GENESEE COUNTY PURCHASING
A Division of the Genesee County Controller’s Office
COUNTY ADMINISTRATION BLDG
1101 BEACH STREET, ROOM 361,
FLINT, MICHIGAN 48502
Phone: (810) 257‐3030 Fax (810)257‐3560
August 8, 2019
GENESEE COUNTY INVITATION TO BID #19-198
Sealed bids will be received until 3:00 p.m. (EDT), Monday, August 26, 2019, at the
Genesee County Purchasing Department, 1101 Beach Street, Room 361, Flint, MI,
48502 for 2020 VEHICLES.
This procurement is conducted in accordance with the Genesee County Purchasing
Regulations, a copy of which is on file and available for inspection at the Genesee
County Purchasing Department.
Each offeror is responsible for labeling the exterior of the sealed envelope containing
the bid response with the bid number, bid name, bid due date and time, and your firm’s
name. The bid request number and due date for this ITB are:
3:00 p.m. (EDT), Monday, August 26, 2019
SUBMISSION OF QUESTIONS DUE: 5:00 p.m. (EDT), Thursday, August 15, 2019
BID REQUEST NUMBER:
Derrick Jones, Purchasing Administration
GENESEE COUNTY IS AN EQUAL OPPORTUNITY EMPLOYER
TABLE OF CONTENTS
SECTION 1 - INSTRUCTIONS TO PROPOSERS .......................................... 3
SECTION 2 - STANDARD TERMS & CONDITIONS ...................................... 4
SECTION 3 - ADDITIONAL TERMS & CONDITIONS .................................... 4
SECTION 4 – VEHICLE SPECIFICATION SHEETS & BID FORM ................ 7
SIGNATURE PAGE......................................................................................... 9
EXHIBIT A .............................................................................................. 10
SECTION 1 - INSTRUCTIONS TO PROPOSERS
1. Sealed bids will be received until 3:00 p.m. (EDT), Monday, August 26, 2019, at
the Genesee County Purchasing Department, 1101 Beach Street, Room 361, Flint,
MI, 48502. The Genesee County Purchasing Department hours of operation are
8:00 a.m. to 5:00 p.m., closed holidays and furlough days, check website for closed
days. Label the envelope containing the bid response as described on page 1.
LATE PROPOSALS/BIDS SENT BY FACSIMILE OR E-MAIL WILL NOT BE
2. Please carefully review this document. It provides information necessary to aid
participating vendors in formulating a thorough response. A formal, comprehensive
review period will be conducted to ensure that Genesee County selects the best
possible vendor that will provide the best value and service.
3. Submit one original, one paper copy and one electronic copy of your bid. All
bids become the property of Genesee County. The original must include a
signature on the Signature Page of a person authorized to make a binding offer.
Additionally the bid response must consist of one copy in electronic format on a CD,
DVD or USB flash drive formatted in Adobe (.pdf), Microsoft Word, and/or Microsoft
Excel. Failure to provide the required number of duplicate copies may result in
rejection of your bid.
4. Michigan Inter-governmental Trade Network– an alternate review of the IFB 2020
VEHICLES can be done at:
a. Genesee County has partnered with BidNet as part of the Michigan Inter-
governmental Trade Network and will post their bid opportunities to this
site. As a vendor, you can register with Michigan Inter-governmental
Trade Network (use hyperlink or
https://www.mitn.info/Registration.asp?ID=2340) and be sure that you see
all available bids and opportunities. By selecting automatic bid
notification, your company will receive emails once Genesee County has a
bid opportunity that matches your company's business. In addition, the
site handles bid opportunities, RFPs, and RFQs for other member
governmental agencies. If you need help registering, please call Michigan
Inter-governmental Trade Network support department toll free 1-800-835-
b. Bids may not be submitted at the MITN site for this offering.
5. All communications, any modifications, clarifications, amendments, questions,
responses or any other matters related to this IFB, shall be made by and through
the purchasing contact reference in this solicitation. No contact regarding this
solicitation made with other County employees is permitted. Any violation of this
condition may result in immediate rejection of bid.
6. All prospective proposers shall be responsible for routinely checking the Genesee
County Purchasing Department website at
http://www.gc4me.com/departments/purchasing for issued addenda and other
relevant information. Genesee County shall not be responsible for the failure of a
prospective proposer to obtain addenda and other information issued at any time
related to this ITB.
7. Bid Format: Submit the following:
ITB # 19-198 – Cover Page to End of Document
Completed Vehicle Bid Form
Signed Signature Page
State of Michigan New Vehicle Dealers License Number
Statement of Exceptions (see Section 3 #17)
8. Preference for Preferred Businesses: Unless the funding source for the contract
prohibits such preferences, within 5 business days of bid opening, if the lowest
responsive responsible bidder is not a Genesee County Business or a Veteran-
Owned Business, a Genesee County Business or Veteran-Owned Business who
has submitted a responsive bid that is no more than 5% higher than the lowest
responsive bid may submit an amended bid to the Purchasing Manager. In the
event that there are multiple Preferred Businesses that would qualify for an
opportunity to submit an amended bid, only the Preferred Business submitting the
lowest qualifying bid may submit an amended bid. A Preferred Business who is the
lowest responsive and responsible bidder may not amend their bid pursuant to this
section. Amended bids submitted by Preferred Businesses in this manner shall be
considered along with other responsive bids submitted by responsible bidders.
SECTION 2 - STANDARD TERMS & CONDITIONS
See Genesee County website, Purchasing Department for Standard Terms and
Conditions by going to the following link:
SECTION 3 - ADDITIONAL TERMS & CONDITIONS
1. Purpose: Through this ITB, Genesee County (“the County”) is soliciting bids
from qualified contractor to procure 2020 vehicles.
2. Issuing Office: This ITB is issued by the Genesee County Purchasing
Department on behalf of the Motor Pool Department. The sole contact person is
Derrick Jones, Purchasing Administrator, Genesee County, 1101 Beach Street,
Room 361, Flint, Michigan 48502, phone: (810)-257-3030, fax: (810) 257-3560
and firstname.lastname@example.org. Email is the preferred method of contact.
3. Questions & Inquiries: All questions regarding this ITB shall be submitted in
writing and received no later than Thursday, August 15, 2019 by 5:00 p.m.
(EDT), to the Genesee County Purchasing Department as listed above. E-mail is
the preferred method of contact for all inquiries concerning this ITB. No verbal
interpretation to any respondent as to the meaning of any requirement stated in
this ITB shall be binding on Genesee County. All responses to questions
regarding this ITB shall be issued in writing and distributed as an addendum by
4. Addenda: Genesee County reserves the right to amend and provide clarification
of this ITB prior to the date for bid submission. In such an event, an addendum
will be posted on the Purchasing Department website
(http://www.gc4me.com/Purchasing/currentbids.htm.). Further, all proposers shall
acknowledge having seen any and all addendums issued (1, 2, 3, etc.) on the
5. Bid Considerations: All costs incurred in the preparation of a response to this
ITB or any costs prior to approval of the contract by Genesee County and formal
notification to the selected proposer will be the responsibility of the respondent,
and will not be reimbursed by Genesee County. Bids should be prepared simply
and economically, providing a straightforward, concise description of the
proposer’s ability to meet the requirements of this ITB.
6. Responsive Bids: To ensure proper consideration, all proposers are
encouraged to submit a complete response to this ITB using the format outlined in
Section 7, INFORMATION REQUIRED FROM PROPOSERS. In addition, at
least one of the paper bids must be signed with an original signature of the
official authorized to bind the proposer to its provisions.
7. Bid Modifications: Clarifications, modifications, or amendments to any Bid that
has been submitted, but prior to the Bid Opening Date, may be made only within
the discretion and written approval of the Purchasing Manager.
8. Withdrawal of Bid: Bids may only be withdrawn by a proposer with written
notice prior to the date and time set for the opening of bids.
9. Validity Period: Any bid submitted as a result of this Request for Bid shall be
binding on the proposer for 120 calendar days following the due date.
10. Right To Reject: Genesee County reserves the right to reject any and all bids
received in response to this ITB.
11. Disclosure: All information in an offeror’s bid is subject to disclosure under the
provisions of Public Act N. 442 of 1976 known as the “Freedom of Information
Act”. This Act also provides for the complete disclosure of contracts and
attachments thereto. In the event that a proposer wishes to designate any portion
of their submission as “confidential” or “proprietary,” the proposer must contact the
Purchasing Manager prior to submission of the bid. All requests regarding
disclosure and requests for confidentiality of a bid response to this ITB shall be
submitted in writing and received no later than Monday, August 19, 2019 by 12:00
p.m. (EDT), to the Genesee County Purchasing Department as listed above.
12. Errors, Omissions, And Discrepancies: If a Proposer discovers any ambiguity,
conflict, discrepancy, omission, or other error in the ITB, it shall immediately notify
the Genesee County Purchasing Manager of such error in writing and request
modification or clarification of the document prior to the deadline for submitting
questions. Genesee County will make modifications by issuing a written
addendum. The proposer is responsible for clarifying any ambiguity, conflict,