This Solicitation opportunity from Pennsylvania was posted on October 23, 2025. The submission period has ended. Browse the details below for market research, or find similar active opportunities.
CONTRACT PO FOR REPAIR, MAINTENANCE, PARTS, AND RENTAL OF WAREHOUSE EQUIPMENT
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Philadelphia Gas Works has issued Request for Quotation 35782 for a contract purchase order covering the repair, maintenance, parts, and rental of warehouse equipment on an as-needed basis. The contract features an initial one-year term effective from November 1, 2025, through October 31, 2026, with an option to renew for up to three additional one-year terms at the sole discretion of the agency. The award will be granted to the lowest responsive and responsible vendor, with the intent to establish both a primary and secondary supplier. Bids must be submitted via the procureware portal by November 17, 2025, and must include all required documentation, pricing, lead times, and a certificate of insurance. Key financial and operational terms include net 30 payment terms and freight paid F.O.B. destination. Prices must remain firm for the initial term, though increases for renewal periods may be considered if requested in writing 15 days prior to expiration, provided they are supported by manufacturer documentation and do not exceed a 5 percent cap based on the Philadelphia Consumer Price Index. Philadelphia Gas Works will not reimburse for environmental, fuel, shipping, handling, pallet, or mileage surcharges. Vendors are required to adhere to strict insurance specifications, naming the agency and associated entities as additional insureds, and must submit invoices electronically for payment.
General Info
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PA, USASet-Aside
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NUMBER 35782 TITLE CONTRACT PO FOR REPAIR, MAINTENANCE, PARTS, AND RENTAL OF WAREHOUSE EQUIPMENT AVAILABLE DATE 10/23/2025 2:00 PM CLARIFICATION DEADLINE 11/10/2025 2:00 PM DUE DATE 11/17/2025 2:00 PM CONTACT INFORMATION
MICHAEL RICHMOND, BUYER,
contact@example.gov
BID TYPE RFQ BILL TO contact@example.gov, 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 FOR REPAIR, MAINTENANCE, PARTS, AND RENTAL OF WAREHOUSE EQUIPMENT ON AN "AS NEEDED" BASIS.
*** 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 AND LEAD TIME 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 MONDAY, NOVEMBER 10, 2025.
PLEASE REVIEW AND COMPLETE THIS SEALED BID PACKET BY 2:00 PM EST ON MONDAY, NOVEMBER 17, 2025.
***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 NOVEMBER 1, 2025 THROUGH OCTOBER 31, 2026, WITH AN OPTION TO RENEW FOR UP TO THREE (3) 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.
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 contact@example.gov, 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 SALL 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 LABORM 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/RENTED ON THIS CONTRACT. THE ITEMS LISTED IN THE RFQ WILL BE USED TO DETERMINE OVERALL PRICING AND AWARD INFORMATION. ITEMS TO BE PURCHASED/RENTED 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.
FOR ITEMS WHERE THE MANUFACTURER IS NOT SPECIFIED, PLEASE NOTE WHAT BRAND YOU ARE QUOTING IN THE “COMMENTS” SECTION.
INSURANCE REQUIREMENTS:
BIDDERS ARE REQUIRED TO PROVIDE A CERTIFICATE OF INSURANCE IN ACCORDANCE WITH LIMITS OF LIABILITY STIPULATED IN THE ATTACHED INSURANCE SPECIFICATION. (EVIDENCE OF CURRENT INSURANCE COVERAGE IS TO BE SUBMITTED WITH YOUR BID.)
IMPORTANT NOTICE: PHILADELPHIA GAS WORKS WILL NOT PROVIDE REIMBURSEMENT FOR ENVIRONMENTAL SURCHARGES, FUEL SURCHARGES, SHIPPING & HANDLING SURCHARGES, DELIVERY SURCHARGES, PALLET SURCHARGES NOR MILEAGE SURCHARGES.
IF YOU ARE A CERTIFIED MINORITY, WOMAN, VERTERAN, OR DISABLED OWNED BUSINESS, WHEN SUBMITTING YOUR BID RESPONSE, PLEASE BE SURE TO INCLUDE A COPY OF YOUR MOST CURRENT CERTIFICATION FOR VERIFICATION PURPOSES.
ADDITIONAL NOTES: (1) THE BASIS OF AWARD FOR THE SUCCESSFUL VENDOR SHALL RESULT IN ONE (1) CONTRACT PURCHASE ORDER TO THE LOWEST, RESPONSIVE, AND RESPONSIBLE VENDOR. THE INTENT OF PGW IS TO AWARD THIS BID TO A PRIMARY AND SECONDARY SUPPLIER. 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 PURCHASE ORDER RESULTING FROM THIS REQUEST FOR QUOTATION IS SUBJECT TO CANCELLATION BY PGW UPON THIRTY (30) DAYS WRITTEN NOTICE. (3) 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 (4) THE SUCCESSFUL BIDDER MUST REMIT ALL INVOICES ELECTRONICALLY TO contact@example.gov FOR ELECTRONIC PAYMENT. FOR ASSISTANCE OR QUESTIONS REGARDING INVOICING, PLEASE CONTACT PGW ACCOUNTS PAYABLE AT +1 (555) 000-0000 (5) 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 11/10/2025 2:00 PM
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