The Procurement Division of Knox County, Tennessee will receive sealed bids for the provision of MACK DIESEL DIAGNOSTICS AND ENGINE REPAIR SERVICES as specified herein. Bids must be received by 2:00 p.m. local time on December 10, 2026. Late bids will neither be considered nor returned. Deliver Bids To: Bid Number 3781 Knox County Procurement Division Suite 100 1000 North Central Street Knoxville, Tennessee 37917 The Bid Envelope must show the Company Name, Bid Number, Bid Name & Bid Opening Date.
SECTION I GENERAL TERMS AND CONDITIONS
1.1 ADDITIONAL INFORMATION: Knox County wants requests for additional information routed to Brian Hubbs, Construction and Contract Specialist, at 865-215-5753. Additional information requests and questions may be emailed to the buyer listed in the solicitation. If you have not heard from the Buyer in a reasonable amount of time, please call for further assistance. Information about the Knox County Procurement Division may be obtained on the county procurement website.
1.2 ACCEPTANCE: Vendors shall hold their price firm and subject to acceptance by Knox County for a period of ninety (90) business days from the date of the bid opening, unless otherwise indicated in their bid.
1.3 ALTERNATIVE BIDS: Knox County will not accept alternate bids (those not equal to specifications) unless authorized by the Invitation for Bids.
1.4 AUDIT HOTLINE: Knox County has established an Audit Hotline to report potential fraud and waste. To report potential fraud, waste or abuse, file a report through the county's hotline process. Vendors are hereby cautioned that this Audit Hotline does not replace the Award Protest Procedures found in Section VI, Item M of the Knox County Procurement Regulations.
1.5 AWARD: Award will be made to the most responsive, responsible bidder(s) meeting specifications, who presents the product or service that is in the best interest of Knox County. Knox County reserves the right to award this bid on an item-by-item basis, an all or none basis, or by multiple award, whichever is in the best interest of the County. Knox County reserves the right to not award this bid. Award will be made in accordance with the evaluation criteria specified herein. If a multiple award is extended, Knox County reserves the right to get quotes from each awarded vendor for projects as needed. All quotes submitted must be based on pricing submitted for this IFB. Purchase Orders would be issued based on quotes submitted.
1.6 BID DELIVERY: Knox County requires respondents, when hand delivering bids, to time and date stamp the envelope before depositing it in the bid box. Knox County will not be responsible for any lost or misdirected mail sent by common carrier, nor will Knox County be responsible for submittals delivered to addresses and Suites other than the delivery address and Suite specified at the top of this solicitation. The time clock in the Procurement Division shall serve as the official record of time. Solicitations must be in a sealed envelope/box prior to entering the Procurement Division office. Procurement Division personnel are not allowed to see the submittal nor assist in placing documents in an envelope/box. Additionally, the Procurement Division is not responsible for providing materials (e.g.: envelopes, boxes, tape) for submittals.
1.7 BUSINESS OUTREACH PROGRAM: The purpose of this program is to increase the opportunity for companies doing business with Knox County by encouraging participation through site visits, providing education and support regarding policies and procedures, and actively recruiting all interested suppliers.
1.8 CONFLICT OF INTEREST: Vendors must have read and complied with the "Nonconflict of Interest" statement provided in the vendor registration process prior to the opening of this solicitation.
1.9 COPIES: Knox County requires that bids being submitted by hand be submitted with one (1) marked original and one (1) exact copy.
1.10 DECLARATIVE STATEMENT: Any statement or words (e.g.: must, shall, will) are declarative statements and the vendor must comply with the condition. Failure to comply with any such condition may result in their bid being nonresponsive and disqualified.
1.11 ELECTRONIC TRANSMISSION OF BIDS: Knox County's Procurement Division will not accept electronically transmitted bids through the County's online procurement system.
1.12 HOW TO DO BUSINESS: Knox County utilizes a web based procurement software system, "KnoxBuys." The system provides our clients (vendors, County departments and the citizens of Knox County) with a more enhanced and end user friendly means of accessing our services. The system allows for online vendor registration and maintenance, electronic receipt of purchase orders, online retrieval and submittal of quotes, bids and proposals for our vendor/clients and online requisitioning and receiving for our county departments. In order for the County to maximize its investment and minimize the cost associated with office operations we need your help. When doing business with Knox County we are urging you to please register as a vendor in the County online procurement system and whenever possible to conduct your business with the County through that site. If you have any questions, please contact the Procurement Division Representative listed in Section 1.1 of this document.
1.13 INCURRED COSTS: Knox County will not be responsible for any costs incurred by the bidder in the preparation of their bid.
1.14 MULTIPLE BIDS: Knox County will consider multiple bids that meet specifications.
1.15 NONCOLLUSION: Vendors, by submitting a signed bid, certify that the accompanying bid is not the result of, or affected by, any unlawful act of collusion with any other person or company engaged in the same line of business or commerce, or any other fraudulent act punishable under Tennessee or United States law.
1.16 PAYMENT METHOD: Knox County utilizes two (2) methods of placing orders for products. The first is the use of Purchase Orders. These Purchase Orders will be issued from the Knox County Procurement Division via the method selected by the Vendor during registration. The Purchase Order will detail the quantity, specific item(s) and the contracted price for each item. The second method is the use of the Knox County Credit Card (VISA). Orders placed on the credit card will list the same information as the Purchase Order. Vendors will be given the card information and approval to process the transaction for the requesting department. Vendors must indicate in their bid response if the Vendor will accept the Knox County Credit Card (VISA) as form of payment. Bidders are prohibited to charge Knox County any type of merchant fee from their financial institution to accept this type of payment.
1.17 PROCESSING TIME FOR PAYMENT: Vendors are advised that a minimum of thirty (30) days is required to process invoices for payment when the invoicing instructions herein are followed.
1.18 PROOF OF FINANCIAL AND BUSINESS CAPABILITY: Bidders must, upon request, furnish satisfactory evidence of their ability to furnish products or services in accordance with the terms and conditions of these specifications. Knox County will make the final determination as to the bidders' ability.
1.19 RECYCLING: Knox County, in its continuing efforts to lessen the amount of landfill waste and to further recycling efforts, requests that bids be sent electronically. Bids being submitted on paper shall: be submitted on recycled paper; not include pages of unnecessary advertising; be made on both sides of each sheet of paper.
1.20 RESTRICTIVE OR AMBIGUOUS SPECIFICATIONS: It is the responsibility of the prospective bidder to review the entire Invitation for Bids (IFB) packet and to notify the Procurement Division if the specifications are formulated in a manner that would unnecessarily restrict competition. Any such protest or question regarding the specifications or bid procedures must be received in the Procurement Division no later than 4:30 p.m. local time on November 23, 2026. These requirements also apply to specifications that are ambiguous.
1.21 SIGNING OF BIDS: In order to be considered all bids must be signed. Please sign the original in blue ink. By signing the bid document, the bidder acknowledges and accepts the terms and conditions stated in the document and will legally bind the vendor to the County's request for goods and/or services.
1.22 TAXES: Knox County purchases are not subject to taxation. Tax exemption certificates will be provided upon request.
1.23 TERM BID AGREEMENTS: If this bid results in a term bid Contract with the vendor, Knox County must receive all general price decreases that other similar customers receive.
1.24 TITLE VI OF THE CIVIL RIGHTS ACT: It is the policy of Knox County Government that all its services and activities be administered in conformance with the requirements of Title VI.
1.25 UNFORESEEN CIRCUMSTANCES: Procedures for solicitation openings in the event of county closures or other unforeseen circumstances are defined in the IFB.
1.26 USE OF BID FORMS: Vendors must complete the bid forms contained in the bid package. Failure to complete the bid forms may result in rejection of their bid.
1.27 VENDOR DEFAULT: Knox County reserves the right, in case of vendor default, to procure the articles or services from other sources and hold the defaulting vendor responsible for any excess costs occasioned thereby.
1.28 VENDOR REGISTRATION: Prior to the opening of this bid, ALL BIDDERS must be registered with the Procurement Division. A vendor application may be submitted through the County procurement registration process. Vendors must be registered with the Procurement Division prior to submitting their bid. Knox County shall not be responsible for technical difficulties experienced by vendors trying to register or submit their bid electronically less than twenty four (24) hours prior to the bid opening time.
1.29 WAIVING OF INFORMALITIES: Knox County reserves the right to waive minor informalities or technicalities when it is in the best interest of Knox County.
SECTION II OBLIGATIONS, RIGHTS AND REMEDIES
(Contains standard contractual clauses regarding alterations/amendments, appropriation, assignment, books and records, child labor, compliance with laws, default, governing law and venue, incorporation, indemnification, independent contractor status, inspection and acceptance, Iran Divestment Act compliance, limitations of liability, nondiscrimination and nonconflict, order of precedence, remedies, right to inspect, severability, tax compliance, Tennessee Procurement Protection Act compliance, termination, warranty.)
SECTION III SPECIAL TERMS AND CONDITIONS
3.1 INTENT: The intent of this solicitation is to convey to prospective vendors the general type and quality of Mack Truck Diagnostics and Diesel Engine Repair Services as desired by Knox County at an economical price. Knox County intends to make a Best Value Award.
3.2 ACCEPTANCE: Bidders are advised that the payment of an invoice does not necessarily constitute as an acceptance of services that are provided. Acceptance requires a specific written action by Knox County so stating.
3.3 ACCOUNT SETUP: The successful Vendors(s) will be required to set up separate accounts for Knox County Fleet Service Center and any other departments that may use this Term Contract.
3.4 ADDITIONS/DELETIONS: Knox County reserves the right to add or delete goods and/or services to this term bid.
3.5 AWARD STATUS: Knox County intends to issue a one (1) year award with optional renewals for up to four additional one-year periods.
3.6 BIDDER OBLIGATION: Each bidder shall become fully acquainted with conditions relating to the scope and restrictions attending execution of the work.
3.7 BID EVALUATION: Knox County reserves the right to use any or all of the ideas from bids submitted and to accept any part or all of the successful bid in selecting an operation judged to be in the best interest of the County.
3.8 CERTIFICATION: Technicians must have medium/heavy truck ASE certifications, and Mack/Volvo factory training and certifications. Certifications shall be included in the bid package.
3.9 CHANGES AFTER AWARD: Knox County may change needs or requirements after award; additional costs may be considered if documented.
3.10 COMMUNICATIONS: Extensive communication is required; information transmitted by telephone should be followed up by email. Contractor must submit list of individuals and contact information to agency contracts.
3.11 COMPLIANCE WITH ALL APPLICABLE REGULATIONS: Vendor agrees to comply with applicable codes, laws and regulations.
3.12 CONTACT PERSONNEL: Knox County should be assigned no more than two Contractor contacts to handle billing inquiries and service related issues.
3.13 CONTRACT EXECUTION: Award may result in a Contract that must be voted on by the Knox County Commission.
3.14 DESTINATION AND DELIVERY: Bidders must include all destination and delivery charges in their price. Delivery must be "free on board" to the County department.
3.15 DISCONTINUED ITEMS: Successful vendor(s) shall notify Knox County Procurement Division of discontinued items and recommend substitutions.
3.16 EQUIPMENT/CAPABILITIES/PERSONNEL: Bidders required to list equipment, assets and personnel, including certified technicians, service bays, equipment used for repairs, and years in business. Equipment shall be submitted in Attachment B.
3.17 EVALUATION CRITERIA: Price 80 Points; Capabilities (Equipment and Personnel) 20 Points.
3.18 EVALUATION REVIEW: County may use external reliable sources and may conduct written/oral discussions or interviews after bid opening.
3.19 EXCEPTIONS TO SPECIFICATIONS: Bidders taking exceptions must indicate exceptions in bid response.
3.20 GRATUITIES AND KICKBACKS: Prohibitions against gratuities and kickbacks described.
3.21 INSURANCE: Successful vendor must carry insurance per Attachment A and provide Certificate of Insurance prior to contract execution; County must be listed as additional insured where required.
3.22 INTERPRETATION: No oral interpretation will be made; all questions must be submitted in writing or electronically and will be answered via Addendum.
3.23 INVOICE REVIEW: Knox County shall review invoices for adherence to Contract terms; variations prohibited.
3.24 INVOICING REQUIREMENTS: Invoices must show detailed information including date(s) of service, license number, County decal number, make/model of vehicle, services performed, unit price, be original and prenumbered; invoices submitted in triplicate and must match Purchase Order number.
3.25 NEW MATERIAL: Unless specified otherwise, bidder must provide new supplies.
3.26 NEWS RELEASES BY VENDORS: Contractor will not make news releases concerning any resultant Contract without prior written approval of Knox County.
3.27 NO CONTACT POLICY: After receipt of solicitation, contact with any Knox County representative other than Procurement Division representative is prohibited.
3.28 OFFER WITHDRAWAL: No bid can be withdrawn after filing unless request in writing prior to bid opening time or County fails to accept within ninety (90) days after opening.
3.29 OPEN RECORDS ACT: Bidders cautioned that documents submitted shall be open to the public pursuant to Tennessee Public Records Act.
3.30 POSSESSION OF WEAPONS: Vendors and employees prohibited from possessing weapons on County property without prior written consent.
3.31 PRICING: Unit prices remain firm for first 12 months; price increases may be considered only at renewal periods with required documentation.
3.32 QUALITY CONTROL: Parts/labor must be of sufficient quality; defective parts/labor returned to Contractor shall be replaced/repaired at no cost.
3.33 QUANTITIES: No guaranteed quantities; goods and services ordered on as-needed basis.
3.34 REJECTION OF BIDS: County reserves the right to reject any and all bids and waive informality.
3.35 REMOVAL OF VENDOR'S EMPLOYEES: County may require removal of employees who endanger persons or property.
3.36 REPAIR TIME: Bidders must state guaranteed number of business hours for repairs to be completed after receipt of Purchase Order; must state a single number of business hours, not a range.
3.37 SAFETY AND PROTECTION: Contractor solely responsible for safety precautions and programs; compliance with TOSHA, OSHA, EPA and AHERA.
3.38 SAFETY TRAINING: Contractor responsible for training employees in safety and health regulations.
3.39 SUBMIT QUESTIONS: Prospective bidders may submit questions concerning this solicitation until 4:30 p.m. local time on November 23, 2026 as noted in Section 1.1.
SECTION IV SCOPE OF WORK
4.1 SCOPE OF WORK: Knox County is seeking a Contractor(s) to provide Mack Truck Diagnostics and Diesel Engine Repair Services. Work to include but not limited to ability to flash and reprogram engines, transmissions and body control modules, calibrate DPF and ACM after treatment systems, program M-Drive and program transmission control modules. Knox County will deliver equipment to the Contractor's location(s). Knox County reserves the right to get quotes for diesel engine repairs from other sources if the need arises.
4.2 CONTRACTOR'S RESPONSIBILITIES: Provide competent supervision and workers; take precautions to protect persons or property; notify Knox County designee when repairs are completed.
4.3 DELIVERY/DISTANCE: Knox County will transport vehicles to Contractor's facility. Contractor facilities must be located within fifty (50) miles of the Knox County Fleet Service Center at 205 West Baxter Avenue, Knoxville, TN 37917. Bidders must state the address(es) where service will be performed.
4.4 EXPERIENCE: Bidders may be required to supply additional information regarding demonstrated experience.
4.5 KNOX COUNTY'S RESPONSIBILITIES: Deliver equipment to vendor during approved hours and pick up equipment in a timely manner during approved hours once notified work is complete.
4.6 WARRANTY: Vendors must submit manufacturer's standard warranty and shall promptly replace or repair defective material, parts, workmanship and/or inadequate design at no cost to Knox County.
(Additional vendor information, pricing tables, insurance attachment and equipment list follow in the IFB packet.)
