Bid Invitation # 1658
CDL Program Truck Lease
Bid Issue Date: Friday, October 23, 2026
Bid Opening Date: Monday, November 16, 2026 at 2:00 PM CST
Bid Opening Location: Grimsley Hall Room 179
Submit bid proposal to:
Wallace Community College - Dothan
Business Affairs Office
Bid #1658
1141 Wallace Drive
Dothan, AL 36303
Direct all bid inquiries to: Joley Anderson Phone: 334-556-6821 Email: janderson@wallace.edu
DEFINITIONS
1. Bidder: Any individual, partnership, firm, corporation, or legitimate business entity that submits a formal, sealed response to this bid invitation before the specified submission deadline. A business remains a "Bidder" throughout the advertisement, opening, and evaluation phases of this solicitation up until a formal award is made.
2. Contractor: The successful Bidder who is formally awarded the contract by the College. An entity officially becomes the "Contractor" upon the formal issuance and acceptance of award. The Contractor is legally bound to perform the ongoing services or deliver the goods throughout the lifetime of the contract term.
3. Vendor: A broad term used to describe any supplier of goods or services. For the purposes of this specific contract timeline, "Vendor" refers to the entity during the transaction and fulfillment phases (e.g., when invoicing, processing payments, handling logistics, or setting up an account in the College's financial database).
BID INSTRUCTIONS (summary of key requirements contained in the document)
1. All bids should be submitted in a sealed envelope with the bid number, bid name, and opening date clearly marked on the outside of the envelope. Bids can be submitted by mail or in person at Wallace Community College - Dothan, Business Office, 1141 Wallace Drive, Dothan, AL 36303.
2. Bids must be received prior to the bid opening date and time. Late bids will not be considered.
3. All forms must be completed in ink and signed/initialed/notarized/witnessed where required. Bids written in pencil will not be accepted.
4. All bids must be notarized.
5. All bidders are required to complete a Disclosure Statement. The Code of Alabama 1975, as amended, requires the disclosure statement to be completed and filed with all proposals, bids, contracts, or grant proposals to the State of Alabama when the total cumulative value of the contract over its full proposed term is in excess of $25,000. Any changes to the status of the information on this form will require the submission of an updated form to the College.
6. If a requested item or service cannot be furnished as specified, an equivalent or better substitute may be made by giving a full description of the substituted item or service.
7. In accordance with the Code of Alabama 1975, as amended, after a bid has been opened, with the exception of price negotiations with the lowest responsible bidder, no changes in bid prices or other provisions of bids prejudicial to the interest of the state or fair competition shall be permitted. However, the College reserves the right to waive or allow correction of technical errors.
8. The Beason-Hammon Alabama Taxpayer and Citizen Protection Act (Act 2011-535) requires documentation of enrollment in the E-Verify program for businesses with employees working in Alabama; the Bidder's E-Verify Memorandum of Understanding must be supplied before contract award.
OBJECTIVE
Wallace Community College - Dothan is seeking bids from qualified companies to provide one or more semi-truck leases as specified.
BID SPECIFICATIONS / SCOPE OF WORK (selected highlights)
1. Equipment Condition: Leased trucks must be 2020 models or newer and odometer readings must be less than 500,000 miles upon receipt.
2. Annual Mileage: Each leased vehicle will be utilized a maximum of 30,000 miles annually.
3. Warranty Coverage: Confirmation of warranty coverage provided with each vehicle, including bumper-to-bumper coverage and any exclusions.
4. Preventive Maintenance: All required preventive maintenance services must be included in the lease price (parts and labor).
5. Repairs/Replacement Vehicle: If a leased vehicle requires repair and cannot be returned to service within 24 hours, the leasing company must provide a comparable replacement truck at no additional lease cost until repaired and returned to service.
6. 24/7 Roadside Assistance: Leasing company must provide 24/7 roadside assistance and towing at no additional cost when required.
7. Service Response Time: Bidders must document guaranteed or expected roadside/service response time following breakdown notification.
8. Maintenance/Repair Coverage: Bidders must identify all maintenance and repairs covered under the lease and items that would be the responsibility of the College.
9. Equipment Use: Equipment must be permitted for use by the College's CDL training program for day and evening courses in Dothan and/or Eufaula.
10. Insurance: Bidders must provide documentation of any/all insurance requirements or expectations.
11. Lease Agreement: If a lease agreement is required, submit a sample copy with the bid package for College review.
Proposed Equivalent: If proposing an equivalent brand, model, or service, include a separate page detailing the variation and supporting technical data; documentation for equivalents will not be accepted after bid opening. The College reserves sole right to determine equivalence.
BID EVALUATION
Bids will be evaluated to determine the lowest responsive and responsible bidder. Bidders must meet all minimum specifications and provide required documentation. Evaluation criteria include:
1. PRICING: Pricing must exclude sales tax and include all applicable costs. Pricing sections provided for Day Cab Truck Lease and Sleeper Cab Truck Lease covering fixed monthly prices for 24- and 48-month leases and price per mile up to and over 30,000 miles.
2. LEASE COVERED SERVICES: Full details of warranty coverage, covered maintenance/repair and roadside services, and truck replacement procedures.
RIGHT TO AWARD
The College reserves the right to award this contract, or any portion, to one or more bidders; to negotiate with the lowest responsive/responsible bidder; to reject or accept bids; and to make decisions in the best interest of the College. Award will consider responsiveness to specifications and bidder responsibility, not solely lowest price.
BID QUESTIONS
Bidders may submit written questions by the due date specified in the Bid Schedule. Written questions should be emailed to the contact provided and should reference the bid section. Questions received prior to the submission date, the College's responses, and any additional terms will be posted to the College's solicitation webpage. No oral or informal information is authoritative.
BID SUBMITTAL
All bids should be submitted in a sealed envelope with the bid number, bid name, and opening date clearly marked on the outside. Bids can be submitted by mail or in person at Wallace Community College - Dothan, Business Office, 1141 Wallace Drive, Dothan, AL 36303. Bidders bear the risk of late submission. Critical updates may be posted on the College's solicitation webpage. All bidders shall be deemed to have read and understood all information in this bid and addenda.
BID SCHEDULE (as stated in the document)
Issue Bid/RFP: The College - Friday, October 23, 2026
Deadline to Submit Written Questions: Bidder - Mon., November 2, 2026 by 12:00 NOON CST
Response to Written Questions: The College - Thurs., November 5, 2026 by 5:00 PM CST
Submit Bid/Proposal: Bidder - Mon., November 16, 2026 by 2:00 PM CST
Contract Award: The College - TBD
BID SUBMITTAL CONTENTS (required documents)
- Bid Agreement (complete, include all 7 pages of the document)
- Lease Covered Services documentation as required in Section C.2
- Lease Agreement copy (if required)
- Vendor Contact Form (completed)
- Disclosure Statement (completed, signed, notarized)
- Beason-Hammon form (completed, signed, witnessed)
- W-9 Tax Form (completed, signed)
- E-Verify MOU (copy of Enrollment/MOU as described)
TERMINATION, PAYMENT TERMS, CERTIFICATIONS
The solicitation includes standard mutual termination for convenience (90-day notice), termination for cause/default provisions (notice to cure, transition obligations), payment terms (purchase orders required; monthly invoicing; Net 30; payments by check), and certifications/acknowledgments including compliance with Alabama law, non-debarment, tax registration, and E-Verify requirements. The bidder certifies non-collusion and acknowledges that, upon award, the bid terms become binding between Wallace Community College - Dothan and the awarded bidder.
Forms included with the solicitation: Vendor Contact Form, Vendor Disclosure Statement, State of Alabama Disclosure Statement (Act 2025-035), Certificate of Compliance with the Beason-Hammon Alabama Taxpayer and Citizen Protection Act, and Form W-9 (Request for Taxpayer Identification Number and Certification).
