ESBD_397128_1739934975684_IFB-000016 New 4 Full Size SUVs.pdf

IFB-2025-000016

Hill Country Community MHMR Center

IFB NEW FULL-SIZE SUVS OR EQUIVELENT

Open: February 18, 2025, 12:00am Type: Invitation For Bid Close: March 4, 2025, 4:30pm Number: IFB-2025-000016

Sealed Until 03/04/25 4:30pm

Contacts Any questions or concerns regarding this invitation for bid shall be directed to:

Wendi Finkbeiner wendi8861@hillcountry.org Phone: (830) 792-3300

Please note: This bid has been posted on the Electronic State Business Daily (ESBD) website:

http://esbd.cpa.state.tx.us/. It is the bidder’s responsibility to check this site for any addendum’s that may be posted.

Description New full-size SUV models Chevrolet Tahoe, GMC Yukon, Ford Expedition or equivalent.

Four (4) vehicles will be purchased.

Prerequisites

1. Equivalent Items

2. Warranty

3. Transportation

4. Best Value

5. As a vendor responding to this invitation upon submission of your response, regardless of the format of your submission, you and the entity you represent are agreeing to the terms and conditions presented here and in accordance with the laws of the State of Texas.

Buyer Attachments

1. Bid Form: Detailed Specification Checklist with Questions –

Complete and return pages 4-5 with quotes mailto:wendi8861@hillcountry.org http://esbd.cpa.state.tx.us/

Hill Country Community MHMR Center

Bid Conditions & Instructions Questions & Inquiries – If you have any questions regarding this bid, please email wendi8861@hillcountry.org for clarification.

Delivery Timeline - Vendors must specify the estimated delivery time upon receiving an order.

Transportation (Vehicles) – The vendor is responsible for transporting vehicles from the dealership to the designated facility. Transportation costs must be included in the quote and should reflect a fully insured delivery. However, HCCMHMRC may contract transportation separately if transportation is deemed excessive. Vehicles must be delivered operational and ready for use upon arrival. The vendor must coordinate the exact delivery details with the Fleet Department point of contact and provide at least 24-hour notice before delivery.

Vehicle Inspection Upon Arrival – Upon delivery, each will be inspected for damage, functionality, and compliance with specifications. Any damages or discrepancies must be documented and resolved by the vendor before acceptance.

Shipping and Insurance Requirements (for standard equipment or parts) – All equipment must be shipped F.O.B. Destination, freight prepaid and included in the cost. The quote price must cover all shipping costs and include full insurance against loss or damage during transit.

Additional Charges - All potential charges must be clearly outlined in the bid response. Any charges not explicitly listed in the quote will be the vendor’s responsibility.

Alternate Product Submissions - Hill Country Community MHMR Center will consider alternate products, provided they meet or exceed the required specifications. Alternate submissions must include manufacturer name, model number, product literature, and specification sheets. Hill Country Community MHMR Center reserves the right to determine equivalency, and all decisions will be final.

Vendor Contact Information - Vendors must provide the name, phone number, and email of the individual responsible for managing Hill Country Community MHMR Center’s account.

Contract Terms & Texas Law Compliance - If vendor terms conflict with those of Hill Country Community MHMR Center, only the terms allowed under Texas law will be enforceable.

Right to Cancel - Hill Country Community MHMR Center reserves the right to cancel the contract immediately if the vendor fails to perform as required.

Funding Contingency - If funding is not appropriated by the Texas Legislature or otherwise made unavailable, this contract may be canceled in whole or in part without penalty.

Performance Acceptance Criteria - The equipment must meet all specified performance criteria for final acceptance.

Warranty Requirement - The vendor must provide a copy of the manufacturer’s warranty with the equipment. The warranty period begins upon acceptance of the equipment by Hill Country Community MHMR Center.

Payment Terms - Payment will be made Net 30 days after receiving the invoice, product delivery, and final acceptance as operational, based on the performance criteria outlined in the bid. Final acceptance must be approved by the designated department point of contact.

mailto:wendi8861@hillcountry.org

Hill Country Community MHMR Center

Vehicle Specifications Vehicle Type: Chevrolet Tahoe, GMC Yukon, Ford Expedition, or Equivalent.

Interior/Exterior: Standard, no color preference

Drivetrain: AWD or 4WD

Ground Clearance: Must be higher than standard factory clearance to accommodate rough terrain and river crossings.

Engine: Minimum Standard, capable of providing sufficient power for off-road conditions

Towing Capacity: Standard

Seating Capacity: Minimum of 5 passengers

Safety Features: Must include, at a minimum, anti-lock brakes (ABS), traction control, and electronic stability control

Technology & Convenience: Standard and off-road suspension package

Warranty: Minimum manufacturer’s standard warranty.

Product Line Items

# Item Name, Description Allow Alternates

QTY UOM Requested Delivery

1 New Full-Size SUVs Ground Clearance 9-10 inches yes 4 ea TBD

2 Basic Warranty The estimated budget for this procurement is approximately $53,000 per vehicle.

Hill Country Community MHMR Center

BID FORM

Vendor Representative

1. Name:

2. Company & Title:

3. Email:

4. Phone:

General Bid Questions

1. Are any of the items on this invitation for bid Export Controlled

2. If export is controlled, provide any ITAR Categories or ECCNs that apply.

3. Current location of vehicle – City, State

4. Provide contact information (name, phone, e-mail) for a representative that can address questions on this bid response.

5. Leadtime for delivery - days from order placement.

6. Identify any cooperative contracts your company participates in that we could leverage for this procurement opportunity.

Vehicle Specific

Vehicle Manufacturer:

Vehicle Model #:

Vehicle Type:

Vehicle Year:

Specification Checklist

Fill out every space in Section 2

• Place an X in the box if the item meets the exact specification.

• If the item differs from the specifications, provide a description of the deviation.

• All items must be factory-installed, unless stated otherwise.

Section 1 Specifications Section 2

Vehicle Type: Full Size SUV Make:

Model:

Type:

Seating Capacity: 5 to 8 passengers ☐

Drivetrain: RWD or 4WD Specify:

Hill Country Community MHMR Center

Base Engine: V6 or V8 Specify:

Towing Capacity: Standard ☐

Body-on-Frame Construction:

Built on truck-based platforms for durability ☐

Cargo Space: Large cargo areas with fold-flat third-row seating ☐

Transmission: 10-speed automatic ☐

Towing Capacity: 8,400-9,300 lbs ☐

Information System: 10-12 in touchscreen ☐

Safety Features: Standard ☐

Color (Int/Ext) Standard, no color preference Specify:

Air Conditioning Standard ☐

Heater/Defroster Standard ☐

Windows/Locks Standard ☐

Jack w/wheel Standard ☐

Ground Clearance 9-10 inches ☐

Other Notes (if applicable):

Email Bids (Bid Form & Quotes) to solicitaions@hillcountry.org