JEFFERSON COUNTY PARKS \& RECREATION COMMISSION
INVITATION TO BID
One New 2026 or 2027 Three-Quarter-Ton 4WD Pickup Truck
SEALED BIDS DUE: Wednesday, November 18, 2026, 10:00 a.m. Eastern Time
Delivery / opening location: 235 Sam Michaels Lane, Shenandoah Junction, WV 25442
1. Invitation and contact The Jefferson County Parks \& Recreation Commission (JCPRC) invites sealed bids from qualified vehicle dealers for one new, unused 2026 or 2027 three-quarter-ton, four-wheel- drive pickup truck meeting Attachment A. Bids must include a firm total delivered price and estimated delivery date.
Questions: Andrew Upwright, Park Superintendent, aupwright@jcprc.org, 235 Sam Michaels Lane, Shenandoah Junction, WV 25442. Questions must be submitted in writing; only written addenda issued by JCPRC modify this solicitation.
2. Schedule
First planned advertisement Thursday, October 29, 2026
Second planned advertisement Thursday, November 5, 2026
Written questions due Monday, November 9, 2026, 4:00 p.m.
Target final addenda Tuesday, November 10, 2026
Sealed bids due / public opening Wednesday, November 18, 2026, 10:00 a.m.
Anticipated review November 18, 2026, following bid opening
Award Anticipated November 18, 2026 Board meeting, subject to review and approval
JCPRC may amend this schedule by written addendum. The planned advertisement schedule is subject to confirmation of applicable legal and local policy requirements before publication.
3. Submission instructions Submit two signed paper copies in a sealed envelope marked "SEALED BID - 2026/2027 3/4-TON PICKUP TRUCK - DO NOT OPEN." Deliver or mail to JCPRC, Attn: Andrew Upwright, 235 Sam Michaels Lane, Shenandoah Junction, WV 25442. Bids must be physically received by the deadline. Email submissions are not accepted. Late bids will not be opened or considered. Bids will be opened publicly immediately after the deadline at the delivery address.
4. Bid contents Include: (a) signed Attachment B with firm delivered price, model year/make/model, vehicle availability and estimated delivery; (b) completed Attachment A compliance checklist, identifying all deviations; (c) signed Attachment C non-collusion certification; (d) dealership business contact information and evidence of authority to sell the vehicle; and (e) acknowledgement of every issued addendum. JCPRC may verify licensing, responsibility and other legally required qualifications before award.
5. Evaluation and award Award is intended to be made to the lowest-priced responsive bid submitted by a responsible dealer meeting all mandatory specifications, subject to available funding and required approval. Total delivered price includes vehicle preparation, freight and all dealer fees; do not include applicable exempt sales tax. JCPRC may reject any or all bids, waive minor informalities where legally permissible, request clarification that does not materially change a bid, or cancel and reissue the solicitation in its best interest. Material deviations may render a bid nonresponsive. No oral presentation is anticipated.
6. Purchase and delivery terms Bid prices must remain firm for 60 calendar days after opening. The successful dealer shall deliver the specified vehicle to 235 Sam Michaels Lane, Shenandoah Junction, WV 25442, with manufacturer warranty documentation, keys, manuals, title/registration documentation needed for lawful transfer, and any applicable inspection documents. Delivery timing proposed in Attachment B becomes part of the purchase order if accepted. Payment will be made following delivery, inspection and acceptance, upon a proper invoice, under agreed purchase order terms. No substitution or price increase is permitted without prior written JCPRC approval.
7. General conditions All bidders must comply with applicable federal, West Virginia and local laws. The bidder bears all costs of bid preparation. Bids may be withdrawn before the deadline by written request; after opening, withdrawal or correction is subject to applicable law and JCPRC procedures. Submitted bids may be subject to disclosure under the West Virginia Freedom of Information Act; merely labeling information confidential does not guarantee exemption. Any contract is subject to availability of funds and required approvals. Written addenda will be posted or distributed through the same stated solicitation channel; bidders are responsible for checking for updates.
ATTACHMENT A - VEHICLE SPECIFICATIONS AND COMPLIANCE Vehicle offered must be new and unused, model year 2026 or 2027. Check each item and describe any deviation on an additional sheet. Comparable makes/models are welcome; brand names are illustrative only.
☐ Meets ☐ Deviation Three-quarter-ton (250/2500 series or equivalent) full-size pickup
☐ Meets ☐ Deviation Four-wheel drive (4WD)
☐ Meets ☐ Deviation Gasoline engine and automatic transmission
☐ Meets ☐ Deviation White exterior finish
☐ Meets ☐ Deviation Crew cab with four full doors
☐ Meets ☐ Deviation Factory air conditioning and heating
☐ Meets ☐ Deviation Power windows and door locks; remote keyless entry
☐ Meets ☐ Deviation Cruise control and tilt steering
☐ Meets ☐ Deviation Anti-lock brakes, tire pressure monitoring system
☐ Meets ☐ Deviation Rearview backup camera
☐ Meets ☐ Deviation AM/FM audio and Bluetooth connectivity
☐ Meets ☐ Deviation Intermittent windshield wipers
☐ Meets ☐ Deviation All-season tires and all-weather floor mats
☐ Meets ☐ Deviation Manufacturer standard equipment and factory warranty
Examples of potentially comparable models: Ford F-250, Chevrolet Silverado 2500HD, GMC Sierra 2500HD, Ram 2500. List all exceptions, optional equipment and included warranties.
ATTACHMENT B - BID COVER SHEET Bid: One New 2026 or 2027 3/4-Ton 4WD Pickup Truck | Due November 18, 2026, 10:00 a.m.
Dealership legal name: __________________________________________
Business address: ______________________________________________
Contact name / phone / email: ____________________________________
Vehicle year / make / model / trim: _______________________________
VIN (if available): ______________________________________________
Total firm delivered price (all fees included; excluding exempt sales tax): $____________
Vehicle status: ☐ In stock ☐ Ordered ☐ Other: ___________________
Estimated delivery date / number of days after award: __________________
Manufacturer warranty: __________________________________________
Addenda acknowledged (numbers/dates): ____________________________
List of deviations attached: ☐ No ☐ Yes
Authorized signature: _____________________ Date: _______________
Printed name and title: __________________________________________
By signing, the bidder certifies the information is accurate and agrees to the bid terms, subject to expressly disclosed deviations.
ATTACHMENT C - NON-COLLUSION CERTIFICATE I certify that I am authorized to submit this bid on behalf of the dealership identified below; that this bid was prepared independently and without collusion, agreement or improper coordination with competing bidders concerning pricing or competition; and that, to the best of my knowledge, the statements in this certificate are true.
Dealership: ____________________________________________________
Authorized representative and title: __________________________________
Signature: ______________________________ Date: ________________
