required. Project Schedule: Proposals shall include a proposed delivery date for each bus. Supporting Information: Supporting materials may include graphs, full resumes, other references, charts, sample documents, and photos. IV. Proposal Submission: Proposal Submission Requirements: Proposers must submit their written Proposals via email to: simonton@wilsonvilleoregon.gov or via U.S. mail or hand-delivery to: City Hall, 29799 SW Town Center Loop East, Wilsonville, Oregon 97070. Proposals must be clearly marked "Request for Proposals - SMART Bus Purchase Project" and must include the name and address of the Proposer. Proposals must arrive at the issuing office, or in box if submitting electronically, on or before 3:00 p.m. local time on Tuesday, July 28, 2026. Late Proposals received by mail, email, or hand-delivery will be returned unopened and without review. RFP Change Requests/Exceptions: A prospective Proposer may request clarifications, a change to any provision, specification, or contract term ("Exceptions") contained in the RFP documents, substitutions, and/or approved equals by completing the included form "Request for Pre-Offer Change or Approved Equal" (see Attachment D) and submitting it to: City of Wilsonville Attn: Scott Simonton, SMART Fleet Manager 29799 SW Town Center Loop East Wilsonville, OR 97070 OR simonton@wilsonvilleoregon.gov All change requests shall include "RFP Change Request - SMART Bus Purchase Project" in the subject line or written on the front of the envelope and be submitted, in writing, by 3:00 p.m. local time on Tuesday, July 14, 2026. Each request for change must specify the provisions, specifications, or contract terms of the RFP in question and contain reasons for the requested change and any proposed changes. The City will evaluate and resolve all change requests submitted before the listed time and date due within a reasonable time following receipt of the change request. Changes that are accepted by the City will be issued in the form of an addendum to the RFP. V. Proposal Evaluation and Selection: All written Proposals received at City Hall by the deadline will be reviewed by a Selection Review Committee. The Selection Review Committee will be comprised of City staff. Each committee member will independently evaluate each Proposal in accordance with the criteria stated in the Proposal Requirements section of this RFP. Selection will be made on BEST VALUE PURCHASE subject to the selection criteria noted below. SMART shall have the right to reject any or all Proposals, and to waive any informality and/or irregularity in the Proposals and in the bidding. Best Value Selection: Vehicle selection will be based on the following evaluation criteria and values. Meeting the minimum required specifications will determine if the Proposal is responsive. Vendor's products not meeting the minimum required specifications set forth in the Scope of Equipment (Exhibit A to the Goods and Services Contract - Attachment A) or the required certificates listed on page 1 of this RFP will not be considered further. A. Meet the minimum requirements (responsive/non-responsive) (Pass/Fail, requests for change taken into consideration.) B. Product design and performance (Altoona results will be considered. The design of the vehicle, and the subcomponents, will be evaluated by SMART's subject matter experts.) C. Manufacturer's past performance (Performance of both the manufacturer and representing dealer, in service, parts, and warranty will be considered. Proposer's supplied references will be considered. Additionally, the past performance of the vehicles themselves will be considered.) D. Delivery schedule (Proposer to submit anticipated delivery date. Points awarded based on time to delivery.) E. Cost quote (Total price quote, including all options.) Successful Proposer Determination: The Proposer with the highest overall ranking, as determined by the Selection Review Committee, shall be identified as the Successful Proposer. At any point during the evaluation process, the City is permitted to seek clarification of any Proposal. The City retains the right to accept any or no Proposal that is deemed to best fit the needs of the City. The Selection Review Committee will determine the final ranking of Proposers, and the Committee's decision is final. Upon determination of the Successful Proposer and performance of additional investigations, the City will issue a Notice of Intent to Award letter notifying all Proposers of the City's selection of a Successful Proposer and protest procedures. The City reserves the right to negotiate a final Contract that is in the best interest of the City. The City will only negotiate those provisions of the Contract that were noted as Exceptions in the Proposal. The City will attempt to reach a final agreement with the Successful Proposer. The City may, in its sole discretion, terminate negotiations and reject the Proposal in the event agreement cannot be reached. The City may then attempt to reach final agreement with the next highest ranked Proposer, and so on with the remaining Proposers, until an agreement is reached. In the alternative, the City may at any time elect to reject all Proposals and begin the RFP process over. After the City has reached final agreement with the successful Proposer, the Selection Review Committee will make a recommendation to the Wilsonville City Council. The Wilsonville City Council will then make the final contract award decision. Award Protest: A Proposer believing to have been adversely affected or aggrieved by the selection of the Successful Proposer may submit a protest to the City in accordance with OAR 137-047-0740. The protest must be in writing and submitted to: City of Wilsonville Attn: Scott Simonton, Fleet Manager 29799 SW Town Center Loop East Wilsonville, OR 97070 OR simonton@wilsonvilleoregon.gov Award protests shall include "Award Protest - SMART Bus Purchase Project" in the subject line or written on the front of the envelope. The written protest must be received by the City no later than 3:00 p.m. local time on August 27, 2026. The protest should demonstrate that all higher ranked Proposers failed to meet the requirements of the RFP or are not qualified to perform the services described in the RFP. Protests received after the submittal deadline will not be considered. No contract associated with the RFP will be awarded until any protests have been resolved. The City will evaluate and resolve all award protests submitted before the deadline within a reasonable time following receipt of the protest. The City will promptly issue a written decision on the protest to the Proposer who submitted the protest. If the City's written decision on the protest results in a change to the RFP, the City shall cancel the Notice of Intent to Award, revise the RFP documents accordingly, and solicit for new Proposals. The City's decision regarding the protest is final and concludes the administrative appeals process. VI. Schedule: The following is the anticipated timeline for receiving and evaluating Proposals and awarding a contract to the most qualified firm or individual. This schedule is subject to change as additional time is needed. Advertise Request for Proposals June 10, 2026 RFP Change Request Deadline July 14, 2026, 3:00 p.m. RFP Question Submission Deadline July 14, 2026, 3:00 p.m. Addenda Issuance Deadline July 21, 2026, 3:00 p.m. Proposals Due July 28, 2026, 3:00 p.m. Evaluation of Proposals Complete August 18, 2026 Notice of Intent to Award August 20, 2026 Award Protest Deadline August 27, 2026 City Council Award Hearing September 10, 2026, 7:00 p.m. Notice of Award September 11, 2026 VII. RFP Documents: Request for Proposal (RFP) documents may be obtained electronically on the City website (www.wilsonvilleoregon.gov) under "Business" by clicking on "Bids and RFPs." The City of Wilsonville shall not be held responsible for the delivery of the documents. Contact Scott Simonton, Fleet Manager at simonton@wilsonvilleoregon.gov to obtain RFP documents by mail. VIII. Project Manager: The City's Project Manager shall be the sole point of contact for all questions, concerns, and protests. The Project Manager for this Project is: Scott Simonton Fleet Services Manager (503) 570-1541 simonton@wilsonvilleoregon.gov IX. RFP Questions: Proposers shall direct all questions regarding RFP documents in writing or by email to: City of Wilsonville Attn: Scott Simonton 29799 SW Town Center Loop East Wilsonville, OR 97070 OR simonton@wilsonvilleoregon.gov All questions shall include "RFP Questions - SMART Bus Purchase Project" in the subject line or written on the front of the envelope and be submitted in writing by 3:00 p.m. local time on Tuesday, July 14, 2026. Questions and answers will be provided by email to all firms on the RFP holders list. Access to the City's Project Manager for telephone calls, emails, or other communication will be unrestricted during the RFP preparation period up until 3:00 p.m. local time on Tuesday, July 14, 2026. During this time Proposers are encouraged to ask as many questions as needed to prepare a viable Proposal. Questions submitted after 3:01 p.m. local time on Tuesday, July 14, 2026, will not be addressed. For the sake of fairness, Proposers are not allowed to contact any City staff or official, other than the Project Manager, concerning this RFP. Contact with any other City staff or official concerning this RFP will be grounds for disqualification. Proposers are hereby notified that verbal communication may not be relied upon as official communication concerning this RFP. Only answers to those questions responded to by the Project Manager via email or by written addendum may be relied upon. X. General RFP Information: Changes to the RFP Solicitation by Addenda: The City reserves the right to make changes to the RFP by written addendum, which will be issued by email format only to all those who have obtained the RFP documents by pick-up or standard mail, and will be made available for download at www.wilsonvilleoregon.gov under "Doing Business." All addenda shall have the same binding effect as though contained in the main body of the RFP and Scope of Work. No addendum will be issued later than July 21, 2026, except by an addendum, if necessary, to postpone the date for receipt of Proposals or withdrawing the RFP altogether. Each Proposer is responsible for obtaining all addenda prior to submitting a Proposal and shall acknowledge in the Proposal receipt of each addendum as part of the Proposal. Failure to acknowledge receipt of all addenda as part of the Proposal may result in rejection of the Proposal. Confidentiality: All information submitted by Proposers shall become and remain the property of the City and, as such, is considered public information and subject to disclosure pursuant to the Oregon Public Records Act, except such portions of the Proposals for which the Proposer requests exception from disclosure as being proprietary information exempt from disclosure, consistent with Oregon law. If a Proposal contains any information that is considered a trade secret under ORS 192.501(2), each sheet of such information must be marked with the following legend: "This data constitutes a trade secret and shall not be disclosed except in accordance with the Oregon Public Records Law, ORS Chapter 192." Identifying the Proposer in whole as a trade secret is not acceptable. Failure to identify a portion of the Proposal as a trade secret shall be deemed a waiver of any future claim of that information as a trade secret. Non-disclosure of documents or any portion of a document submitted as part of a Proposal may depend upon official or judicial determinations made pursuant to the Oregon Public Records Law. The City will make available to any person requesting information through the City processes for disclosure of public records, any and all information submitted as a result of this RFP not exempted from disclosure without obtaining permission from any Proposer to do so after the Notice of Intent to Award has been released. The City accepts no liability for the inadvertent or unavoidable release of any confidential information submitted. If a public record request is made for material marked as proprietary, the City will attempt to notify the impacted Proposer prior to the deadline for release of the material but will not defend against any legal challenge for release. Therefore, claims arising out of any public record request for such information shall be at the Proposer's sole expense, if the Proposer wishes to deny or withhold the information. Cancellation: The City reserves the right to cancel this RFP or the contract award at any time before execution of the Contract by both parties, if cancellation is deemed to be in the best interest of the City. In no event shall the City have any liability for the cancellation of a contract award. Late Proposals: All Proposals that are not received by the Proposal Due Date and Time will not be considered and will be returned unopened to the Proposer. Delays due to mail and/or delivery handling, including but not limited to delays within the City's internal distribution systems, do not excuse the Proposer's responsibility for submitting the Proposal to the correct location by the Proposal Due Date. Disputes: In case of any doubt or differences of opinion as to the items or services to be furnished hereunder, or the interpretation of the provisions of the RFP, the decision of the City shall be final and binding upon all parties. Proposer Certifications: By the act of submitting a Proposal in response to this RFP, the Proposer certifies that: 1. The Proposer has carefully examined all RFP documents, including the draft Goods and Services Contract (attached as Attachment A), all addenda, and all other attachments, fully understands the RFP intent, is able to provide the vehicles described in the Scope of Equipment (Exhibit A to the Goods and Services Contract), and the Proposal is made in accordance therewith. Except as otherwise noted as part of the Proposal, the Proposer certifies that Proposer is ready, willing, and able to comply with all terms of the attached Contract. The Proposal is based upon the requirements described in the RFP, with no exception, unless clearly stated in the response. The Proposer accepts all of the terms of the City's Goods and Services Contract and warrants that Proposer will fully meet all of the insurance requirements contained therein. If the Proposer wishes to amend or modify any terms of the Goods and Services Contract, such amendment or modification must be stated in particularity in the Proposal. Proposed changes to the draft Goods and Services Contract not stated at the time of Proposal submission will not be considered. Changes stated will be considered but may not be agreed upon by the City for contract award. If the City does not agree with such noted changes, the Proposer may withdraw the proposed change or the entire Proposal and the City may elect to award the Contract to the next highest ranked Proposer. The Proposer certifies, and in the case of sole proprietorship, partnership, or corporation, each party thereto certifies as to its own organization, under penalty of perjury, that to the best of Proposer's knowledge and belief, no elected official, employee, or person whose salary is payable, in whole or in part, by the City has a direct or indirect financial interest in the Proposal or in the services to which it relates, or in any of the profits thereof, other than as fully described in the Proposer's response to this solicitation. The Proposer has examined all parts of the RFP, including all requirements and contract terms and conditions thereof, and if its Proposal is accepted, the Proposer shall accept the contract documents thereof, unless substantive changes are made in same without the approval of the Proposer. 6. The Proposer, if an individual, is of lawful age; is the only one interested in this Proposal; and no person, firm, or corporation, other than that named, has any interest in the Proposal, or in the proposed Contract. 7. The Proposer has quality experience providing the types of services and duties as described within the Scope of Work of this RFP. 8. The Proposer shall also certify Proposer's state of residence. Nondiscrimination: By the act of submitting a Proposal in response to this RFP, the Proposer certifies, under penalty of perjury, that the Proposer has not discriminated, and will not discriminate, against minorities, women, emerging small business enterprises, or any business enterprise that is owned or controlled by or that employs a disabled veteran, in obtaining any required subcontracts. Competition: Prospective Proposers are encouraged to comment, either with their Proposals or at any other time, in writing, on any specification or requirement within this RFP which the Proposer believes will inordinately limit competition. Proposal Liability: Proposers responding to this RFP do so solely at their expense, and the City is not responsible for any Proposer expenses associated with the RFP. By proposing, Proposers agree that doing so is at their own risk and the City shall have no liability related thereto. Finalists invited to participate in interview evaluations are responsible for scheduling and paying for their own travel arrangements. The City is not liable for any cost incurred by a Proposer in protesting any portion of the RFP documents or the City's selection decision. City Requests for Clarification, Additional Research, and Revisions: The City reserves the right to obtain clarification of any portion of a Proposal or to obtain additional information necessary to properly evaluate a particular Proposal. Failure of a Proposer to timely respond to such a request for additional information or clarification may result in a finding that the Proposer is non-responsive and consequent rejection of the Proposal. The City may obtain information from any legal source for clarification of any Proposal. The City need not inform the Proposer of any intent to perform additional research in this respect or of any information thereby received. The City may perform, at its sole option, investigations of any Proposer. Information may include, but shall not necessarily be limited to, current litigation and contracting references. All such documents, if requested by the City, become part of the public record and may be disclosed accordingly. The City reserves the right to request revision of any Proposal after the date and time due and before award for the purpose of obtaining best and final offers. Rejection of Proposals: The City reserves the right to reject any or all irregularities or omissions in Proposals submitted in response to this RFP to the extent it is determined to be in the best interest of the City to do so. Furthermore, the City reserves the right to reject any or all Proposals or portions thereof submitted in response to this RFP. Proposals may be rejected for one or more of the following reasons, including but not limited to: 1. Failure of the Proposer to adhere to one or more of the provisions established in the RFP. Failure of the Proposer to submit a Proposal in the format specified herein. Failure of the Proposer to submit a Proposal within the time requirements established herein. Failure of the Proposer to adhere to ethical and professional standards before, during, or following the Proposal process. The City may reject any Proposal not in compliance with all prescribed public procurement procedures and requirements, and may reject for good cause any or all Proposals upon a finding by the City that it is in the public interest to do so. Modification or Withdrawal of Proposal by Proposer: A Proposal may not be modified, withdrawn, or canceled by the Proposer following the time and date the Proposals are due. Proposals submitted early may be modified or withdrawn only by notice to the City at the Proposal submittal location prior to the time and date the Proposals are due. Such notices shall be submitted to the Project Manager, in writing, executed and signed by a duly authorized representative of the firm/individual submitting the Proposal. All such communications shall be worded so as not to reveal the content of the original Proposal. Withdrawn Proposals may be resubmitted prior to the time and date the Proposals are due, provided that they are then fully in conformance with the RFP. Duration of Proposal: Proposal prices, terms, and conditions shall be firm for a period of at least ninety (90) days from the time and date Proposals are due. Proposals shall not be subject to future price escalation or changes to terms during the ninety (90) day period. Local and Federal Requirements: The City of Wilsonville intends to select a supplier in accordance with Oregon law and the City's municipal code. Selection of a supplier under this process is not a guarantee of a contract award, nor is the award of a contract for any portion of the Work a guarantee of award of a contract for any subsequent Work. All Work is subject to budgetary and funding constraints of the City of Wilsonville. The selected supplier shall comply with all federal, state, and local laws, regulations, executive orders, and ordinances applicable to the work under the Contract, including, without limitation, the provisions of: (i) Title VI of the Civil Rights Act of 1964; (ii) Section V of the Rehabilitation Act of 1973; (iii) the Americans with Disabilities Act of 1990 and ORS 659A.142; (iv) all regulations and administrative rules established pursuant to the foregoing laws; and (v) all other applicable requirements of federal and state civil rights and rehabilitation statutes, rules, and regulations. The selected supplier is subject to the Oregon Workers' Compensation Law and shall comply with ORS 656.017, which requires the provision of Workers' Compensation coverage for all employees working under the Contract. The City of Wilsonville's programs, services, employment opportunities, and volunteer positions are open to all persons without regard to race, religion, color, national origin, sex, sexual orientation, gender identity, age, marital status, disability, or political affiliation. If federal funds are utilized in conjunction with this Project, special federal contracting requirements apply and are set forth in the draft Goods and Services Contract. "IffederalfundsareutilizedinconjunctionwiththisProject,specialfederalcontractingrequirementsapplyandaresetforthinthedraftGoodsandServicesContract.",

Description

The City of Wilsonville, through its Transit Department (SMART), is seeking price quotes for the purchase of two medium-sized, light-duty transit buses. These buses must feature a dedicated compressed natural gas (CNG) engine, accommodate approximately 21 ambulatory passengers, and include two tandem wheelchair stations with a front-loading lift. Key specifications include a Ford E-450 chassis (or approved equal) with a 186-inch wheelbase, a minimum of 58,000 BTU A/C system, and a minimum 40,000 BTU passenger cabin heater. The buses must also be Altoona/STURAA tested for 5 years/150,000 miles, with no Class 1 failures and no more than two Class 2 failures reported in the most recent executive summary. The preferred delivery window is 365 days or less. Proposals must include required certifications such as Buy America, Federal Motor Vehicle Safety Standards, DBE regulations, Altoona test results, and suspension/debarment status. The selection will be based on a best-value procurement, considering product design and performance, manufacturer's past performance, delivery schedule, and cost.