Ford F-150 Police Responder 4×4 - Black

BUTTS COUNTY BOARD OF COMMISSIONERS
INVITATION TO BID (ITB)
ITB #26-15
Ford F-150 Police Responder 4x4 - Black
Butts County Board of Commissioners
625 West Third Street
Suite 4
Jackson, Georgia 30233
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ITB #26-15 - Ford F-150 Police Responder 4x4 - Black
I. INTRODUCTION
Butts County, Georgia is soliciting sealed bids from qualified vendors for the purchase of one (1)
new Ford F-150 4x4 Police Responder - Black or approved equivalent meeting or exceeding all
minimum specifications listed in this ITB.
Bids should be typed or submitted in ink and returned in a sealed envelope marked on the outside
with the Bid# and Company Name. Bids will be received until 2:00 p.m. local time on April 29, 2026,
at the Butts County Administration Office - Purchasing Department - Suite 4, 625 West Third Street,
Jackson, Georgia 30233. Any bid received after this date and time will not be accepted and will be
returned unopened. Bids will be publicly opened and read at 2:00 P.M on April 29, 2026.
There will not be a mandatory pre-bid conference.
Questions regarding proposals should be directed to JoAnna Phillips, Procurement Coordinator, at
jphillips@buttscounty.org no later than April 17, 2026, at 2:00 p.m. Any exceptions to the proposal
specifications and/or terms and conditions should be addressed during this phase. These requests
will be answered in an addendum if such information is necessary so that all potential bidders will
have the information. Deadline for first addendum, if required, posted on the Butts County website:
https://buttscountyga.com/requests-for-bids-proposals-or-qualifications by 4:00 p.m. April 19,
2026. The posting of additional addenda may be required, and it is the responsibility of the bidder
to ensure that they review the County's website for any additional addenda, and that they submit
acknowledgement of all applicable addenda (on the included form) with their solicitation. Bidders
should not expect to be individually notified by Butts County.
The written bid documents supersede any verbal or written prior communications between the
parties. Butts County reserves the right to reject any or all bids, to waive technicalities and to make
an award deemed in its best interest. Bids may be split or awarded in entirety. Butts County
reserves the option to negotiate terms, conditions, and pricing with the lowest responsive,
responsible bidder(s) at its discretion.
Thank you for your interest in Butts County!
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ITB #26-15 - Ford F-150 XL Police Responder 4x4 - Black
Schedule of Events
Non-Mandatory Pre-bid NONE NONE
Meeting
Questions Submittal Direct all questions to: April 17, 2026
Deadline jphillips@buttscounty.org 2:00 pm
First Addendum Deadline Posted on county website: April 20, 2026
https://buttscountyga.com/requests- 4:00 pm
for-bids-proposals-or-qualifications
Bid Delivery Deadline Mail to: April 29, 2026
2:00 pm
Butts County BOC
625 West Third Street
Suite 4
Attn: Procurement Dept
Jackson, Georgia 30233
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II. PURPOSE
The purpose of this Invitation to Bid (ITB) is to solicit competitive sealed bids from qualified vendors
for the purchase and delivery of one (1) new Ford F-150 Police Responder 4x4, black in color, for
use by Butts County.
The vehicle will support county public safety operations and must meet or exceed the minimum
specifications outlined in this ITB. Vendors must provide a fully assembled, factory-built vehicle
with the Ford Police Responder package and all required equipment installed and operational upon
delivery.
The County intends to award this purchase to the lowest responsive and responsible bidder
whose submission meets the requirements and specifications contained within this solicitation
and is determined to be in the best interest of Butts County.
III. SCOPE OF WORK
The successful vendor shall provide all labor, materials, equipment, transportation, and services
necessary to furnish and deliver one (1) new Ford F-150 Police Responder 4x4 meeting the
specifications listed in this ITB.
The scope of work includes, but is not limited to, the following:
1. Vehicle Supply
Provide one (1) new Ford F-150 Police Responder 4x4 with factory police package and all
required components.
2. Factory Equipment and Options
The vehicle must meet or exceed all minimum specifications outlined in this ITB, including
drivetrain, engine configuration, police-rated suspension, and electrical capacity for
emergency equipment.
3. Delivery
The completed vehicle shall be delivered fully assembled and operational to the designated
Butts County location. All delivery costs shall be included in the bid price.
4. Documentation
The vendor shall provide all necessary documentation including:
o Manufacturer's Certificate of Origin
o Warranty documentation
o Operator's manuals
o Service manuals (digital or printed)
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5. Warranty
The vehicle shall include the full manufacturer warranty on the chassis and drivetrain. Any
additional warranties provided by the vendor shall be clearly stated in the bid submission.
6. Compliance
All equipment and vehicle components must comply with applicable Federal, State, and
Local Regulations, as well as manufacturer safety standards.
IV. INTENT TO AWARD
Butts County intends to award a contract to the lowest responsive and responsible bidder whose
bid meets or exceeds the specifications outlined in this Invitation to Bid (ITB) and is determined to
be in the best interest of the County.
The County reserves the right to:
* Reject any or all bids
* Waive minor irregularities or technicalities in bids received
* Request clarification or additional information from bidders
* Negotiate with the lowest responsive and responsible bidder if necessary
* Award the contract in whole or in part
Award of the contract shall be subject to approval by the Butts County Board of Commissioners
or the designated purchasing authority in accordance with County procurement policies.
V. DELIVERY TIMELINE REQUIREMENTS
The successful bidder shall provide an estimated delivery timeline for the vehicle at the time of
bidding.
The County prefers delivery of the vehicle as soon as reasonably possible following award of the
contract. Vendors shall clearly state the anticipated delivery time in calendar days from the date of
purchase order issuance.
Failure to meet the stated delivery timeline without reasonable cause may be considered a breach
of contract and may result in cancellation of the purchase order or other remedies available to
Butts County.
All vehicles must be delivered fully assembled, operational, and ready for service at the time of
delivery.
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Delivery location will be:
Butts County
625 West Third Street
Jackson, Georgia 30233
II. GENERAL REQUIREMENTS
* Unit must be a new and unused model.
* Must include full manufacturer warranty.
* Vehicle must be delivered to Butts County.
* Must meet all applicable federal, state, and Georgia law enforcement vehicle standards.
* Must comply with Ford Police Responder Package specifications.
III. MINIMUM VEHICLE SPECIFICATIONS
* Make: Ford
* Model: F-150 Police Responder
* Model Year: 2025 or 2026
* Drivetrain: 4x4
* Cab Type: Super Crew
* Exterior Color: Black
* Interior: Dark Cloth or Vinyl (Police Package Standard)
* Engine: 3.5L EcoBoost V6 (Police Rated)
* Transmission: 10-Speed Automatic
* Alternator: High Output (Police Rated)
* Suspension: Police-Tuned Suspension
* Brakes: Heavy-Duty Police Brakes
* Fuel Type: Gasoline
IV. REQUIRED POLICE PACKAGE EQUIPMENT
* Heavy-duty cooling system
* Heavy-duty battery
* Skid plates
* Engine hour meter
* Column shifter
* Vinyl flooring
* Dark Car Feature
* Rear door child safety locks
* Rear window privacy tint
* Pre-wiring for emergency lighting and siren
* Minimum six (6) auxiliary switches
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V. DELIVERY REQUIREMENTS
* Vehicle must be delivered fully assembled and operational.
* Manufacturer Certificate of Origin
* Warranty Documentation
* Operator's Manual
* Service Documentation
* Police Package Verification Documentation
VI. EVALUATION CRITERIA
Bids will be evaluated based on the following criteria:
1. Meets or Exceeds Specifications - 15 Points
2. Price - 25 Points
3. Delivery Timeframe - 20 Points
4. Warranty Coverage - 20 Points
5. Reference, Reliability and Past Performance - 20 Points
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VI. GENERAL INSTRUCTIONS, TERMS AND CONDITIONS
1. Bids Submission
a. These instructions will bind bidders to terms and conditions set forth herein, except
as specifically stated otherwise in special contract terms with any individual bid.
These instructions are to be considered an integral part of the bid.
b. Bids may be submitted by mail, common carrier or delivered in person. Fax or
electronic bids are not acceptable. It shall be the duty of each Bidder to ensure that
their bid is delivered within the time and to the place prescribed in this document.
Bids received prior to the time fixed in this bid document will be securely kept
unopened. A date/time stamp will be affixed to the envelope/package immediately
upon its arrival at the Purchasing Department. Any bid received at the office
designated in this document after the exact time and date specified, will not be
considered, and returned unopened to the bidder.
c. At the date and time specified for the opening of the bid, the bid shall be publicly
opened and read aloud for the information of Bidders and others present.
d. The bid must be submitted in a sealed envelope/parcel on or before the date and
time stated in this document and is to be mailed or delivered to:
Butts County Board of Commissioners
Purchasing Department, Suite 4
625 West Third Street
Jackson, GA 30233
ITB #26-15 - Ford F-150 Police Responder 4x4 - Black
e. The Submittal Checklist must be reviewed, and the bidder is to comply with the
order of the submittal of documents and is to be included with the bid.
f. The following items are to be submitted:
* One (1) unbound clearly marked "Original," of the bid documents,
* Two (2) bound copy identical to the original bid documents,
* One (1) digital copy in PDF format on a USB flash drive identical to the
original bid documents. The USB flash drive should be labeled with
the Bid number and bidder's name.
g. All bids must be manually signed and filled out legibly (typewritten or printed in ink)
with all changes or corrections initialed by the person signing the bid.
h. If descriptive literature is attached to the bid, your firm's name must be on all
sheets submitted.
i. Each bid submitted shall be deemed to have been made with full knowledge of all
terms, conditions, and requirements contained in this Bid request. The failure or
omission of any Bidder to examine any form, instrument or document shall in no
way relieve any Bidder from obligations in respect to the bid submittal or the
compliance of the terms, conditions, and requirements of the bid.
j. Individual contractors shall provide their Social Security number and
proprietorships; partnerships and corporations shall provide their Federal Employer
Identification number on the Bidder Information Form of the bid documents and a
completed W9 form to be submitted with the bid.
k. The authorized representative whose signature will appear on the bid submitted
certifies that the Bidder has carefully examined the instructions of this bid and the
terms and specifications applicable to and made a part of this bid. The Bidder
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further certifies that the prices shown on the Bid Price Submittal Form are in
accordance with the conditions, terms, and specifications of the bid and that any
exception taken thereto may disqualify the bid.
l. Any documentation submitted with or in support of a bid or bid shall become
subject to public inspection under the Georgia Open Records Act. Labeling such
information "Confidential," "Proprietary," or in any other manner shall not protect
this material from public inspection upon request. All records become subject to
public inspection only after award of the contract or purchase order.
2. Preparation of Bids
a. Unit price must be shown on the Bid Cost Submittal Form in this document if
indicated. All bids should be tabulated, totaled, and checked for accuracy. The unit
price will prevail in case of errors.
b. All products, equipment, articles, or material must be new and unused or in current
production. No reconditioned or used item(s) will be accepted except as
specifically requested herein. Units that are classified as prototype or discontinued
models are not acceptable.
c. Samples of items, when required, must be submitted within the time specified and
unless otherwise specified by the County, at no expense to the County. Unless
otherwise specified, samples will be returned at the Bidder's request and expense if
items are not destroyed by testing.
d. Full identification of each item including brand name, model, catalog number, etc.,
must be furnished to identify exactly what the Bidder is offering. Whenever an
article or material is defined by describing a proprietary product or by using the
name of a manufacturer, the term "or equal" if not inserted shall be implied. The
specified article or material shall be understood as indicating the type, function,
minimum standard of design, efficiency, and quality desired and shall not be
construed as to exclude other manufactured products of comparable quality,
design, and efficiency. If any equivalent version is proposed, prospective Bidders
are herewith advised that precise, adequate, and documented evidence of
equivalency in performance, stability, and operational efficiency should be
submitted with the bid for further consideration. Final determination of equivalency
will be determined by Butts County.
e. Negligence on the part of the Bidder in preparing the bid confers no right for
withdrawal or modification in any way after the deadline for the bid opening.
3. Clarification and Communication to County Concerning Bid
a. From time to time, the Purchasing Department may have to release written changes
to a solicitation. These formal written changes are called addendum or if multiple,
addenda. It is the ultimate responsibility of the Bidder to ensure that they have all
applicable addenda prior to the bid submission. Therefore, we encourage all
Bidders to frequently review the County's website:
https://buttscountyga.com/requests-for-bids-proposals-or-qualifications. All
addenda forms must be signed and submitted with the bid. Failure to respond and
acknowledge any addenda or requests for clarification, even after the bid opening,
shall result in a non-responsive bid.
b. The successful firm's bid and all addenda will become a part of the agreement
resulting from this document.
c. Bidders seeking an award of a Butts County contract shall not initiate or continue
any verbal or written communication regarding a solicitation with any County
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officer, elected official, employee, or other County representative without
permission of the Purchasing Department between the date of the issuance of the
solicitation and the date of the final contract award by the Board of Commissioners.
If determined that such communication has compromised the competitive process,
the offer submitted by the individual, firm or business shall be disqualified from
consideration for award. EXCEPTION to the above would be emailing request for
clarification and/or questions to the point of contact listed in the bid/proposal.
(These requests will be answered in an addendum).
4. Pre-Bid Conference
The Pre-Bid Conference or any other information session (if indicated in the schedule of
events) will be held at the offices referred to in the "Invitation to Bid." Unless indicated
otherwise, attendance is not mandatory, although suppliers are strongly encouraged to
attend. However, in the event the conference has been identified as mandatory, then a
representative of the supplier must attend the conference in its entirety to be
considered eligible for a contract award.
5. Rejection and Withdrawal of Bids
a. Withdrawal of bid due to errors, the supplier has up to forty-eight (48) hours to notify
the Purchasing Department of an obvious clerical error made in calculation of bid to
withdraw a bid after bid opening. Withdrawal of bid for this reason must be done in
writing within the forty-eight (48) hour period.
b. The County may reject all or part of the bid where it is in the best interest of the
county or because of improper conduct on the part of a county employee.
6. Bid and Contract Documents
a. A bid executed by an attorney or agent on behalf of the Bidder shall be
accompanied by an authenticated copy of the Power of Attorney or other evidence
of authority to act on behalf of the Bidder.
Corporation: If the Bidder is a corporation, the bid must be submitted in the name
of the corporation, not simply the corporation's trade name. In addition, the bid
shall be signed by an officer of the corporation.
Partnership: If the Bidder is a partnership, all partners must sign the bid. If all the
partners do not sign the bid, then the names of all those except limited partners
must be furnished on the bid and evidence of the authority of the signer(s) to
execute the bid on behalf of the partnership.
Limited Liability Company (LLC): If the Bidder is a limited liability company, the
authorized agent having authority to bind the limited liability company must sign the
bid documents.
Sole Proprietorship or Individual: If the Bidder is a sole proprietor or individual, a
signature is required on all bid documents by that individual.
b. The contract documents consist of this Agreement, Specifications and Addenda
issued prior to execution of this Agreement, other documents listed in this
Agreement and Modifications issued after execution of this Agreement. These form
the Contract and are as fully a part of the Contract as if attached to this Agreement
or repeated herein. The Contract represents the entire and integrated Agreement
between the parties hereto and supersedes prior negotiations, representation, or
agreements, either written or oral.
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