Project Information

Bid Title

Various Fleet Maintenance Items

Issuing Agency

City of Kingsport

Location

Tennessee

Published Date

Dec 17, 2025

Closing Date

Jan 14, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Category*	Solicitation Name	Addenda	Engineer/Architect Contact	Pre-bid Meeting	Bid Opening Date & Time / Reply Date
ITB	Various Fleet Maintenance Items		Procurement Department 423-229-9419		Jan 14,2026 04:00 PM ET

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Required Documents Checklist for Bids

Please ensure your Bid Submittal contains the items referenced below. Place a check beside each item

once you have verified that the requested item is included.

The following items are required to be included with your Bid submittal:

□ Signed Bid Form with Pricing

□ Signed FTA Contract Clauses Page

□ Completed DBE Certifications

□ Signed Buy American Certification

□ Signed Lobbying Certification

***Failure to include the above referenced items may result in rejection of your Bid***

City of Kingsport – Procurement Department

415 Broad Street, Kingsport, TN 37660

Phone – (423) 229-9419 Fax – (423) 224-2433

INVITATION FOR BID

THIS FORM MUST BE COMPLETED AND

SIGNED FOR YOUR BID TO BE CONSIDERED VALID.

Address to: Procurement Manager

City of Kingsport

415 Broad Street

Kingsport, TN 37660

phone (423) 229-9419 or fax (423) 224-2433

Date Issued: 12/17/25

F.O.B. Kingsport

Total Number of Pages: 45

This sealed bid in the original copy, subject to the terms and conditions on the attachment, will be received by the

Procurement Manager until 4:00 P.M., Eastern Time on January 14, 2026, at which time will be publicly opened in

Conference Room 436, 4th Floor, City Hall, 415 Broad Street, Kingsport, TN. IN THE LOWER LEFT CORNER OF

YOUR ENVELOPE ADDRESSED TO ABOVE, MARK YOUR ENVELOPE “FLEET MAINTENANCE ITEMS” AND

DATE OF THE BID OPENING.

READ TERMS AND CONDITIONS BEFORE COMPLETING THIS FORM

Item Quantity U/I

Description

Unit Price Total Price

01

EA

VARIOUS FLEET MAINTENANCE ITEMS AS SPECIFIED ON

THE FOLLOWING PAGES.

VENDOR IS REQUIRED TO COMPLETE THE FOLLOWING

PAGES IN THIS PACKET TO RECORD PRICING.

PRICES OFFERED ARE TO REMAIN FIRM FOR TWELVE

MONTHS FOLLOWING THE BID OPENING DATE.

THE QUANTITIES SPECIFIED ON THE FOLLOWING PAGES

ARE ESTIMATES ONLY. THE CITY WILL ORDER ITEMS ON

AN AS NEEDED BASIS. AWARD OF BID DOES NOT

GUARANTEE THAT WE WILL PURCHASE THE QUANTITY

SPECIFIED.

THIS FORM MUST BE SIGNED TO BE CONSIDERED

COMPLETE.

In compliance with this Invitation for Bid and subject to all conditions thereof, the undersigned agrees, if this bid is accepted within

60 days from the date of the opening, to furnish all of the material/service upon which prices are quoted, delivered at the designated

point(s) within the time specified.

(A) Terms: NET

(B) Delivery/Job completion within

days after notification.

(C) Specification/Letter of explanation enclosed: YES ( ) NO ( )

Handwritten Signature of Authorized Representative

Name of Firm

Date

THIS FORM MUST BE SIGNED TO BE CONSIDERED COMPLETE

TERMS AND CONDITIONS

1. Bids must be submitted on this form only and bear the handwritten signature of an authorized representative of the firm to be considered valid. Each

bid will be placed in a separate envelope. Be sure the envelope is completely and properly identified and sealed. Telephone bids or fax bids will not

be accepted. Unless otherwise stated by the City, no bidder may withdraw his bid within a period of sixty (60) days after the date set for the opening

of bids.

2. If prices are quoted FOB Kingsport, TN., delivery to City of Kingsport locations shall be without additional charge.

3. Failure to examine any drawings, specifications, and instructions will be a bidder's risk. If bidder is in doubt as to the true meaning of any part of the

drawings, specifications and instructions or other documents, he should submit a written request for an interpretation to the Procurement Manager.

An interpretation of the documents will be made only by addendum issued by the Procurement Manager to each firm to whom an invitation was

forwarded. The City will not be responsible for explanation or interpretations of bid documents except as issued in accordance herewith.

4. Where a brand or trade name appears in the specifications, it is understood that the brand or trade name referred to, or its approved equivalent,

shall be furnished. If no mention is made of any exceptions, it is assumed that he is bidding on the article mentioned and not an approved equivalent.

5. The bidder is requested to attach brochure-type information on the supplies furnished. All guaranteed and warranties should be clearly stated.

6. Taxes. The City is exempted from Federal excise taxes and state and local sales taxes and bidders must quote prices which do not include such taxes.

An exemption certificate will be furnished upon request.

7. Bids and modifications or corrections thereof received after the closing time specified will not be considered. The City is not responsible for delays in

delivery by mail, courier, etc.

8. Any exceptions to these terms and conditions or deviations from written specifications will be shown in writing and attached to the bid form.

9. Any alteration, erasure, addition to or omission of requested information, change of the specifications, or bidding schedule, is made at the risk of the

bidder and may result in the rejection of the bid, unless such changes are authorized by the specifications.

10. In the event cash discounts are offered by the bidder, the discount date shall begin with the date of the invoice or the date of receipt of all material

covered by the order/contract, whichever is the later date.

11. Charges for boxing or cartage will not be allowed unless previously agreed upon.

12. Default in promised delivery and failure to comply with specifications authorizes the City to purchase supplies elsewhere and charge the difference to

defaulting Vendor.

13. Bidder agrees to defend and save City of Kingsport from and against all demands, claims, suits, costs, expenses, damages and judgments based upon

infringement of any patents relating to goods specified in this order or the ordinary use or operation of such goods by City or use or operation of such

goods in accordance with bidders direction.

14. In case of error or discrepancy in the mathematics of the bid price, the unit prices shall prevail.

15. By submission of a signed bid, the bidder certifies total compliance with Title VI and Title VII of the Civil Rights Act of 1964, as amended, and all

regulations promulgated thereunder.

16. Contracts and purchases will be made or entered into with the lowest, responsible, compliant bidder meeting specifications for the particular grade

or class of material, work or service desired in the best interest and advantage to the City of Kingsport. Responsible bidder is defined as a bidder

whose reputation, past performance, and business and financial capabilities are such that he would be judged by the appropriate City authority to be

capable of satisfying the City's needs for a specific contract or purchase order.

17. The City reserves the right to determine the low bidder either on the basis of the individual items or on the basis of all items included in its

INVITATION TO BID, unless otherwise expressly provided in the INVITATION TO BID. The City reserves the right to accept any item or group of items of

any kind and to modify or cancel in whole or in part, its INVITATION TO BID.

18. All contracts or purchase orders issued for this award will be governed by the laws of the State of Tennessee.

19. The City, in accordance with its governing directives, reserves the right to reject any and all bids, to waive any informality or irregularities in bids and

unless otherwise specified by the bidder, to accept any item.

20. This Bid includes an option to allow the City of Kingsport the right to purchase additional vehicles/equipment. The City’s use of this option will be

dependent upon the price offered by the vendor and the availability of funding. The City may exercise this option clause for a period of twelve (12)

months after the award of the Bid. The City is aware that costs may increase for vehicle/equipment manufacture and delivery, and therefore a price

adjustment for unit cost may be negotiated between the two parties. Documentation of cost increase is to be provided to the City by the Awarded

Bidder as requested.

21. The contract will be awarded for a period of one (1) year with a renewal option on an annual basis in one (1) year increments providing all terms,

conditions and cost are acceptable to both parties. The City reserves the right to re-bid at the end of any contract period.

22. CONFLICT OF INTEREST:

a) No Board Member or officer of the City of Kingsport or other person whose duty it is to vote for, let out, overlook or in any manner

superintend any of the work for the City of Kingsport has a direct interest in the award of the vendor providing goods or services.

b) No employee, officer or agent of the grantee or sub-grantee will participate in selection, or in the award or administration of an award

supported by Federal funds if a conflict of interest, real or apparent, would be involved. Such a conflict would arise when the employee,

officer or agent, any member of their immediate family, his or her partner, or an organization, which employs, or is about to employ, any of

the above, has a financial or other interest in the firm selected for award.

TERMS AND CONDITIONS

Page 2 of 2

c) The grantee’s or sub-grantees officers, employees or agents will neither solicit nor accept gratuities, favors or anything of monetary value

from vendors, potential vendors, or parties to sub-agreements.

d) Do you or any officers/part-owners/stake-holders/employees of this company have any relative(s) (relatives include spouse, children,

stepchildren or any to whom you are related by blood or marriage) that are currently employed by the City of Kingsport, Tennessee,

including the Kingsport City School System or serve on the Kingsport Board of Mayor and Aldermen or the Kingsport Board of Education?

_____Yes ______No

If you answered yes please state the name and relationship of the employee or member of the Kingsport Board of Mayor and Aldermen or

Kingsport Board of Education member ____________________________________________________________________

e) Are you or any officers/part-owners/stake-holders/employees of this company also employees of the City of Kingsport, including the

Kingsport City School System or serve on the Kingsport Board of Mayor and Aldermen or Kingsport Board of Education? _______Yes

______No

If you answered yes please state the name of the employee or board member

___________________________________________________

f) By submission of this bid, the vendor is certifying that no conflicts of interest exist.

23. DRUG FREE WORKPLACE REQUIREMENTS:

a) Private employers with five or more employees desiring to contract for construction services attest that they have a drug free workplace

program in effect in accordance with TCA 50-9-112.

24. ELIGIBILITY:

a) The vendor is eligible for employment on public contracts because no convictions or guilty pleas or pleas of nolo contender to violations of

the Sherman Anti-Trust Act, mail fraud or state criminal violations with an award from the State of Tennessee or any political subdivision

thereof have occurred.

25. GENERAL:

a) Vendor fully understands the preparation and contents of the attached offer and of all pertinent circumstances respecting such offer.

b) Such offer is genuine and is not a collusive or sham offer.

26. IRAN DIVESTMENT ACT:

a) Concerning the Iran Divestment Act (TCA 12-12-101 et seq.), by submission of this bid/quote/proposal, each vendor and each person signing

on behalf of any vendor certifies, and in the case of a joint bid/quote/proposal, each party thereto certifies as to its own organization, under

penalty of perjury, that to the best of its knowledge and belief that each vendor is not on the list created pursuant to § 12-12-106.

27. NON-COLLUSION:

a) Neither the said vendor nor any of its officers, partners, owners, agents, representatives, employees or parties interest, including this

affiant, has in any way colluded, conspired, connived or agreed, directly or indirectly, with any other responder, firm, or person to submit a

collusive or sham offer in connection with the award or agreement for which the attached offer has been submitted or to refrain from

making an offer in connection with such award or agreement ,or collusion or communication or conference with any other firm, or, to fix

any overhead, profit, or cost element of the offer price or the offer price of any other firm, or to secure through any collusion, conspiracy,

connivance, or unlawful agreement any advantage against the City of Kingsport or any person interested in the proposed award or

agreement.

b) The price or prices quoted in the attached offer are fair, proper and not tainted by any collusion, conspiracy, connivance, or unlawful

agreement on the part of the firm or any of its agents, representatives, owners, employees, or parties in interest, including this affiant.

28. BACKGROUND CHECK REQUIREMENT FOR SCHOOL SYSTEM SUPPLIERS:

a) In submitting this bid/quote/proposal, you are certifying that you are aware of the requirements imposed by TCA § 49-5-413 (d) to conduct

criminal background checks through the Tennessee Bureau of Investigation and the Federal Bureau of Investigation on yourself and any of

your employees who may come in direct contact with students or who may come on or about school property anytime students are present.

You are further certifying that at no time will you ever permit any individual who has committed a sexual offense or who is a registered sex

offender to come in direct contact with children or to come on or about school property while students are present.

29. NON-BOYCOTT OF ISRAEL AFFIDAVIT

a) Concerning the Non-Boycott of Israel Act (TCA 12-4-1 et seq.), by submission of this bid/quote/proposal, each supplier and each person

signing on behalf of any supplier certifies, and in the case of a joint bid/quote/proposal, each party thereto certifies as to its own

organization, under penalty of perjury, that to the best of its knowledge and belief that each supplier is not boycotting Israel pursuant to §

12-4-1 and will not during the term of any award. Note: Applicable only to contracts of $250,000 or more and to suppliers with 10 or more

employees.

All contractors and/or subcontractors with the Kingsport Area Transit Service are required to meet the following federal

requirements (Materials & Supplies >$100,000)

1. No Government Obligations to Third Parties

2. False Statements or Claims Civil and Criminal Fraud

3. Access to Third Party Contract Records

4. Changes to Federal Requirements

5. Termination (>$10,000)

6. Civil Rights (Title VI, EEO, ADA) (>$10,000)

7. Disadvantaged Business Enterprises (DBEs)

8. Bidder’s Certification of Disadvantaged DBE/Transit Vehicle Manufactures Certification (Return Signed Form with Bid

Proposal)

9. Incorporation of FTA Terms

10. Debarment and Suspension (>$25,000)

11. Buy America Requirements (>$150,000) (Return Signed Form with Bid Proposal)

12. Resolution of Disputes, Breaches, or Other Litigation (>$250,000)

13. Lobbying (>$100,000) (Return Signed Form with Bid Proposal)

14. Clean Air (>$150,000)

15. Clean Water (>$150,000)

16. Cargo Preference (For property transported by ocean vessel)

17. Fly America (For foreign air transport or travel)

18. Prompt Payment

19. Seat Belt Use & Distracted Driving

20. Prohibition on Certain Telecommunications Equipment

21. Notice to FTA and US DOT Inspector General of information related to fraud, waste, abuse, or other legal matters

(>$25,000)

22. Energy Conservation

23. Recycled Products

24. ADA Access (A & E)

25. Notification of Federal Participation for States (Limited to States)

26. Solid Waste Disposal

Additional information and description of the above requirements are available as requested. Signing this document

certifies the vendor understands their responsibility to be in compliance with the above third party contract clauses. All

the above contract clauses are attached with this document.

Signature of Authorized Representative

Date

Name of Vendor

Commodity Codes

• NAICS 811111General Automotive Repair

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