VHS126-CFMAI-6305 Vendor Q and A.pdf

This is a Vendor Questions and Answers document related to a Heavy Truck Auto Parts Invitation to Bid issued by San Bernardino County Fleet Management Department. The solicitation seeks competitive bids for 20 specified automotive and truck parts including Velvac pushlock tees, JJ Keller vehicle inspection books, Milton couplers, absorbent materials, fire extinguishers, grease products, Trucklite lighting components, Bendix valves, reflective striping, wheel seals, fuel filters, and related fleet maintenance supplies. Bids were due March 3, 2026, at 3:00 PM, with the deadline for submitting questions set at February 24, 2026, at 10:00 AM. The resulting contract will establish pricing for a five-year term beginning August 13, 2026, through August 12, 2031. Vendors may submit bids for all items or partial bids at the County's discretion, and delivery is required on FOB destination basis within one to two days of purchase order receipt. Tentative contract award is scheduled for March through April 2026.

The document specifically addresses vendor inquiries regarding estimated annual usage and quantity forecasting for the bid items. Fleet Management indicated that no estimated quantities can be provided due to the unpredictable nature of repair service needs and the business environment. Pricing is structured on a per-unit basis rather than annual volume commitments. Bidders must provide exact percentage discounts off manufacturer list prices for each item with no substitutions permitted when brand names are specified, requiring only Original Equipment parts. Payment terms are Net 60 days from acceptance of merchandise or receipt of invoice, whichever is later, with a local vendor preference of five percent applying to vendors with principal place of business within San Bernardino County. A minimum 30-day discount and net payment term requirement applies, and actual order quantities will vary based on Fleet Management's operational needs throughout the contract period.