Vehicles

Agency:	Sebastian County
State:	Arkansas
Type of Government:	State & Local
Category:	23 - Ground Effect Vehicles, Motor Vehicles, Trailers, and Cycles
Posted:	Jan 4, 2024
Due:	Jan 9, 2024
Solicitation No:	SC-2406
Publication URL:	To access bid details, please log in.

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SEBASTIAN COUNTY JUDGE

Purchasing Department

35 South 6th Street, Room 106

Fort Smith, Arkansas 72901

(479) 784-1502 Fax (479) 784-1550

January 1, 2024

NOTICE TO: Qualified Bidders

SUBJECT: Request for Proposal

Sebastian County is interested in receiving sealed written proposals for furnishing the

products/services specified in the attached Invitation to Bid (ITB). Complete details regarding

the products and/or services required by the County, and instructions for participating in the bid

process, are included in the attached bid package.

Bids must be received by the time and date indicated in the ITB. Bids received after the time and

date set for opening will not be considered.

Bidders who do not wish to submit bids must submit a "No Bid" to continue to be eligible for

retention on the Bid List. The Bid List is periodically reviewed and bidders who have not

responded to proposal requests are deleted.

If you are interested in submitting a bid, please be sure that the requirements of the ITB are

completed since failure to meet the requirements could cause your bid to be rejected.

Any questions regarding the Bid Invitation should be directed to the Purchasing Department,

(479) 784-1502.

Lauri Lowrimore

Purchasing Coordinator

Sebastian County, Arkansas

Attach: ITB

Cover Sheet

Invitation to Bid

Sebastian County, Arkansas

Section I

BID NUMBER:

SC-2406

TITLE:

Vehicles for Sebastian County Departments

OPENING:

DATE: January 9, 2024

TIME: 2:00 P.M.

PLACE: Purchasing Department

35 South 6th Street, Room 106

Fort Smith, Arkansas

MAIL SEALED BIDS TO:

County Judge’s Office

Sebastian County Purchasing Dept.

35 South 6th Street, Room 106

Fort Smith, Arkansas 72901

ON OUTSIDE OF BID SHOW:

(1) Return address

(2) Bid opening date

(3) Bid number & title

BIDDER MUST COMPLETE THE FOLLOWING INFORMATION:

NAME OF BIDDER: ___________________________________________________

ADDRESS: __________________________________________________________

CITY/STATE/ZIP CODE: _______________________________________________

TELEPHONE NUMBER: ______________________ FAX Number: __________________________

SIGNATURE OF AUTHORIZED AGENT: ________________________________________________________

INSTRUCTIONS:

1. Lump Sum prices and extensions are required on proposal form.

2. Return two copies of the entire bid package and any other documents required by the specifications.

3. Bids must be signed by an authorized agent to be accepted.

4. Bidder must guarantee product(s) offered will meet or exceed specifications contained in this Invitation to Bid.

5. Bidding procedures will be in compliance with Arkansas Laws.

6. QUOTE: F.O.B. destination.

7. BID VALIDITY: Net 15 days.

SC-2406

Bid Form

Section II

We, the undersigned, agree to furnish the products and/or services indicated below in accordance with the

specifications and conditions contained herein, at the bid price shown.

It is expressly agreed and understood by and between the parties hereto, and is made a condition

precedent to the entering into of any purchase agreement resulting from this invitation to bid, that the

County Judge, Sebastian County, shall determine any and all questions or disputes which may arise

concerning conformity to the specifications and conditions, and proposals; and the quantity, suitability,

and acceptability of all items to be furnished hereunder; and his decision as to such matters shall be final,

binding, and conclusive upon the parties hereto.

That this Invitation to Bid and bids submitted hereunder shall be governed by the laws of the State of

Arkansas.

We, the undersigned, affirm that this bid is made on behalf of the undersigned, and is made without

collusion on the part of any person, firm or corporation; and that the conditions and other provisions have

been carefully examined and are agreed to.

It will be the County’s sole discretion to accept any part or combination of the bid below.

Vehicles you wish NOT to bid, mark “NO BID” in cost column. Circle the Year of vehicle.

Vehicle Year

Make

Model

Cost

2023/2024

Ram

2500 Tradesman 4x4

2023/2024

Jeep

Grand Cherokee Laredo 4x4

2023/2024

Jeep

Grand Cherokee Laredo 4x4

2023/2024 Chevrolet

Silverado ½ LT 4WD

2023/2024

Ram

1500 Tradesman 4x4

Please provide vehicle specifications as well as any option(s) pricing.

From:__________________________ Signature: ___________________________

(Vendor)

Print Name: ___________________________ Title: _______________________________

Date: _____________________________ Email: ____________________________________

SC-2406

SECTION III

SECTION III-GENERAL CONDITIONS

1. Bids must be received no later than the date and time set for bid opening. Bids shall be in a

sealed envelope clearly marked with the ITB number on the outside or it will not be

considered. Telegraphic, fax, or email proposals sent directly to Sebastian County offices will

not be considered. All bids must be signed by an authorized officer of the Company.

2. Proposals may be withdrawn, modified or corrected by the bidder after it has been submitted,

provided a written request to do so is filed with the County Judge prior to the time set for opening

the bid. Telegrams or letters received prior to the time set for opening the proposals will be

accepted and attached to the unopened proposal, and the proposal will be considered withdrawn,

modified, corrected, or otherwise changed accordingly. No proposal may be withdrawn,

modified, corrected, or otherwise changed after the time set for opening the proposals.

3. Prices quoted will be considered net prices, unless otherwise stated by the bidder in the bid. Bid

prices must remain firm for 15 days, unless otherwise stated in the specifications.

4. The original written or electronic language of the ITB documents shall not be changed or altered

except by approved written addendum issued by the Purchasing Office. This does not eliminate

bidder(s) from taking exception(s) to non-mandatory terms and conditions, but does clarify that

the bidder shall not change the original document’s written or electronic language. If bidder(s)

wishes to make exception(s) to any of the original language, it must be submitted by the bidder in

separate written or electronic language in a manner that clearly explains the exception(s). If

proposer’s submittal is discovered to contain alterations/changes to the original written

documents, the bidder’s response may be declared as “non-responsive” and shall not be

considered.

5. This ITB may be modified only by amendments written and authorized by the Purchasing Office.

Bidders are cautioned to ensure that they have received or obtained, and responded to, any and all

amendments to the RFP prior to submission. There will be no addendums to a RFP 72 hours

prior to the RFP opening. It is the responsibility of the proposer(s) to check the County website,

www.sebastiancountyar.gov for any and all addendums up to that time.

6. Specifications are designed to describe the type and quality of the product/services desired by the

County. They are not intended to restrict bidding on any like product/service of equal or higher

quality. Any exceptions to the specifications must be noted on a separate sheet by reference to

the item number in the specifications where the exception is taken. If no exceptions are

submitted with the Bid, and accepted by the County, bidders will be expected to comply with the

specifications. Products and/or services will be inspected for compliance prior to acceptance.

7. It shall be understood and agreed that any material or product purchased under this bid shall be

new and in first class condition unless otherwise stated in or required by the bid invitation.

8. The County is exempt from Federal Excise Taxes and such taxes shall not be included in the

proposal price. An exemption certificate will be furnished where required.

9. State and Local Sales Taxes shall be stated as a separate item and shall not be included in the

proposal price of the product/services being proposed. If no taxes are so stated, the County will

assume that any taxes due have been included in the price quoted and no additional taxes will

subsequently be added to the proposal price. The County is Sales Tax Exempt on motor

vehicle purchases.

10. Bids will be evaluated based upon compliance with the specifications, bid price,

applicability, and suitability of the product/services being offered. Product and vendor

reliability, warranty, delivery time, and such other factors deemed appropriate will be

considered to assure the County receives a quality product most advantageous vendor to the

county. Assignment of any part or all of payments accruing under contracts or purchase

agreements resulting from this Invitation to Bid will not be authorized. Payment shall only be

made to the Contractor or vendor with whom the order is placed.

11. Bids shall be submitted on 8 ½ x 11 inch paper, which shall include this form. Submissions

should be limited to a maximum of 15 pages, with all required attachments included. Binders,

brochures, and materials in this ITB are neither requested nor desired. Please do not submit these

with your bid. If additional information is required, the County will request it after review of the

bids.

12. The Company should submit a base bid in the manner specified, but may also propose other

financial options to the County, either as additions or alternates to the base bid. Such additional

offerings should be clearly identified. The County prefers that the Company’s response to the

ITB be submitted in same item (paragraph) sequence as the bid – using the same item (paragraph)

numbers for reference.

13. The contents of the ITB will be incorporated into the final Contract documents. All terms and

conditions stated herein shall constitute a complete and integrated document and the covenants

contained herein shall not be altered or modified, unless such modifying term, conditions, or

covenants are in writing and are signed by the Company and the agent of Sebastian County.

14. The contract awarded in response to the ITB (the “Contract”) may be terminated without cause by

Sebastian County, by giving the other party not less than 30 days written notice of intent to

terminate as of the date specified. The Contract will not be assignable without prior written

consent of both parties. Any attempted assignment without such consent shall be void and of no

effect.

15. The County will not reimburse the Company's costs incurred in the preparation and submission of

bids. All bids shall become the property of The County upon submission. The County reserves

the right to negotiate commission rates from the selected qualified companies, subsequent to the

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Vehicles

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