Project Information

Bid Title

Fourteen (14) Passenger Vans

Issuing Agency

Knox County

Location

Tennessee

Published Date

Dec 4, 2025

Closing Date

Jan 7, 2026

Government Level

State & Local

Status

Closed

Ref. #

3702

Original Source

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Bid Documents

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Project Description

Name of Solicitation	Number	Deadline Due Date	Buyer	Attachments
Fourteen (14) Passenger Vans	3702	01-07-26	Robert Mackey (865) 215-5754	Click Here for the Solicitation

Attachment Preview

The Procurement Division of Knox County, Tennessee will receive sealed bids for the provision of Fourteen (14) Passenger

Vans as specified herein. Bids must be received by 2:00 p.m. on January 7, 2025 Late bids will neither be considered nor

returned.

Deliver Bids To:

Bid Number 3702

Knox County Procurement Division

Suite 100

1000 North Central Street

Knoxville, Tennessee 37917

The Bid Envelope must show the Company Name, Bid Number, Bid Name & Bid Opening Date.

SECTION I GENERAL TERMS AND CONDITIONS

1.1 ADDITIONAL INFORMATION: Knox County wants requests for additional information routed to Robert Mackey,

CPPB, Senior Buyer, at 865-215-5754, or emailed to robert.mackey@knoxcounty.org. If you have not heard from

the Buyer in a reasonable amount of time, please call for further assistance. Information about the Knox County

Procurement Division and current bids may be obtained on the internet at www.knoxcounty.org/procurement.

1.2 ACCEPTANCE: Vendors shall hold their price firm and subject to acceptance by Knox County for a period of ninety

(90) business days from the date of the bid opening, unless otherwise indicated in their bid.

1.3 ALTERNATIVE BIDS: Knox County will not accept alternate bids (those not equal to specifications) unless

authorized by the Invitation for Bid.

1.4 AUDIT HOTLINE: Knox County has established an Audit Hotline to report potential fraud and waste. To report

potential fraud, waste or abuse, please call or 1.866.858.4443 (toll-free). You can also file a report online by

accessing http://www.knoxcounty.org/hotline/index.php.

Vendors are hereby cautioned that this Audit Hotline does not replace the Award Protest Procedures found

in Section VI, Item M of the Knox County Procurement Regulations.

1.5 AWARD: Award will be made to the most responsive, responsible bidder(s) meeting specifications which presents

the product or service that is in the best interest of Knox County. Knox County reserves the right to award this bid

on an all-or-none basis, line-item basis, schedule basis. Knox County reserves the right to make a multiple award.

Knox County also reserves the right to not award this bid. The evaluation criteria are listed herein.

1.6 BID DELIVERY: Knox County requires bidders, when hand delivering bids, to time and date stamp the envelope

before depositing it in the bid box. Knox County will not be responsible for any lost or misdirected mail sent by

common carrier, nor will Knox County be responsible for submittals delivered to addresses or Suites other than the

delivery address and Suite specified at the top of this solicitation. The time clock in the Procurement Division shall

serve as the official record of time.

Bids must be in a sealed envelope/box prior to entering the Procurement Division office. Procurement

Division personnel are not allowed to see the submittal nor assist in placing documents in an envelope/box.

Additionally, the Procurement Division is not responsible for providing materials (e.g.: envelopes, boxes,

tape) for submittals.

1.7 BIDS REQUESTED ON BRANDS OR EQUAL: Unit price bids are requested on products that equal or exceed the

quality and performance of the brands and model numbers listed. References to brand names, trade names, model

numbers or other descriptions particular to specific brand products are made to establish a required level of quality

and functional capabilities and are not intended to exclude other products of that level. Comparable products of

other manufacturers will be considered if proof of comparability is contained in the bid. Or Equal does not mean the

manufacturing process, but rather that the item will perform in the manner needed by the County.

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It shall be the responsibility of the bidders, including bidders whose product is referenced; to furnish with the bid

such specifications, catalog pages, brochures or other data as will provide an adequate basis for determining the

quality and functional capabilities of the product offered. Failure to provide this data may be considered valid

justification for rejection of bid.

1.8 BUSINESS OUTREACH PROGRAM: Knox County has established a Business Outreach Program which has the

responsibility of increasing opportunity for small, minority and women owned businesses. This is being

accomplished through community education programs, policy edification, active recruitment of interested

businesses and process re-engineering.

Knox County is committed to ensuring full and equitable participation for all businesses. Knox County welcomes

submittals from those disadvantaged businesses that have an interest in providing goods and/or services listed

herein. In addition, Knox County strongly encourages the inclusion of disadvantaged businesses by non-

disadvantaged Contractors who may wish to partner or subcontract portions of this agreement in order to

accomplish the successful delivery of goods and/or services.

If you are a disadvantaged business and would like additional information about our Business Outreach Program,

please contact:

Diane Woods, CPPB

Administrator of Business Outreach

Knox County Procurement Division

Telephone: 865.215.5760

Email: diane.woods@knoxcounty.org

1.9 CONFLICT OF INTEREST: Vendors must have read and complied with the “Non-Conflict of Interest" statement

provided in the vendor registration process prior to the opening of this solicitation.

1.10 COPIES: Knox County requires that bids be submitted as one (1) marked original and one (1) exact copy. No copies

are required with an electronic bid response.

1.11

1.12

1.13

1.14

1.15

DECLARATIVE STATEMENTS: Any statement or words (e.g.: must, shall, will) are declarative statements and the

vendor must comply with the condition. Failure to comply with any such condition will result in the bid being

considered non-responsive and disqualified.

DELIVERY: Vendors must state the delivery time in their bid. Knox County requires that vendors deliver all products

“Free on Board” to final destination.

DESCRIPTIVE LITERATURE: Vendors are to clearly identify the manufacturer and the specifications to which they

are submitting. Vendors must provide descriptive literature with their bid.

ELECTRONIC TRANSMISSION OF BIDS: Knox County's Procurement Division will accept, and strongly

encourages, electronically transmitted bids through the County’s online Procurement system. Email and facsimile

submission are strictly prohibited. Knox County shall not be responsible for technical difficulties experienced by

vendors trying to register or submit their bid electronically less than twenty-four (24) hours prior to the bid opening

time.

HOW TO DO BUSINESS: Knox County utilizes a web-based Procurement software system, “KnoxBuys.” The

system provides our clients (vendors, county departments and the citizens of Knox County) with a more enhanced

and end-user friendly means of accessing our services. The system allows for on-line vendor registration and

maintenance, electronic receipt of purchase orders, on-line retrieval and submittal of quotes, bids and proposals for

our vendor-clients and on-line requisitioning and receiving for our county departments. In order for the County to

maximize its investment and minimize the cost associated with office operations we need your help. When doing

business with Knox County we are urging you to please go to our website www.knoxcounty.org/procurement,

register as a vendor in our on-line Procurement system, “KnoxBuys,” if you have not done so and whenever possible

to conduct your business with the County through this site. If you have any questions, please contact the

Procurement Division Representative listed in subsection 1.1 of this document.

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1.16 INCURRED COSTS: Knox County will not be responsible for any costs incurred by the bidder in the preparation of

their bid.

1.17 MULTIPLE BIDS: Knox County will consider multiple bids that meet specifications.

1.18 NEW MATERIAL: Unless specified otherwise in the bid package, the Contractor must provide new supplies. New,

as used in this clause, means previously unused materials. Material includes but is not limited to, raw material,

parts, items, components and end products. Contractor submission of other than new materials may be cause for

the rejection of their bid. For the purpose of this bid, used vehicles will not be considered.

1.19 NON-COLLUSION: Bidders, by submitting a signed bid, certify that the accompanying bid is not the result of, or

affected by, any unlawful act of collusion with any other person or company engaged in the same line of business

or commerce, or any other fraudulent act punishable under Tennessee or United States law.

1.20 PAYMENT METHOD: Knox County utilizes two (2) methods of placing order for products and/or services. The first

is the use of Purchase Orders. These Purchase Orders will be issued from the Knox County Procurement Division

via the method selected by the vendor during registration. The Purchase Order will detail the quantity, specific

item(s) and the contracted price for each item.

The second method is the use of the Knox County Credit Card (VISA). Orders placed with the card will list the same

information as the Purchase Order. Vendors will be given the card information and approval to process the

transaction by the requesting department. Vendors must indicate in their bid response if the vendor will accept

Knox County’s Credit Card (VISA) as a form of payment. Bidders are prohibited to charge Knox County any type

of merchant fee from their financial institution to accept this type of payment.

1.21 POSSESSION OF WEAPONS: All vendors and their employees and their agents are prohibited from possessing

any weapons on Knox County property without prior written consent from the County. In the case of a vendor whose

Contract requires possession of firearms or other weapons to successfully complete their Contract, vendor must

provide personnel who are bonded to bear said weaponry.

1.22 PROCESSING TIME FOR PAYMENT: Vendors are advised that a minimum of thirty (30) days is required to

process invoices for payment.

1.23 PROOF OF FINANCIAL AND BUSINESS CAPABILITY: Vendors must, upon request, furnish satisfactory

evidence of their ability to furnish products or services in accordance with the terms and conditions of these

specifications. Knox County will make the final determination as to the vendor’s ability.

1.24 RECYCLING: Knox County, in its continuing efforts to lessen the amount of landfill waste and to further recycling

efforts, request that bids being submitted on paper shall:

1.24.1 Be submitted on recycled paper;

1.24.2 Not include pages of unnecessary advertising;

1.24.3 Be made on both sides of each sheet of paper;

1.25 RESTRICTIVE OR AMBIGUOUS SPECIFICATIONS: It is the responsibility of the prospective bidder to review the

entire Invitation for Bid (IFB) packet and to notify the Procurement Division if the specifications are formulated in a

manner that would unnecessarily restrict competition. Any such protest or question regarding the specifications or

bidding procedures must be received in the Procurement Division by December 26, 2025 @ 4:30 p.m. local time.

These requirements also apply to specifications that are ambiguous.

1.26 SIGNING OF BIDS: In order to be considered, all bids must be signed. Please sign the original in blue ink.

By signing the bid document, the vendor acknowledges and accepts the terms and conditions stated in the bid

document. When submitting electronically, the submission of the bid constitutes the acceptance of all terms and

conditions and will legally bind the vendor to the County’s request for goods/services and the vendor’s subsequent

response.

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1.27 TAXES: Knox County purchases are not subject to taxation. Tax exemption certificates will be provided upon

request.

1.28 TITLE VI OF THE 1964 CIVIL RIGHTS ACT: “Nondiscrimination in Federally Assisted Programs”—“No person in

the United States shall, on the ground of race, color, or national origin, be excluded from participation in, be denied

the benefits of, or be subjected to discrimination under any program or activity receiving Federal financial

assistance.” 42 U.S.C. Section 2000 et seq. It is the policy of Knox County Government that all its services and

activities be administered in conformance with the requirements of Title VI.

1.29 UNFORESEEN CIRCUMSTANCES: During periods of closure due to unforeseen circumstances in Knox County

or closures at the direction of the Knox County Mayor, the Procurement Division will enact the following procedures

in regard to solicitations and closures:

• If the Mayor closes the Administrative offices prior to the time set for solicitation opening of any business day, all

solicitations due that same day will be moved to the next operational business day.

• Other unforeseen circumstances shall be at the sole discretion of the Procurement Director.

• Knox County shall not be liable for any commercial carrier’s decision regarding deliveries during any unforeseen

circumstances.

1.30 USE OF BID FORMS: Vendors must complete the bid forms contained in the bid package. Failure to complete the

bid forms may result in bid rejection.

1.31 VENDOR DEFAULT: Knox County reserves the right, in case of vendor default, to procure the articles or services

from other sources and hold the defaulting vendor responsible for any excess costs occasioned thereby. Should

vendor default be due to a failure to perform or because of a request for a price increase, Knox County reserves

the right to remove the vendor from the County's bidder’s list for twenty-four (24) months.

1.32 VENDOR REGISTRATION: Prior to the opening of this bid, ALL BIDDERS MUST be registered with the

Procurement Division. Please register on-line at our website at www.knoxcounty.org/procurement and click on “On-

line Vendor Registration.” Vendors must be registered with the Procurement Division prior to submitting their bid.

Knox County shall not be responsible for technical difficulties experienced by vendors trying to register less than

twenty-four (24) hours prior to the bid opening time.

1.33 WAIVING OF INFORMALITIES: Knox County reserves the right to waive minor informalities or technicalities when

it is in the best interest of Knox County.

SECTION II OBLIGATIONS, RIGHTS AND REMEDIES

These terms and conditions shall be part of the Contract. Knox County reserves the right to negotiate other terms

and conditions it deems appropriate and necessary under the circumstances to protect the public’s trust.

2.1 ALTERATIONS OR AMENDMENTS: No alterations, amendments, changes, modifications or additions to this

Contract shall be binding on Knox County without the prior written approval of the County.

2.2 APPROPRIATION: In the event no funds are appropriated by Knox County for the goods or services in any fiscal

year, or insufficient funds exist to purchase the goods or services, then the Contract shall expire upon the

expenditure of previously appropriated funds or the end of the current fiscal year, whichever occurs first, with no

further obligations owed to or by either party.

2.3 ASSIGNMENT: Contractor shall not assign or subcontract this agreement, its obligations or rights hereunder to any

party, company, partnership, incorporation or person without the prior written specific consent of Knox County.

2.4 BOOKS AND RECORDS: Contractor shall maintain all books, documents, accounting records and other evidence

pertaining to the goods and services provided under this Contract and make such materials available at its offices

at all reasonable times during the Contract period and for five (5) years from the date of the final payment under

this agreement for inspection by County or by any other governmental entity or agency participating in the funding

of this agreement, or any authorized agents thereof; copies of said records to be furnished if requested.

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Such records shall not include those books, documents and accounting records that represent the Contractor's

costs of manufacturing, acquiring or delivering the products and services governed by this agreement.

2.5 CHILD LABOR: Contractor agrees that no products or services will be provided or performed under this Contract

that have been manufactured or assembled by child labor.

2.6 CIVIL RIGHTS AND MINORITY BUSINESS ENTERPRISES: The successful bidder shall comply with the

regulations of U.S. Department of Transportation relative to non-discrimination in Federally assisted programs of

the Department of Transportation (Title 49, Code of Federal Regulations, Part 21) which will be incorporated by

reference and made a part of all contracts.

2.7 COMPLIANCE WITH ALL LAWS: Contractor is assumed to be familiar with and agrees to observe and comply

with all Federal, State, and local laws, statutes, ordinances, and regulations in any manner affecting the provision

of goods and/or services, and all instructions and prohibitive orders issued regarding this work and shall obtain all

necessary permits.

2.8 DEFAULT: If Contractor fails to perform or comply with any provision of this Contract or the terms or conditions of

any documents referenced and made a part hereof, Knox County may terminate this Contract, in whole or in part,

and may consider such failure or noncompliance a breach of Contract. Knox County expressly retains all its rights

and remedies provided by law in case of such breach; and no action by Knox County shall constitute a waiver of

any such rights or remedies. In the event of termination for default, Knox County reserves the right to purchase its

requirements elsewhere, with or without competitive bidding.

2.9 GOVERNING LAW; VENUE: This agreement shall be exclusively construed, governed, and controlled by the Laws

of the State of Tennessee without regard to principles of law, including conflicts of law, of any other jurisdiction,

territory, country, and/or province. Any dispute arising out of or relating to this agreement shall exclusively be

brought in the Chancery Court or the Circuit Court of Knox County, Tennessee. Each party consents to personal

jurisdiction thereto and waives any defenses based on personal jurisdiction, venue, and inconvenient forum.

2.10 INCORPORATION: All specifications, drawings, technical information, Invitation for Bids, Bid, Award and similar

items referred to or attached or which are the basis for this Contract are deemed incorporated by reference as if set

out fully herein.

2.11 INDEMNIFICATION—HOLD HARMLESS: Contractor shall indemnify, defend, save and hold harmless Knox

County, its officers, agents and employees from all suits, claims, actions or damages of any nature brought because

of, arising out of, or due to breach of the agreement by Contractor, its subcontractors, suppliers, agents, or

employees or due to any negligent act or occurrence or any omission or commission of Contractor, its

subcontractors, suppliers, agents or employees.

2.12 INDEPENDENT CONTRACTOR: Contractor shall acknowledge that it and its employees serve as independent

contractors and that Knox County shall not be responsible for any payment, insurance or incurred liability.

2.13 INSPECTION AND ACCEPTANCE: Warranty periods shall not commence until CAC inspects and formally accepts

the goods and/or services. The terms, conditions and timing of acceptance shall be determined by CAC. CAC

reserves the right to reject any or all items or services not in conformance with applicable specifications, and

Contractor assumes the costs associated with such nonconformance. Acceptance of goods or services does not

constitute a waiver of latent or hidden defects or defects not readily detectable by a reasonable person under the

circumstances.

2.14 IRAN DIVESTMENT ACT: By submission of this bid, each bidder and each person signing on behalf of any bidder

certifies, and in the case of a joint bid each party thereto certifies as to its own organization, under penalty of perjury,

that to the best of its knowledge and belief that each bidder is not on the list created pursuant to Tennessee Code

Annotated § 12-12-106.

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Commodity Codes

• NAICS 485999All Other Transit and Ground Passenger Transportation

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