SB-I000964A Auto Repairs: Warranty Work Repairs

Shelby County LEE HARRIS, MAYOR
Tennessee
REQUEST FOR QUOTATION
Commodities Designation
BID DESCRIPTION: AUTO REPAIRS: WARRANTY WORK REPAIRS
COMMODITY: 060 71 Replacement Parts for Ford
928 15 Automobile and Other Passenger Vehicles Maintenance
and Repair (Not Otherwise Classified)
(Code No. and Description)
BID NUMBER: SEALED BID SB-I000964A__
(Sealed Bid or Regular Bid)
DUE DATE: NO LATER THAN 2:30P.M. WEDNESDAY JUNE 3, 2026
(TIME) (DAY) (DATE)
ORIGINAL SPECIFICATIONS (REVISED) SPECIFICATIONS
SHELBY COUNTY PURCHASING DEPARTMENT
160 NORTH MAIN STREET, 5th Floor
MEMPHIS, TENNESSEE 38103
PHONE (901) 222-2250
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SEALED BID #:SB-I000964A
DUE DATE: 6/3/26
BUYER:CANDACE JACKSON
SHELBY COUNTY PURCHASING DEPARTMENT
160 NORTH MAIN STREET, 5th Floor
MEMPHIS, TENNESSEE 38103
PHONE (901) 222-2250
SECTION I
NOTICE TO BIDDERS
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Shelby County LEE HARRIS, MAYOR
Tennessee
NOTICE TO BIDDERS
SEALED BID DUE WEDNESDAY, JUNE 3, 2026 AT 2:30 PM
"AUTO REPAIRS: WARRANTY WORK REPAIRS"
(SB-I000964A)
Further information regarding this bid is located on the County's website at
https://bids.shelbycountytn.gov/. At the top of the home page, click on the dropdown
box under "Business", click on "Purchasing Office" then "Formal Bid Listing" to locate
the name of the above-described Sealed Bid.
THE LABEL, WHICH IS ATTACHED TO THIS BID NOTIFICATION, SHALL BE COMPLETELY
FILLED OUT AND ATTACHED TO THE BID SUBMISSION ENVELOPE. YOU MUST DISPLAY
YOUR CURRENT EOC NUMBER ON THE OUTSIDE OF YOUR ENVELOPE. UNLESS THE
LABEL IS COMPLETELY FILLED OUT AND YOUR CURRENT CERTIFICATION NUMBER OR
ELIGIBILITY NUMBER IS NOTED THEREON, YOUR BID WILL BE RETURNED TO YOU
UNOPENED. IF YOUR LABEL IS LOST OR MISPLACED, PLEASE EMAIL THE BUYER AT
THE EMAIL LISTED BELOW TO REQUEST A REPLACEMENT LABEL.
All bids will be opened and publicly read via teleconference by the Shelby County Government at
the time mentioned above. Please use the following information to join the bid opening:
BID-OPENING SB-I000964A AUTO REPAIRS: WARRANTY WORK REPAIRS
JUNE 3, 2026 2:30 - 3:30 PM (America/Chicago)
Join the meeting now
Meeting ID: 226 028 362 569 812
Passcode: 7W4p2dM3
Please submit your responses to: Shelby County Administrator of Purchasing
Buyer, Candace Jackson
160 North Main Street, 5th Floor
Memphis, TN 38103
MANDATORY INFORMATION and FORMS - To properly respond and prepare your
bid response, please make sure to pay close attention to all mandatory information/forms
requested, including signing and attaching all forms as required. This bid clearly
documents and outlines the format and what information is required at the time of the bid
submission.
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If there are any questions on the above bid, please contact Candace Jackson in writing
in the Purchasing Department at the Candace.Jackson@shelbycountytn.gov.
Shelby County Government reserves the right to reject any or all bids and to waive any
informality therein.
Sincerely,
Signature on original file
James Gloster, Administrator of Purchasing
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SEALED BID#:SB-I000964A
DUE DATE:6/3/26
BUYER:C.JACKSON
SHELBY COUNTY PURCHASING DEPARTMENT
160 NORTH MAIN STREET, 5th Floor
MEMPHIS, TENNESSEE 38103
901-222-2250
SECTION II
GENERAL TERMS & CONDITIONS
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1.0 PREPARATION AND SUBMISSION OF BIDS: of the bid, or to withdraw this bid, at any time
prior to the award of a contract pursuant
1.1 All information requested of the vendor shall hereto.
be entered in the appropriate space on the
Bid Response Forms. Failure to do so may 3.0 SPECIFICATIONS:
disqualify the bid.
1.2 All information shall be entered in ink or 3.1 These specifications are not intentionally
typewritten. Mistakes may be crossed out written for any one manufacturer and are for
and corrections inserted before submission of the purpose of indicating general size, type,
a bid. Corrections shall be initialed in ink by and description of the items needed.
the person signing the bid. 3.2 Any responsible bidder who considers these
1.3 Corrections or modifications received after specifications to be of a non-competitive
the closing time specified in the bid will not be nature should immediately contact the
accepted. Purchasing Administrator.
1.4 The vendor must provide its Federal 3.3 The Administrator of Purchasing hereby
Identification Number. Failure to provide this reserves the right to approve as an equal, or
number could result in a 20% withholding of to reject as not being equal, any item the
payment for any orders placed against this bidder proposes to furnish which contains
bid. minor variations from specification
1.5 All bids shall be signed by an authorized requirements but may comply substantially
officer or employee of the bidder. therewith. Items exceeding specifications will
1.6 Bids must be submitted by the date and at or be considered as meeting specifications.
prior to the time specified to be considered. 3.4 The bidder shall abide by and comply with
No late bids, telegraphic or telephone bids the true intent of the specifications and not
will be accepted. take advantage of any unintentional error or
1.7 As a condition precedent to bidding, bidders omission, but shall fully complete every part
shall have received a current "Shelby County as the true intent and meaning of the
Equal Opportunity Compliance Eligibility specifications.
Number" which must be shown on the 3.5 Changes to the bid specifications are not
outside of each bid envelope submitted. valid unless authorized in writing by the
1.8 Submit bids in a sealed envelope with (1) Shelby County Purchasing Department.
your company's name and address, (2) the
sealed bid number, (3) the closing time and 4.0 PRICING, TERMS & DELIVERY:
due date of the bid, and (4) your company's
current E.O.C. Eligibility Number shown on 4.1 Prompt payment discounts shall be
the outside. considered in the evaluation of bids. Prices
1.9 The Bid Response Forms must be completed will be considered as net if no cash discount
in full for a bid to be considered for award. is shown.
Bidders are encouraged to submit additional 4.2 Shelby County Government reserves the right
information which they feel might be useful to to accept any prompt payment discount
the County in evaluating bids; however, the offered by the successful bidder; however, for
County reserves the right to reject or accept purposes of the discount, the due date will be
for consideration, during evaluation of bids, computed from the date of receipt of a
and additional information the bidder submits, properly and correctly submitted invoice,
and may reject or accept minor variations receipt of shipment, or acceptance of
when evaluating bids. shipment, whichever is later to occur.
4.3 Time of delivery may be a consideration in the
2.0 CRITERIA AND CONDITIONS OF AWARD: award of this bid.
4.4 Time of delivery shall be stated as the number
2.1 The County reserves the right to: (1) award of calendar days from receipt of the order by
bids received on the basis of individual items, the vendor to receipt of the goods or services
or groups of items, or on the entire list of by the County.
items; (2) reject any or all bids, or any part 4.5 All deliveries shall be F.O.B. inside or at the
thereof, (3) waive any informality in the bids, Shelby County Department location specified
and (4) accept the bid that is in the best in the bid. No additional charges for delivery
interest of the County. The Purchasing shall be allowed.
Administrator's decision shall be final.
2.2 If the vendor cannot accept an award of only 5.0 LIABILITIES:
some items included in its bid, the vendor
must stipulate in writing an exception to the 5.1 The vendor shall hold the County, its elected
award of individual items by stating "All or officials, agents, servants, and employees
None" in the bid. harmless from liability of any nature or kind
2.3 An award may be made based on the because of use of any copyrighted, or
following factors: uncopyrighted composition, secret process,
2.3.1 Best/Low Bid meeting specifications; patented or unpatented invention
2.3.2 Previous Vendor Performance History; incorporated into any item provided to the
2.3.3 Delivery Time Quoted; County pursuant to this bid, and agrees to
2.3.4 Vendor's local presence or ownership in defend, at its own expense, any and all action
Shelby County. brought against the County because of the
2.4 Shelby County Government reserves the unauthorized use of such items.
right to alter, amend, or modify any provisions
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5.2 Shelby County Government, as a subdivision 10.1 Brand names and numbers, when used, are for
of the State Of Tennessee, cannot indemnify reference to indicate the character or quality
or hold harmless any vendor, supplier, desired.
contractor, etc. against claims of a third party 10.2 "Or Equal" items will be considered, provided
or parties. the vendor clearly describes the substitute
item, including the brand name, part number,
and level of quality of the substitute item(s).
6.0 GRATUITIES:
The determination of the Purchasing
Administrator to accept or reject the
6.1 Shelby County Government may, by written
substitute item(s) shall be final and
notice to the bidder, cancel any contract
conclusive.
purchase order resulting from the bid without
10.3 When no substitution is specified by the
liability if it is determined by the County that
bidder, the vendor's bid is presumed to
gratuities, in the form of entertainment, gifts,
conform to the items specified in the bid.
or otherwise, were offered or given by, the
10.4 BID PROPOSALS BASED ON ITEMS
bidder, or any agent or representative of the
OTHER THAN THOSE SPECIFIED BY
bidder, to any official or employee of the
BRAND NAMES IN THE BID. Any items
County with the intent of securing a contract,
other than those brands specified in the bid
or securing favorable treatment with respect
specifications require approval of the
to such a contract. In the event the contract
Purchasing Administrator. The items offered
purchase order is cancelled by the County
must be equivalent as to function, basic
pursuant to this provision, the County shall be
design, type and quality of materials, method
entitled, in addition to any other rights and
of construction and any required dimensions.
remedies, to recover or withhold the amount
of the cost incurred by the bidder in providing
11.0 DEFAULT BY BIDDER:
such gratuities.
11.1 In case of default by the bidder, the County may
7.0 CONFLICT OF INTEREST:
procure the articles or services from other
7.1 No part of the total contract purchase order sources and may deduct from any monies
amount resulting from this bid shall be paid due or that may thereafter become due to the
directly or indirectly to any official or vendor, the difference between the price
employee of Shelby County Government as named in the contract or purchase order and
wages, compensation, or gifts in exchange actual cost thereof to the County. Prices paid
for acting as official agent, employee, by the County shall be considered the
subcontractor, or consultant to the contractor prevailing market price at the time such
in connection with any work contemplated or purchase is made. Periods of performance
performed relative to this contract. may be extended if the facts as to the cause
Furthermore, bids submitted by Shelby of delay justify such extension in the opinion
County employees or elected officials will not of the Purchasing Administrator.
be accepted.
12.0 CONTRACTS, LEASES, LEASE-PURCHASE:
8.0 SAMPLES:
12.1 When required, contracts or leases must be
8.1 Samples of articles, when required, shall be approved by the Shelby County Contracts
furnished free of cost to the County. Administration Department.
8.2 Samples of articles submitted may be 12.2 Shelby County Government will not accept
retained for future comparison. language in any contract that limits or
8.3 Samples which are not destroyed by testing, attempts to limit liability for breach of contract
or which are not retained for future or negligence by the vendor.
comparison, will be returned upon request at
13.0 BID BONDS AND INSURANCE:
the vendor's expense.
9.0 TAXES: 13.1 When required, Bid Bonds may be submitted
in the form of a Bid Bond or a Cashier's
Check in the amount required. When a
9.1 The vendor should include in its bid price to Cashier's Check is submitted in lieu of a
the County all applicable taxes it will incur for Bond, and the bidder is one of the three (3)
supplying the goods or services to the County low bidders, the check may be retained until
that are payable by the County. However, the a contract is signed with the successful
vendor shall not include any sales, use or bidder.
federal excise tax to be collected from the 13.2 When required, bidders must supply
County since the County is tax exempt from certificates of insurance or bonds through a
such taxes. company that is authorized to do business in
9.2 Items purchased for resale will show the the State of Tennessee, and such insurance
County's resale permit number on the or bond is subject to final approval by the
purchase order. Shelby County Risk Management
9.3 Exemption certificates will be furnished upon Department.
request. 13.3 Bid Bonds submitted by unsuccessful
vendors will be returned upon award of
10.0 BRAND NAMES: contract [Tenn. Code Ann. 12-3-203 (j)].
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14.0 FIRM PRICES: of any contract or purchase order that results
from this bid.
14.1 Unless otherwise required in Section III of the
bid, all prices quoted will be firm for a minimum 22.0 INSPECTION:
of thirty (30) days from the bid opening date.
22.1 All shipments are subject to inspection prior
to acceptance. If an inspection reveals that
15.0 COUNTY COMMISSION APPROVAL: the delivered item(s) do not meet the bid
specifications, Shelby County has the right to
15.1 If the award of this bid exceeds $50,000, or cancel the order and return said item(s) to the
involves a Capital Improvement Project (C.I.P.), vendor at the vendor's expense.
as defined by the County, such award will
require approval by the Shelby County Board of 23.0 MATERIAL SAFETY DATA SHEETS:
Commissioners. This procedure could delay an
award for a period of 30 to 60 days, or more, 23.1 As a condition to bid award, if item(s)
after the bid opening date. contained in this bid require Material Safety
Data Sheets, the successful bidder shall
16.0 THIRD PARTY ASSIGNMENT: provide data sheets at the time of delivery.
16.1 There shall be no assignments whatsoever to 24.0 LICENSES:
third parties, financial or otherwise, unless
expressly agreed to by Shelby County 24.1 Firms located within the boundaries of Shelby
Government in a separate written agreement. County, Tennessee are required to have a
Any assignment or attempted assignment of current Shelby County Business License
any nature to third parties, without the consent issued by the Business Tax Division of the
of the County, shall be cause for termination of Shelby County Clerk's Office or be
the contract at the option of the County. considered exempt from the license
requirement by the County Clerk's Office.
17.0 AUTHORITY TO AWARD BID: 24.2 Successful bidders may be required to
furnish a copy of their current Shelby County
17.1 The award of this bid to the successful Business License prior to the award of this
bidder(s) shall be governed by the laws of bid, or any part thereof.
the State of Tennessee. The County will
obtain all appropriate authority to award the 25.0 PURCHASES BY MUNICIPALITIES AND OTHER
bid and to enter into a contract. GOVERNMENTAL AGENCIES/ENTITIES:
18.0 LATE DELIVERY: 25.1 On bids issued to establish a source of
supply for estimated requirements for Shelby
18.1 The vendor shall not be responsible for County Government, bidders are requested
failure to deliver materials or render services to indicate in their bid responses whether
due to strikes, flood, or fire. they will allow purchases by other
18.2 Shelby County Government has the authority municipalities or governmental agencies or
to cancel any and all orders issued under this entities within the boundaries of Shelby
bid if the vendor fails to deliver timely. County, Tennessee at the offered prices
offered to Shelby County. The decision to do
19.0 LIEN, CLAIMS OR ENCUMBRANCE: so shall be at the option of the bidder.
19.1 The vendor agrees that all goods and 25.2 Purchases by local municipalities or other
materials delivered pursuant to this bid shall governmental agencies or entities shall be at
be free of any lien, claim or encumbrance. the option of such municipalities, agencies, or
entities.
20.0 AUDIT AND INSPECTION OF PREMISES:
26.0 PURCHASES FROM STATE OF TENNESSEE
20.1 All bidders, by bidding, agree that an official CONTRACT:
of the Purchasing Department shall be
allowed to inspect the bidder's premises to 26.1 Shelby County Government reserves the
verify its qualifications as a bidder. right to purchase item(s) specified in this bid
pursuant to the State of Tennessee
20.2 The successful bidder shall agree to audits Statewide Contracts, or the contracts of any
by an official of the Purchasing Department other governmental agencies if it is
or the County's Internal Audit Department if, considered in the best interest of Shelby
during the period of the contract or bid award, County Government. Purchases from these
such an audit is deemed necessary. contracts are authorized by Shelby County
Code, Sec, 2-57 (10) (B).
21.0 DOCUMENTS INCLUDED IN CONTRACT:
27.0 DISCLOSURE OF CONFIDENTIAL OR
21.1 The specifications, terms and conditions, and PROPRIETARY INFORMATION:
detailed requirements contained in this bid
shall be incorporated into and become a part 27.1 Bidders are advised that T.C.A 10-7-503(a)
mandates that all State, County and
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Municipal records shall, at all times during carried out by a vendor. The vendor shall,
business hours, be available for personal upon request, show proof of such non-
inspection by any citizen of Tennessee. Any discrimination, and shall post in conspicuous
information that is submitted by the vendor, places available to all employees and
whether or not identified in a bid response as applicants notices of non-discrimination.
proprietary or confidential, is therefore
subject to inspection, and Shelby County 32.0 EMPLOYMENT ELIGIBILITY VERIFICATION:
assumes no liability for any information
disclosed pursuant to a request under T.C.A 32.1 The Immigration and Naturalization Service's
10-7-503(a). regulations require all employers to complete
Forms I-9 as evidence of verification of
28.0 TERMINATION OF AWARD OR CONTRACT: identity and employment eligibility of each
employee hired after November 6, 1986. The
28.1 It shall be cause for the immediate vendor, by submission of its bid,
termination of any award or contract that may acknowledges that it is in compliance with
be entered into as a result of this bid if, after said regulations and shall upon request show
award or contract execution, the County proof of same.
determines that either the vendor or any of its
principals, partners or corporate officers, if a
33.0 MINORITY AND WOMEN BUSINESS
corporation, including the corporation itself,
ENTERPRISES (M/WBE) PURCHASING
has plead nolo contender, or has plead or
PROGRAMS RULES AND REGULATIONS
been found guilty of a criminal violation,
whether state or federal, involving
33.1 All solicitations are subject to Shelby County
governmental sales or purchases, including,
Government's Minority and Women Business
but not limited to, rigging of bids, price fixing,
Enterprise (M/WBE) Ordinance No. 472 and
or any other collusive and illegal activity
related amendments. link provided in the bid
pertaining to bidding and governmental
document.
contracting.
29.0 NON-DISCRIMINATION - TITLE VI:
34.0 OTHER:
34.1 Wherever conflicts exist between these terms
29.1 The vendor agrees to comply with the
and conditions and the bid document, the
provisions of Title VI of the Civil Rights Act of
provisions in the actual bid document will
1964 and all other Federal statutory laws
prevail.
which provide, in whole or in part, that no
person on the grounds of handicap, age,
35.0 IRAN DIVESTMENT ACT:
race, color, sex, or national origin, shall be
excluded from participation in, or be denied
35.1 By submission of this bid, each bidder and
benefits of, or be otherwise subject to
each person signing on behalf of any bidder
discrimination under any program or activity
certifies, and in the case of a joint bid each
receiving Federal financial assistance during
party thereto certifies as to its own
the performance of a contract or purchase
organization, under penalty of perjury, that to
order. The vendor shall upon request show
the best of its knowledge and belief that each
proof of such non-discrimination, and shall
bidder is not on the list created pursuant to
post in conspicuous places available to all
12-12-106.
employees and applicants notices of non-
discrimination.
30.0 NON-DISCRIMINATION - TITLE VII:
30.1 The vendor agrees to comply with the
provisions of Title VII of the Civil Rights Act of
1964 and all other Federal statutory laws
which provide, in whole or in part, that no
employee on the grounds of age, race, color,
sex or national origin, shall be discriminated
against, harassed or retaliated against while
opposing illegal harassment or discrimination
in the workplace. The vendor shall, upon
request, show proof of such non-
discrimination, and shall post in conspicuous
places available to all employees and
applicants notices of non-discrimination.
31.0 NON-DISCRIMINATION - TITLE II:
31.1 The vendor agrees to comply with the
provisions of Title II, which prohibits
discrimination on the basis of disability by
public entities. All governmental activities of
public entities are covered, even if they are
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SEALED BID#:SB-I000964A
DUE DATE:6/3/26
BUYER:C.JACKSON
SHELBY COUNTY PURCHASING DEPARTMENT
160 NORTH MAIN STREET, 5th Floor
MEMPHIS, TENNESSEE 38103
PHONE (901) 222-2250
SECTION III
DETAILED REQUIREMENTS/SPECIFICATIONS
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