Agency: Sebastian County
State: Arkansas
Type of Government: State & Local
Posted Date: Jan 4, 2024
Due Date: Jan 9, 2024
Solicitation No: SC-2406
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bid# title date time status
SC-2406 Vehicles 01/09/2024 2:00 PM OPEN

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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
Vehicles for Sebastian County Departments
DATE: January 9, 2024
TIME: 2:00 P.M.
PLACE: Purchasing Department
35 South 6th Street, Room 106
Fort Smith, Arkansas
County Judge’s Office
Sebastian County Purchasing Dept.
35 South 6th Street, Room 106
Fort Smith, Arkansas 72901
(1) Return address
(2) Bid opening date
(3) Bid number & title
NAME OF BIDDER: ___________________________________________________
ADDRESS: __________________________________________________________
CITY/STATE/ZIP CODE: _______________________________________________
TELEPHONE NUMBER: ______________________ FAX Number: __________________________
SIGNATURE OF AUTHORIZED AGENT: ________________________________________________________
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.
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
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
2500 Tradesman 4x4
Grand Cherokee Laredo 4x4
Grand Cherokee Laredo 4x4
2023/2024 Chevrolet
Silverado ½ LT 4WD
1500 Tradesman 4x4
Please provide vehicle specifications as well as any option(s) pricing.
From:__________________________ Signature: ___________________________
Print Name: ___________________________ Title: _______________________________
Date: _____________________________ Email: ____________________________________
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
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, 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
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
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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Bid Due: 4/22/2024