ITB VHS126-CFMAI-6257 Vendor Questions and Answers.pdf

This document is a Vendor Questions and Answers file for a Formal Invitation to Bid (ITB VHS126-CFMAI-6257) issued by San Bernardino County Fleet Management for the procurement of auto and truck lights and electrical items. The solicitation seeks competitive bids for a comprehensive range of lighting and electrical components including red LED clearance lights, momentary door jam switches, backup lamps, license plate lamps, marker lamps, light bars, stop/tail/turn lights, LED headlamps, floodlights, and LED light bars from specified manufacturers including Grote, Cole Hersee, Truck Lite, GL, and Buyers. The ITB was released on January 27, 2026, with a deadline for submission of vendor questions on February 3, 2026 at 10:00 AM and a proposal submission deadline of February 10, 2026 at 4:00 PM. The resulting contract will establish pricing for a five-year term beginning July 1, 2026 through June 30, 2031, with a tentative contract award date of March 2026. Bidders must submit detailed pricing on all items listed in Attachment A in Excel format through the County's electronic procurement system (ePro) or in sealed paper form to the County Fleet Management Business Office at 210 N. Lena Road, San Bernardino, California 92415. Delivery is required within one to two days on stock parts after receipt of a purchase order.

All bids must be submitted on an F.O.B. destination basis with freight charges priced separately, excluding California sales/use tax and Federal excise tax, with payment terms of Net 60 days after acceptance of items. The County applies a five percent local vendor preference for vendors with a principal place of business within San Bernardino County boundaries, with local vendors' bids receiving a five percent cost reduction in price-based evaluations or five percent of allowable points added in best value evaluations. The solicitation does not identify any specific set-aside provisions for disadvantaged enterprises, incumbent vendors, or current contractors. The evaluation will be made to the responsive, responsible bidder providing the best value, with the County retaining discretion to award to single or multiple vendors and preferring vendors who bid on all listed items, though partial bids may be considered at the County's discretion. Price adjustment requests may be submitted in writing 30 days prior to the adjustment date and are subject to Fleet Management Fiscal Unit review and approval. The contract structure is designed for variable quantities throughout the year based on fleet management needs and repair requirements, with no fixed quantities specified upfront. Strict adherence to brand specifications with no product substitutions is required, and the County is self-insured for the procurement.