VAM Vehicle Wrap Materials

Invitation to Bid (ITB)
For VAM Vehicle Wrap Materials
Event # 32101-13893
1. Section 1 -- Background Information
1.1. The State of Tennessee Department of General Services, Vehicle and Asset
Management division is seeking to procure Vehicle Wrap Materials through an
Invitation to Bid.
1.2. Pre-response Conference Notification. The Central Procurement Office will hold a
pre-response conference for this solicitation at the date, time, and location specified
below:
Date/Time: April 29, 2026 at 1:30 p.m. Central Time
Location: Microsoft Teams
Meeting Link: https://teams.microsoft.com/l/meetup-
join/19%3ameeting_N2UxYTlkY2EtMGI2YS00ZDFiLWE1MDUtMDZhZDI0ZWEyZjg1%
40thread.v2/0?context=%7b%22Tid%22%3a%22f345bebf-0d71-4337-9281-
24b941616c36%22%2c%22Oid%22%3a%223a6edfba-698b-4ce2-9ae1-
cf98f89c8571%22%7d
Meeting ID: 273 486 278 029 787
Passcode: vR2ke7Dp
Prospective respondents are encouraged to attend this pre-response conference;
however attendance is not mandatory in order to submit a response. The Central
Procurement Office conducts pre-response conferences to discuss and answer
questions prior to response due date. The pre-response conference is for informational
purposes only. Nothing stated at the pre-response conference shall change the
solicitation unless the change is reflected in writing and disseminated to all prospective
respondents that attended the pre-response conference.
1.3. Accommodation for People with Disabilities. Any individuals with disabilities who
wish to participate in public meetings such as a scheduled pre-response conference or
other scheduled function should contact the Solicitation Coordinator to discuss any
auxiliary aids or services needed. Such contact should be made no less than three (3)
business days prior to the public meeting to allow time for the Solicitation Coordinator
to provide needed aids or services.

1.4. Questions and Comments. Each prospective Respondent must carefully review this
ITB, including but not limited to, attachments, terms and conditions, and any
amendments, for questions, comments, defects, objections, or any other matter
requiring clarification or correction (collectively called "questions and comments").
Protests based on any objection to the ITB shall be considered waived and invalid if
the objection has not been brought to the attention of the State, in writing, by the
Written Questions & Comments Deadline.
Any prospective Respondent having questions and comments concerning this ITB
must provide them in writing to the Solicitation Coordinator. All questions must be
submitted no later than May 04, 2026.
1.5. Responses Due. The response must be received by the State on or before the date
and hour designated for the response opening. Responses that are submitted untimely
shall be rejected.
2. Award Criteria
2.1. Single Award -- Lowest Cost. A single contract will be awarded for all line items to
the respondent whose response meets the requirements and criteria set forth in this
ITB at the lowest cost.
3. Standard Terms of the Solicitation
3.1. Respondent Registration. Pursuant to Tenn. Code Ann. 4-56-105 all respondents
must be registered prior to the issuance of a contract or a purchase order.
Respondents can register online at the State of Tennessee Supplier Portal:
https://www.edison.tn.gov (please click the "Supplier Portal Home Page" button)
3.2. Respondent's Ability to Perform. The State shall have the right to require evidence
of the respondent's ability to perform the services or deliver the goods required
pursuant to the terms and conditions of this ITB.
3.3. Quality of Workmanship and Materials. Unit price responses are requested on
goods or services that equal or exceed the specifications, unless the specifications
limit the dimensions, brands, or model of goods or services. The absence of detailed
specifications or the omission of detailed descriptions shall mean that only the best
commercial practices and only first quality goods and workmanship shall be supplied.
3.4. Performance. The respondent who is awarded a contract will be responsible for
delivering the goods or providing the services set out in this ITB. All goods or services
are subject to inspection and evaluation by the State.
3.5. Clarifications. The State reserves the right to conduct clarifications or negotiations
with one or more respondents. All communications, clarifications, and negotiations

shall be conducted in a manner that is fair and transparent.
3.6. Negotiations. The State may elect to negotiate by requesting revised Cost Proposals
from apparently responsive and responsible respondents. However, the State reserves
the right to award a contract on the basis of initial responses received. Therefore, each
response should contain the respondent's best terms from a price and technical
standpoint. The State reserves the right to conduct multiple negotiation rounds. If the
State exercises its right to enter into negotiations, it may identify areas of a response
that may require further clarification or areas in which it is apparent that there may
have been miscommunications or misunderstandings as to the State's specifications or
requirements. The State may seek to clarify those identified issues during negotiations.
All responsive respondents will be given equivalent information with respect to cost
negotiations. All cost negotiations will be documented for the procurement file.
Additionally, the State may conduct target pricing and other price or service level
negotiations. Target pricing may be based on considerations such as current pricing,
market considerations, benchmarks, budget availability, or other method that does not
reveal individual respondent pricing. During target price negotiations respondents are
not obligated to meet or beat target prices, but will not be allowed to increase prices.
All communications, clarifications and negotiations shall be conducted in a manner that
supports fairness in response improvement. Note that each clarification sought by the
State may be unique to an individual respondent.
3.7. Response Cancellation and Rejection. The State may cancel this ITB in its entirety
and reissue it in whole or in part.
The State may reject any or all responses in its sole discretion. Additionally, the State
may reject a response that: (a) qualifies the offer to provide goods or services as
required by this ITB; (b) proposes alternative goods or services unless expressly
requested by this ITB; (c) involves collusion, consultation, communication, or
agreement among respondents; (d) includes information the respondent knew or
should have known was materially incorrect; or (e) does not comply with the terms,
conditions, specifications, or performance requirements of this ITB.
After the State opens the responses, no price changes shall be permitted except
pursuant to target pricing or best and final offer negotiations as specified in this ITB.
A Respondent must not submit a response as a prime contractor while also permitting
one or more other Respondents to offer the Respondent as a subcontractor in their
own responses. Such may result in the disqualification of all Respondents knowingly
involved. This restriction does not, however, prohibit different Respondents from
offering the same subcontractor as a part of their responses (provided that the
subcontractor does not also submit a response as a prime contractor).
3.8. Communications and Contacts. Prospective respondents must direct
communications concerning this ITB to the following person designated as the
Solicitation Coordinator:
DeRenne Raley
Department of General Services, CPO
312 Rosa L Parks Avenue, 3rd Floor Tennessee Tower
Nashville TN 37243-1102
(615) 251-5173
DeRenne.Raley@tn.gov

Unauthorized contact about this ITB with employees or officials of the State of
Tennessee except as detailed in this ITB may result in disqualification from
consideration under this procurement process. Notwithstanding the foregoing,
respondents may alternatively contact:
Staff of the Governor's Office of Business Initiatives and Development for assistance
available to small businesses as well as general, public information relating to this ITB
(visit https://www.tn.gov/generalservices/procurement/central-procurement-office--cpo-
/go-bid/about-us.html for contact information); and
The following individual designated by the State to coordinate compliance with the
nondiscrimination requirements of the State of Tennessee, Title VI of the Civil Rights
Act of 1964, the Americans with Disabilities Act, and associated federal regulations:
Helen Crowley
Department of General Services, CPO
312 Rosa L Parks Avenue, 3rd Floor Tennessee Tower
Nashville, TN 37243-1102
615-741-1035
Helen.Crowley@tn.gov
3.9. Responses Submitted by Mail. If submitting a response by mail: (1) all prices must
be typed or written in ink on the "Line Details" portion of this ITB; (2) any corrections,
erasures, or other alterations to prices must be initialed by the respondent; and (3) the
response shall be manually signed by the respondent in ink. Each individual response
must be returned in a separate envelope package or container and must be properly
labeled on the outside referencing the applicable event number and the response
opening date. Responses should be mailed in a properly labeled sealed envelope to
the following address:
Bidder Services
Department of General Services, CPO
312 Rosa L Parks Avenue, 3rd Floor Tennessee Tower
Nashville, TN 37243-1102.
Failure to comply with these requirements may result in rejection of the response.
3.10. Respondent Certification. By signing or electronically submitting the response, the
respondent agrees to the terms and conditions of this ITB and certifies that all goods or
services included in the response meet or exceed the Scope or Specifications of this
ITB. The respondent agrees that, if it is awarded a contract, it will deliver goods or
services that meet or exceed the specifications in this ITB.
3.11. Exceptions or New Terms or Conditions. Exceptions to terms and conditions or new
terms and conditions proposed by the respondent that vary from this ITB may, in the
discretion of the State, render the response nonresponsive. A response deemed
nonresponsive will not be considered for an award of a contract.
3.12. Conflict of Interest. The State shall not consider a response from an individual who is,
or within the past six (6) months has been, a State employee. For purposes of this ITB:

a. An individual shall be deemed a State employee until such time as all
compensation for salary, termination pay, and annual leave has been paid;
b. A contract with or a response from a company, corporation, or any other
contracting entity in which a controlling interest is held by any State
employee shall be considered to be a contract with or proposal from the
employee; and
c. A contract with or a response from a company, corporation, or any other
contracting entity that employs an individual who is, or within the past six (6)
months has been, a State employee shall not be considered a contract with
or a proposal from the employee and shall not constitute a prohibited conflict
of interest.
3.13. Specifications Govern. Brands or model numbers identified in the specifications of
this ITB are deemed to meet all written specifications. In the event of a conflict
between specified brands and models and the written specifications, the conflict shall
be resolved in favor of the written specifications.
3.14. Firm Offer. The response constitutes a firm offer that is irrevocable for ninety (90)
days. An award of a contract shall, subject to necessary State approvals, be binding on
the respondent without any further action by the respondent.
3.15. F.O.B. Destination. Respondent's prices shall include delivery of all items F.O.B.
destination or as otherwise specified by the State.
3.16. Tax Exemption. The State of Tennessee is exempt from local, state, and federal
excise taxes. These taxes shall not be included in respondent's prices. The successful
respondent shall pay all taxes lawfully imposed on it with respect to any goods or
services delivered in accordance with this ITB.
3.17. Prompt Pay Discount. Any prompt pay discounts offered by respondents shall be
extended to all authorized users of the contract.
3.18. Fixed Discount or Surcharge. The percent discount or surcharge per line item must
be fixed for the contract's term.
3.19. On-site Inspection. All respondents should visit the site to take exact measurements
and examine the premises to become familiar with any problems or unusual
circumstances. No allowances will be made by the State for errors in quotations due to
any respondent not visiting the site prior to submitting their response. Respondents
shall be responsible for their own measurements.
3.20. Used Equipment. When this ITB authorizes offers of used items, no used item is
acceptable if serial numbers or any other manufacturer's identifying label or markings
have been removed, obliterated, or changed in any way.

3.21. Tennessee Contractor License. Respondents shall be properly licensed as of the
date it files a response to this ITB and shall provide evidence of compliance with all
applicable provisions of the Contractors Licensing Act of 1994, Tenn. Code Ann. 62-
6-101, et seq. in providing the specified information within this ITB. Any response that
does not comply with Tenn. Code Ann. 62-6-119, when applicable, shall be rejected.
3.22. Purchase of Materials for Highways or Roadways. Respondents must comply with
Tenn. Code Ann. 54-5-135 when purchasing materials used for highway or road
construction, resurfacing, or maintenance.
3.23. Energy Star Products. Any goods ordered by the State must be Energy Star certified
and meet applicable Energy Star specifications for energy efficiency.
3.24. Safety of Chemical Products. All respondents awarded a contract must maintain, for
all of its chemical products available under this Contract, a Safety Data Sheet ("SDS")
on the chemical manufacturer's website. A site operated by or on behalf of the
manufacturer or a relevant trade association is acceptable so long as the information is
accessible to the public, free of charge.
3.25. Professional Licensure. All persons, agencies, firms, or other entities that provide
legal or financial opinions, which a respondent provides for consideration and
evaluation by the State as a part of a response to this ITB, shall be properly licensed to
render such opinions. Upon submitting the response, the respondent (and respondent
employees and subcontractors, as applicable) must hold all necessary or appropriate
business or professional licenses to provide the goods or services as required by the
contract. The State may require any respondent to submit evidence of proper licensure.
3.26. Department of Revenue Registration. Respondent must be registered with the
Tennessee Department of Revenue for the collection of Tennessee sales and use tax.
The State shall not award a contract unless the respondent provides proof of such
registration or provides documentation from the Department of Revenue that the
Contractor is exempt from this registration requirement. The foregoing is a mandatory
requirement of an award of a contract pursuant to this ITB. To register, please visit the
Department of Revenue's Tennessee Taxpayer Access Point (TNTAP) website for
Online Registration and the Vendor Contract Questionnaire. These resources are
available at the following: https://tntap.tn.gov/eservices/_/#1
3.27. Prohibition of Illegal Immigrants. Any respondent awarded a contract shall comply
with Tenn. Code Ann. 12-3-309 and submit semi-annual attestations to the State.
3.28. Inspection of Procurement File. All respondents have the right to inspect the
procurement file, prior to award, upon completion of the evaluation by the Central
Procurement Office. Interested respondents should contact the Solicitation Coordinator
following the response opening date or once the file is open for the seven (7) day
inspection period. A "Notice of Intent to Award" letter will be sent to all respondents
detailing which respondent(s) has been recommended for award and the evaluated
award amount(s). Upon request, a reasonable opportunity to inspect the procurement
file will be provided to the respondent.

3.29. Protest by Respondent. Pursuant to Tenn. Code Ann. 12-3-514, any actual
respondent may protest. Please refer to the Central Procurement Office's website to
obtain a copy of the protest procedures and protest bond requirements or contact the
sourcing analyst or category specialist at 615-741-1035. The website for the Central
Procurement Office is as follows: https://www.tn.gov/generalservices/procurement.html.
If a written protest and a protest bond are not received by the end of the seven-day
period to protest then the Solicitation Coordinator will proceed with the contract award.

4. SCOPE:
4.1. Scope. The Contractor shall provide all goods or services and deliverables as required,
described, and detailed in the Scope or Specifications set forth in the Invitation to Bid
and meet all service and delivery timelines as specified by the Invitation to Bid.
4.2. Warranty Clauses:
4.2.1. Warranty. Contractor represents and warrants that the term of the warranty
("Warranty Period") shall be the greater of the Term of this Contract or any other
warranty generally offered by Contractor, its suppliers, or manufacturers to
customers of its goods or services. The goods or services provided under this
Contract shall conform to the terms and conditions of this Contract throughout
the Warranty Period. Any nonconformance of the goods or services to the terms
and conditions of this Contract shall constitute a "Defect" and shall be considered
"Defective." If Contractor receives notice of a Defect during the Warranty Period,
then Contractor shall correct the Defect, at no additional charge. Contractor
represents and warrants that the State is authorized to possess and use all
equipment, materials, software, and deliverables provided under this Contract.
Contractor represents and warrants that all goods or services provided under this
Contract shall be provided in a timely and professional manner, by qualified and
skilled individuals, and in conformity with standards generally accepted in
Contractor's industry.
If Contractor fails to provide the goods or services as warranted, then Contractor
will re-provide the goods or services at no additional charge. If Contractor is
unable or unwilling to re-provide the goods or services as warranted, then the
State shall be entitled to recover the fees paid to Contractor for the Defective
goods or services. Any exercise of the State's rights under this Section shall not
prejudice the State's rights to seek any other remedies available under this
Contract or applicable law.
4.3. Inspection and Acceptance. The State shall have the right to inspect all goods or
services provided by Contractor under this Contract. If, upon inspection, the State
determines that the goods or services are Defective, the State shall notify Contractor,
and Contractor shall re-deliver the goods or provide the services at no additional cost
to the State. If after a period of thirty (30) days following delivery of goods or
performance of services the State does not provide a notice of any Defects, the goods
or services shall be deemed to have been accepted by the State.

5. TERM OF CONTRACT:
5.1. Term of Contract.
5.1.1. This Contract shall be effective on April 13, 2026 ("Effective Date") and extend
for a period of thirty-six (36) months after the Effective Date ("Term"). The State
shall have no obligation for goods or services provided by the Contractor prior to
the Effective Date. In no event, however, shall the maximum Term, including all
renewals or extensions, exceed a total of sixty (60) months.
5.1.2. Renewal Options. This Contract may be renewed upon satisfactory completion of
the Term. The State reserves the right to execute up to two (2) renewal options
under the same terms and conditions for a period not to exceed twelve (12)
months each by the State, at the State's sole option. In no event, however, shall
the maximum Term, including all renewals or extensions, exceed a total of sixty
(60) months.
5.1.3. Term Extension. The State may extend the Term an additional period of time,
not to exceed one hundred-eighty (180) days beyond the expiration date of this
Contract, under the same terms and conditions, at the State's sole option.
6. PAYMENT TERMS AND CONDITIONS:
6.1. Maximum Liability. In no event shall the maximum liability of the State under this
Contract exceed Written Dollar Amount ($Number) ("Maximum Liability"). This Contract
does not grant the Contractor any exclusive rights. The State does not guarantee that
it will buy any minimum quantity of goods or services under this Contract. Subject to
the terms and conditions of this Contract, the Contractor will only be paid for goods or
services provided under this Contract after a purchase order is issued to Contractor by
the State or as otherwise specified by this Contract.
6.2. Price Changes. Prices identified in the Contract, whether derived from an awarded
published catalog, price list, price schedule, or other mutually agreed upon source,
shall remain firm for three hundred and sixty-five (365) days ("Firm Price Period").
a) Price Decreases. After the Firm Price Period, prices shall be equitably adjusted to
reflect a decrease in Contractor's costs.
b) Price Increases. After the Firm Price Period, Contractor may request price increases.
The request shall: include independently verifiable documentation that supports
Contractor's request for a price increase; not constitute an increase in Contractor
profit; and reflect a price increase that is applicable to all of Contractor's customers.
c) Approval of Price Changes. The State may at its sole option: (1) grant the
Contractor's request; (2) cancel the Contract and award it to the next apparent best
evaluated Respondent; (3) cancel the Contract and reissue the solicitation; or (4)
deny the Contractor's request. If approved, any price changes of less than seven
percent (7%) will become effective upon the State's approval in writing. Price
changes exceeding seven percent (7%) shall require a Contract amendment. The
Contractor shall honor all purchase orders dated prior to the approved price change.

Upon request from the State, the Contractor shall furnish the approved catalog, price
schedule or price list as applicable to the State at no charge.
6.3. Travel Compensation. The Contractor shall not be compensated or reimbursed for
travel time, travel expenses, meals, or lodging.
6.4. Invoice Requirements. The Contractor shall invoice the State only for goods
delivered and accepted by the State or services satisfactorily provided at the amounts
stipulated in this Contract. Contractor shall submit invoices and necessary supporting
documentation to the State Agency that requested goods or services no later than
thirty (30) days after goods or services have been provided.
a) Each invoice, on Contractor's letterhead, shall clearly and accurately detail all of the
following information (calculations must be extended and totaled correctly):
1. Invoice number (assigned by the Contractor);
2. Invoice date;
3. Contract number (assigned by the State);
4. Purchase order number (assigned by the State);
5. Customer account name: The State of Tennessee;
6. Customer account number (assigned by the Contractor to the above-
referenced Customer);
7. Contractor name;
8. Contractor Tennessee Edison supplier ID number;
9. Contractor contact for invoice questions (name, phone, or email);
10. Contractor remittance address;
11. Description of delivered goods or services provided and invoiced, including
identifying information as applicable;
12. Number of delivered or completed units, increments, hours, or days as
applicable, of each good or service invoiced;
13. Applicable payment methodology of each good or service invoiced;
14. Amount due for each compensable unit of good or service; and
15. Total amount due for the invoice period.
b) Contractor's invoices shall:
1. Only include charges for goods delivered or services provided as described
in this Contract and in accordance with payment terms and conditions set
forth in this Contract;
2. Only be submitted for goods delivered or services completed and shall not
include any charge for future goods to be delivered or services to be
performed;
3. Not include a line item for Contractor's taxes, which includes without
limitation Contractor's sales and use tax, excise taxes, franchise taxes, real
or personal Property taxes, or income taxes; and
4. Include shipping or delivery charges only as authorized in this Contract.
The timeframe for payment (or any discounts) begins only when the State is in receipt of
an undisputed invoice that meets the minimum requirements of this Section.
6.5. Payment of Invoice. A payment by the State shall not prejudice the State's right to
object to or question any payment, invoice, or other matter. A payment by the State
shall not be construed as acceptance of goods delivered, any part of the services