ITB: Purchase of Detention Vehicle (Rebid)

Henderson County Government
ITB: Purchase of Detention Vehicle (Rebid)
Date of Issue: 06/17/2026
Bid Due Date: 06/26/2026 by 4:00pm EST
Direct all inquiries concerning this ITB to:
Doug Guffey
Purchasing Agent
Phone: 828-694-5023
Email: hcpurchasing@hendersoncountync.gov
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BID FORM
GENERAL
Pursuant to the General Statutes of North Carolina formal, sealed, bids subject to the conditions and
specifications herein, are invited for furnishing the following apparatus, supplies, materials, equipment. All
bids will be received by the Henderson County Finance Department, at 113 North Main St., Hendersonville,
NC 28792, June 26, 2026, at 4:00pm EST, at which time the sealed bids will be publicly opened and read.
PRICING
The bidder has carefully examined the annexed form of specifications and instructions to bidders and
hereby declares that they will furnish the equipment called for in the manner prescribed in the
specifications and instructions to bidders for the following price:
DESCRIPTION QTY UNIT PRICE EXTENDED PRICE
SHIPPING TO HENDERSON COUNTY, NC
APPLICABLE SALES TAX
GRAND TOTAL FOR ALL GOODS AND SERVICES.
ESTIMATED DELIVERY DATE OF EQUIPMENT
OFFER AND ACCEPTANCE
Henderson County seeks offers for the goods and services described in this solicitation. The County's
acceptance of any offer must be demonstrated by execution of the acceptance found below. Acceptance
shall create a contract having an order of precedence as follows: In cases of conflict between documents
comprising the contract, the order of precedence shall be (1) special terms and conditions specific to this
ITB/RFQ, (2) specifications and requirements under the Instruction to Bidders, (3) Hendeson County Terms
and Conditions of this ITB/RFQ, and (4) the agreed portions of the awarded Vendor's offer. No contract
shall be binding on the County until an encumbrance of funds and preaudit has been made for payment
of the sums due under the contract.
EXECUTION
In compliance with this Invitation for Bid / Request for Quote, and subject to all the conditions herein, the
undersigned offers and agrees to furnish any or all services or goods upon which prices are offered, at the
price(s) offered herein, within the time specified herein. By executing this offer, I certify that this offer is
submitted competitively and without collusion.
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Failure to execute/sign offer prior to submittal shall render offer invalid. Late offers are not acceptable.
OFFEROR:
STREET ADDRESS: P.O. BOX: ZIP:
CITY, STATE & ZIP: TELEPHONE NUMBER: TOLL FREE TEL. NO
PRINT NAME & TITLE OF PERSON SIGNING: FAX NUMBER:
AUTHORIZED SIGNATURE: DATE: E-MAIL:
Offer valid for ninety (90), days from date of offer opening unless otherwise stated here: __________days.
ACCEPTANCE OF OFFER
If any or all parts of this ITB/RFQ are accepted, an authorized representative of Hendeson County shall
affix their signature hereto. A copy of this acceptance will be forwarded to the successful vendor(s).
FOR COUNTY USE ONLY
Offer accepted and contract awarded pursuant to Purchase or Contract Order number _________ this
______ day of _____________________, 20____, as indicated on attached certification,
by _____________________________________________ (Authorized representative of Henderson
County).
This instrument has been preaudited in the manner required by the Local Government Budget &
Fiscal Control Act. N.C.G.S. 159-28(a).
Henderson County Finance Director
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Bidders Checklist
Be aware of the bid opening date and time as indicated on the first page of this bid.

You must submit sealed bids in hard copy format. Ensure your bid is properly addressed

and clearly marked.
All signatures must be by a company officer or agent who is authorized to enter into and sign bid

documents.
Have you read and understood the "Terms and Conditions" and the "Instructions to Bidders" for

submitting a bid?
Have you read and do you completely understand all the specifications of this bid?

Have you submitted the requested number of copies of your bid and included all the requested

literature and specifications?
If an addendum to the specifications was issued, has it been signed and returned with this bid?

Have you enclosed statements explaining any exceptions made to the specifications?

Have you included executed copies of the attachments?

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INSTRUCTIONS TO BIDDERS
Section 1: Purpose
The purpose of this document is to provide general and specific information for the purchase of a
detention vehicle. All bids and contracts are governed by Henderson County policy and Section 143-129
of the North Carolina General Statutes.
Section 2: Bid Schedule
Listed below are the dates and times by which stated actions must be taken or completed. The County
may determine, in its sole discretion, that it is necessary to change any of these dates and times. Should
changes be required, proper notice will be provided to potential bidders. All listed times are Eastern
standard times.
Action Time Date
Bid issued 5:00 PM 06/17/2026
Bids Due 4:00 PM 06/26/2026
Section 3: Bid Contact
Any and all questions, concerns, request for additional information, and alternate product
considerations shall be directed to the Henderson County Finance Department to the attention of the
Lead Purchasing Agent:
Doug Guffey
hcpurchasing@hendersoncountync.gov
Section 4: Bidder Questions
The County is not liable for interpretations/misinterpretations or other errors, or omissions made by the
Bidder in responding to this bid. The Bidder shall examine this bid to determine if the County's
requirements and terms and conditions are clearly stated. If, after examination of the various
requirements and terms and conditions of this bid, the Bidder believes there are any requirements or
terms and conditions which remain unclear or which restrict competition, the Bidder may request, in
writing, that the County clarify the requirement(s) and terms(s) and condition(s) specified by the Bidder.
The Bidder must provide the Section(s), Subsection(s), Paragraph(s), and page number(s) that identify
the requirements or conditions questioned by the Bidder.
Requests for clarification, technical questions, and approval of alternate products to this bid must be
received by the County no later than the date shown above in Section 2, entitled "Bid Schedule", under
Deadline for Questions. The Bidders' failure to request clarification and submit questions by the date in
the bid schedule above shall be considered to constitute the Bidders' acceptance of all County
requirements and terms and conditions. The County shall issue addenda reflecting questions and
answers to this bid, if any, and shall be posted to the County's website at
https://www.hendersoncountync.gov/rfps.
Section 5: Objections to the Specifications
It is not the intent of the bid specifications to exclude or limit competition or favor any supplier. If there
is an objection to any of the specifications or requirements listed herein, the bidder must notify Doug
Guffey, Purchasing Agent in writing, stating and listing the specifications and objections, no later than the
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date shown above in Section 2, entitled "Bid Schedule", under Deadline for Questions. If a pre-bid
meeting has been scheduled, any objections must be presented in writing at that time. The objections
stated must pertain both to form and substance of the bid document. Failure to object in accordance with
the above procedure shall constitute a waiver on the part of the bidder to protest the solicitation. All
concerns, questions, clarifications, or other correspondence must be directed only to Doug Guffey,
Purchasing Agent. Information obtained from other sources will not be considered in the evaluation and
award of this bid.
Section 6: How to Prepare Bids
Bidders are encouraged to carefully review all provisions and attachments of this document prior to
completion. Each bid constitutes an offer and may not be withdrawn except as provided herein. Also,
prices are to remain firm for the period stated herein.
I. Bid Prices:
All items and products proposed in response to this Bid are to be new, in un-used condition
unless otherwise noted in the Minimum Specifications. All prices proposed in response to this
Bid are to include all transport, freight, fuel surcharges and other fees if applicable and be
delivered FOB destination, freight prepaid and allowed to the location provided on the County
Purchase Order if not otherwise instructed within the specifications section. All items are to be
packaged, and shipped or delivered safely in a protective carton, fully assembled and serviced,
ready for use and operation where applicable or otherwise described within the specifications.
All supplies, equipment, and apparatus must meet all Federal, State, and Local safety
regulations, requirements, and guidelines, such as OSHA, EPA, US DOT, NC-DOT, NFPA, UL, etc.,
if so regulated.
II. BID FORM: Submit all prices and offers on the BID FORM(s) provided herein. All bids must be
submitted and signed by the supplier or their authorized representative with all erasures or
corrections initialed and dated.
III. Addendum(s): If applicable, bidders shall include signed addendum(s) with their bid submittal
acknowledging the modifications made to the bid document.
IV. SIGNATURE: All bids must be signed by an authorized official of the company on the Bidders
Signature Page.
Section 7: How to Submit Bids
I. SUBMIT SEALED BIDS ON THE BID FORM PROVIDED HEREIN.
II. Provide (2) complete sets of your bid on the BID FORM PROVIDED HEREIN in hard copy
paper format (on 8-1/2" x 11" size paper, printed one side, only bound with a single staple
in the upper left corner or with a single removable clip (no 3-ring binders) and must be
SEALED in an envelope. NO EMAIL OR FAX BIDS WILL BE ACCEPTED.
III. All bids must be mailed or delivered as follows in enough time to ensure receipt by the
Purchasing Agent for this purpose on or before the time and date specified on the Bid Form.
Bids not received by the time and date specified on the Bid Form will not be opened or
considered.
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Mailing & Delivery Address:
ITB: Purchase of Detention Vehicle
Henderson County Finance Department
113 N Main Street
Hendersonville, NC 28792
IV. Bidders shall provide any available product literature and manufacturer's specifications at
the request of Henderson County.
Section 8: Bid Opening
I. Bids will be opened and read at the time and place shown on the enclosed Bid Form. No official
award will be made at the Bid Opening. All bidders are welcome to attend the bid opening. LATE
BIDS WILL NOT BE OPENED OR ACCEPTED.
II. Bidders may review and request copies of the bid documents after the public bid opening has
concluded.
III. Bids will be examined by the Purchasing Agent and the using department officials promptly after
the opening and an award made as early as possible. No bids may be withdrawn except for as
provided herein.
Section 9: Standard of Award
I. The County reserves the right to reject any and/or all bids received as allowed by law, or to
select the bid which, in our opinion, is in the best overall interest of the County. The award shall
be made to the lowest, responsive, responsible bidder, or bidders, taking into consideration
quality, performance and the time specified in the bid for the performance of the contract.
II. Bid Award Approval:
The Henderson County Board of Commissioners will approve the award of the bid at a
designated meeting.
Section 10: Errors in Bids
Bidders or their authorized representatives are expected to understand the conditions, requirements,
and specifications before submitting bids. Failure to do so will be at the bidders' own risk. In case of an
error in the extension of prices on the bid, the unit price shall govern.
Section 11: Bid Tabulation
Bidders may request a bid tabulation from the Purchasing Agent, after the public bid opening.
Section 12: Specifications
I. Overview:
It is the intent of these specifications to set up minimum requirements for the purchase of one
detention vehicle as specified. These specifications must be considered as minimum requirements.
If it is necessary to bid alternate equipment or to take exceptions to the specifications as set forth,
this must be so stated in your bid. Any reference to a model or brand is only to denote quality and
does not mean that equal equipment will not be considered.
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II. Specifications
a. General
1. 2026 Ford Transit 250 Cargo Medium Roof Cargo Van
2. Minimum wheelbase of 148"
3. Shall include all standard equipment
4. Color: Black
b. Options
1. 16" Alloy Rims
2. Cloth bucket seats with arm rests
3. Long arm power heated adjustable mirrors
4. Front overhead shelf
5. Front only carpet floor covering
6. Driver controlled rear heat/ac
7. AM/FM Stereo with Sync4 / Sirius XM
8. Dual AGM Batteries
9. 2 Additional Keys
10. Adaptive Cruise Control
11. Reverse Sensing System
12. High Res Camera
13. Back up Alarm
III. PVT Insert & Lighting Upfit
a. 1- Havis unit PT-F06-120-3 Prisoner Transport Insert
b. 1- EMPTC00SMR Mpower arrow light stick prefers (BA/RA/BA/RA/BA/RA/BA/RA)
c. 10- 2X4 RBW Stud MNT EMPSA05C3-8 (4- windshield, 1- ds mirror, 1 ps mirror, 1- ds front
fender, 1- ps front fender, 1- ds rear fender, 1- ps rear fender)
d. 14- EMPS2STS5RBW ( 4- in grill, 5 ds rocker, 5- ps rocker)
e. 14- PMP2BKDGAJ brackets (4- in grill, 5 ds 5- ps)
f. 2- EMPS2QMS5RBW (mounted on front tag bracket)
g. 2- ETSS100J 100 watt siren speakers
h. 1- ETSKLF101-LF speaker with amplifier need bracket.
i. 10- PMP2WDG35B 35 degree wedge for rocker lights (5-ds, 5-ps)
j. 8- EMP52ST55RBA ( 4 under doors on rear, 2- tag, 2- other back door under window
k. 1- ETSA462HPP-EXT remote handheld 200watt siren and light controller
l. 4- PMPSAWSSSB Single shrouds 2x4 for front windshield
m. 2-PMP2BKUMB4 Mirror brackets ( 1-ps, 1 ds)
n. Installation of owner supplied Motorola M500 in car video system and Kenwood Radio
o. Safety screws shall be utilized on the interior of the cage
p. Vent holes shall be covered with clear plastic panels
q. Seams shall be filled within the inside of the cage
IV. Warranty
a. Minimum Warranty: Powertrain 5 year/60,000 miles
V. Delivery
a. Equipment shall be delivered to Henderson County at the address listed below:
Henderson County Garage
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2523 Asheville Hwy
Hendersonville, NC 28791
VI. Titling
a. Vehicle shall be titled as follows:
County of Henderson
113 N Main St.
Hendersonville, NC 28792
Section 13: County Terms and Conditions
Any proposal submitted to Henderson County shall be deemed to include all the Terms and Conditions
shown in the document found online at
https://www.hendersoncountync.gov/sites/default/files/fileattachments/henderson_county/page/4261
1/terms_and_conditions_02.23.2022.pdf
These Terms and Conditions, which refer to a "purchase order", shall be deemed to be included in any
contract entered into as a result of this Invitation to Bid ("ITB").
Any attempt by a proposed contracting party (the "Bidder") under the ITB to exclude any of these Terms
and Conditions shall cause any bid or proposal made in response to this ITB to be deemed to be non-
responsive (unless Henderson County has notified the Bidder that the funding source for the goods or
work sought under this ITB is not federal funds, in which case those provisions under number 15 of the
Terms and Conditions (and all subparts thereunder) may be excluded from a bid or proposal.
Section 14: Funding Source
This invitation to bid is funded with County Funds.
Section 15: Attachments
Attachment I: Vendor Information Form
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