Project Information

Bid Title

Utility Terrain Vehicles

Issuing Agency

State Government of Arkansas

Location

Arkansas

Published Date

Dec 8, 2025

Closing Date

Dec 31, 2025

Government Level

State & Local

Status

Closed

Ref. #

ADPHT-26-014

Original Source

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Bid Documents

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Project Description

Current Solicitations

Bid Information Bid Number: ADPHT-26-014 Agency: Department of Parks and Tourism Opening Date & Time: 12/31/2025 02:00 PM CST Description: Utility Terrain Vehicles Buyer's Email: jennifer.a.dury@arkansas.gov

Bid Documents PDF XLS Other Web ADPHT-26-014 - Utility Terrain Vehicles Solicitation ADPHT-26-014 - Specifications Attachments 1-6 ADPHT-26-014 - Standard Commodities Contract ADPHT-26-014 - Bid Response Packet

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STATE OF ARKANSAS

Department of Parks, Heritage and Tourism

1100 North St.

Little Rock, AR 72201

INVITATION FOR BID

SOLICITATION DOCUMENT

Solicitation Number:

Description:

Division/Agency:

SOLICITATION INFORMATION

ADPHT-26-014

Solicitation Issued:

Utility Terrain Vehicles

Arkansas Department of Parks, Heritage and Tourism

December 8, 2025

BID DUE DATE

Bid Response Due Date: December 31, 2025

Time: 2:00 p.m., Central Time

Bid responses for this Invitation for Bid must be delivered to the Department of Parks, Heritage, and Tourism

on or before the submission deadline. Bids received after the submission deadline may be rejected as

untimely. See Section 1.2 for information regarding Live Bid Openings.

DELIVERY OF RESPONSE DOCUMENTS

Delivery Address and

IFB Opening Location

Arkansas Department of Parks Heritage & Tourism

1100 North Street

Little Rock, AR 72201

Delivery providers, USPS, UPS, and FedEx deliver mail to the delivery street

address on a schedule determined by each individual provider. These providers will

deliver based solely on the street address. Prospective Contractors assume all

risk for timely, properly submitted deliveries.

Bid’s Outer Packaging

Seal outer packaging and properly mark with the following information. If outer

packaging of bid submission is not properly marked, the package may be opened for

bid identification purposes.

• Solicitation number

• Date and time of bid opening

• Prospective Contractor's name and return address

Buyer:

Email Address:

Department Website:

DEPARTMENT NAME CONTACT INFORMATION

Jennifer Dury

Buyer’s Direct Phone

Number:

(501) 324-9582

Jennifer.a.dury@arkansas.gov Department’s Main Number: (501) 324-9150

https://adpht.arkansas.gov

Page 1 of 9

Rev 8/2025

SECTION 1 – INFORMATION AND INSTRUCTIONS

1.1 INTRODUCTION

This Invitation for Bid (IFB) is issued by the Arkansas Department of Parks, Heritage and Tourism for the

Division of Parks Operations to obtain pricing and a contract(s) for Utility Terrain Vehicles as detailed in

Attachments 1, 2, 3, 4, 5, and 6.

Direct all communications regarding this Solicitation to the Buyer on page one (1) of the IFB.

1.2 LIVE BID OPENING

Use the information below to view the bid opening online [replace with physical bid location if applicable]

Teams Meeting Link: Join the meeting now

Meeting ID: 1 084 280 719 38

Passcode: xr6cu6WF

Call-In Information: +1 501-244-3310,,26462246#

1.3 TYPE OF CONTRACT

A. As a result of this IFB, the Department intends to award a contract to a single Contractor (see

Contractor Selection).

B. The anticipated starting date for any resulting contract is January 19, 2026, except that the actual

contract start date may be adjusted unilaterally by the State for up to three (3) calendar months. By

submitting a signed bid in response to the IFB, the Prospective Contractor represents and warrants

that it will honor its bid as being held open as irrevocable for this period.

C. The initial term of a resulting contract will be for a single round of purchases as specified in

Attachments 1-6.

1.4 DEFINITION OF TERMS

A. Unless otherwise defined herein, all terms defined in Arkansas Procurement Law have the same

meaning herein.

B. The terms “Invitation for Bid,” “IFB,” and “Solicitation” are used synonymously in this document.

C. “Prospective Contractor” means a responsive and responsible bidder who submits a bid that meets

the Requirements and criteria set forth in this Solicitation.

D. “Requirement” means a term, condition, provision, deliverable, Specification, or a combination

thereof, that is obligated under the Solicitation, resulting contract, or both.

E. “Shall” and “must” mean the imperative and are used to identify Requirements and Specifications.

F. “Specification” means any technical or purchase description or other description of the physical or

functional characteristics, or of the nature, of a commodity or service. “Specification” may include a

description of any Requirement for inspecting, testing, or preparing a commodity or service for

delivery.

G. “State” means the State of Arkansas. When the term “State” is used herein to reference any

obligation of the State under a contract that results from this Solicitation, that obligation is limited to

the Department using such a contract.

1.5 CONTRACTOR SELECTION

A. For each Attachment (1-6) award is expected to be made to the responsive and responsible

Prospective Contractor determined to have submitted the lowest bid that meets the Requirements

and criteria set forth in the IFB, based on the Total Unit Cost entered on Specifications Attachments

1-6 submitted by the Prospective Contractor.

B. The State reserves the right to determine that received costs from any vendor are unreasonable (too

high for the requirements of the subject solicitation) or unrealistic (too low to reflect the ability of the

Page 2 of 9

offeror to meet the requirements of the solicitation). When it is determined by the State that pricing is

potentially unrealistic or unreasonable, the State may request an offeror to clarify elements of pricing,

and the offeror may be removed from consideration for a solicitation, at the sole discretion of the

State.

C. If the State so chooses, negotiations may be conducted with the lowest-bidding, responsive and

responsible Prospective Contractor if:

1. All bids received from responsive and responsible bidders exceed available funding; or

2. It appears that additional savings to the state may result from negotiation.

D. If negotiations fail to result in a contract, the State may negotiate with the next lowest-bidding,

responsive and responsible Prospective Contractor.

1. The negotiation process may be repeated until an acceptable lower bid price is negotiated, or

until such time the State determines negotiations are no longer in the best interest of the state.

2. Negotiations are conducted at the sole discretion of the State.

E. Once the anticipated awardee has been determined, the anticipated award will be posted to the

Solicitation posting, generally for a period of fourteen (14) days prior to the issuance of a contract.

The postings are anticipated awards only, subject to protest.

F. A contract is not effective prior to final award being made by the State; some contracts may be

subject to Legislative review prior to final award.

1.6 CLARIFICATION OF SOLICITATION

A. Submit questions regarding this Solicitation via email to the Buyer on page one (1) of the IFB by

midnight, Central Time on or before December 15, 2025.

1. For each question submitted, Prospective Contractor should reference the specific Solicitation

item number to which the question refers, as applicable.

2. Prospective Contractors’ written questions will be consolidated and answered by the State as

deemed appropriate. The State’s consolidated written response is anticipated to be posted to the

Solicitation posting by the close of business on December 17, 2025. If Prospective Contractor

questions are unclear or non-substantive in nature, the State may request clarification of a

question(s) or decline to answer.

B. The Prospective Contractor should notify the Buyer of any term, condition, etc., that precludes the

Prospective Contractor from submitting a Responsive Bid. Prospective Contractors should note that it

is the responsibility of the Prospective Contractor to seek resolution of all such issues, including

those relating to the terms and conditions of the contract, prior to the submission of a bid.

C. Prospective Contractors may contact the Buyer with non-substantive questions at any time prior to

the bid opening.

D. An oral statement by the Department will not be part of any contract resulting from this Solicitation

and may not reasonably be relied on by any Prospective Contractor as an aid to interpretation unless

it is reduced to writing and expressly adopted by the Department.

1.7 RESPONSE DOCUMENTS

A. All bids must be submitted to the delivery address and by the submission deadline on page one (1)

of the IFB.

B. Bid Response Packet

1. Prospective Contractors shall utilize the Bid Response Packet attached to the Solicitation to

submit their bids.

Page 3 of 9

2. The following are bid submission Requirements and must be submitted as part of a Prospective

Contractor’s bid.

a. Signed Bid Signature Page; signature may be ink or digital.

b. Proposed Subcontractors Form

c. Completed Bid Response Packet, which must be in English.

d. Completed Official Bid Pricing: Entered on Specifications Attachments 1, 2, 3, 4, 5, and 6

i. Pricing must be proposed in U.S. dollars and cents.

ii. Quantities stated are estimates only and are not guaranteed. Prospective Contractor

must bid unit price on the estimated quantity and unit of measure specified.

• The State may order more or less than the estimated quantity on term contracts, and

the Contractor shall sell to the Department quantities ordered at no more than the

bid price.

iii. If pricing documents do not allow for accurate pricing, Prospective Contractor should

notify the Buyer at least seventy-two (72) hours before the bid opening time.

iv. Prices must be firm offers and adjustments may be negotiated at the time of contract

award.

v. Discount from list bids pricing is not acceptable unless requested elsewhere in the

Solicitation.

vi. State and local sales taxes should not be included in the bid price. Trade discounts

should be deducted from the unit price, and the net price should be shown in the bid.

e. Copy of Prospective Contractor’s Equal Opportunity Policy

i. Pursuant to Arkansas Code Annotated § 19-60-104, OSP requires a Prospective

Contractor bidding on a state contract to submit a copy of the Prospective Contractor’s

Equal Opportunity (EO) Policy. Prospective Contractors not required by law to have an

EO Policy must submit a written statement to that effect.

f. Proposed Subcontractors Form (Standard Commodities Contract, section 14).

3. The following items, which must be submitted prior to a contract award to the Prospective

Contractor, may also be included with the Prospective Contractor’s bid response:

a. EO 98-04 Contract & Grant Disclosure Form (see Standard Commodities Contract, section

11).

b. Voluntary Product Accessibility Template (VPAT), if applicable.

4. Prospective Contractors should not include any other documents or ancillary information, such

as a cover letter or promotional marketing information.

C. Prospective Contractors should not alter any language in Solicitation document(s) or on

Specifications Attachments 1, 2, 3, 4, 5, and 6 provided by the State.

D. Prospective Contractors’ bids cannot be altered or amended after the bid opening except as

permitted by law or rule.

E. As requested, Prospective Contractors shall provide clarification regarding Prospective Contractor’s

bid response.

F. Prospective Contractors may submit multiple bids.

Page 4 of 9

SECTION 2 – SPECIFICATIONS AND REQUIREMENTS

2.1 SPECIFICATIONS

A. See Specifications Attachments 1, 2, 3, 4, 5, and 6.

B. The commodity must meet or exceed the minimum specifications as listed in Specifications

Attachments 1, 2, 3, 4, 5, and 6.

C. The specifications listed in attachments 1-6 are considered base vehicles for this bid. The standard

base vehicle may include items that are not included by the manufacturer on the standard base

vehicle. When these items are included in the specifications, the bidder must include the cost of

these items in the bid price and list the manufacturer’s option code(s) on the corresponding

Specifications Attachment Sheet(s) 1-6.

D. All bid submissions that meet or exceed the minimum specifications will be considered.

E. The Prospective Contractor’s Bid Price shall include FOB Destination Delivery to each Park

Location(s) as outlined in Specifications attachments 1-6.

2.2 PRE-DELIVERY INSPECTION

A. The Contractor shall, prior to delivery, perform a complete Pre-Delivery Inspection (PDI). Any vehicle

found not to be in compliance with this requirement may not be accepted for the purpose of delivery.

The PDI will include but is not limited to the manufacturer’s recommendations and must include the

following:

1. Tires are to be inspected to ensure proper inflation levels.

2. All fluid levels are to be checked and corrected as needed.

3. Vehicle is to be test-driven, and features are to be checked to ensure proper function.

4. Final assembly or installation features, equipment, or any additional options must be completed

prior to delivery.

5. All necessary adjustments, repairs, or replacements must be made prior to final delivery.

SECTION 3 – SOLICITATION TERMS AND CONDITIONS

3.1. ACCEPTANCE OF REQUIREMENTS

A. A Prospective Contractor’s past performance with the State may be used to determine if the

Prospective Contractor is responsible (19-CAR § 1-401).

1. Bids submitted by Prospective Contractors determined to be non-responsible will be rejected.

B. A single Prospective Contractor must be identified as the prime contractor.

1. The prime Contractor shall be responsible for the resulting contract and jointly and severally

liable with any of its subcontractors, affiliates, or agents to the State for the performance thereof.

C. By submitting a bid, the Prospective Contractor represents and warrants:

1. That the prices in the bid have been arrived at independently, without any collusion with

another competing Prospective Contractor.

a. Collusion violates Arkansas Procurement Law and can lead to suspension, debarment,

and can be referred to the Attorney General’s officer for investigation and appropriate legal

action (Arkansas Code Annotated § 19-61-403 and 19-61-702).

Page 5 of 9

Commodity Codes

• NAICS 336112Light Truck and Utility Vehicle Manufacturing
• NAICS 336999All Other Transportation Equipment Manufacturing
• NAICS 441228Motorcycle, ATV, and All Other Motor Vehicle Dealers

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