Fleet parts bid sheets, read out of the solicitation for your inside salesperson to price.

A parts solicitation spreads itself over a notice, a set of terms, an attachment or two and a bid form. Your inside salesperson works out which categories or manufacturers it covers, which list each discount comes off, what delivery promise it expects and which forms have to come back signed. Only then does anyone decide what to offer.

In the test, AI reads copies and drafts the sheet: each category or manufacturer as the solicitation names it, the price list and date it points to, the discount structure, delivery, core and return terms, each with its page, plus every blank a person has to fill or decide. No discount gets written in. Your reviewer compares each draft with the sheet your team sent and the notes it kept.

The form sets the meaning of each number. Ocean County, New Jersey's 2025 bid for parts and accessories for vehicles and equipment of 15,000 GVWR or greater runs 46 lines across eight categories, and lines 1 to 31 each take a discount, a no-bid mark, delivery days after receipt of order and comments. On lines 1 to 19 the figure is a minimum discount from the manufacturer's suggested retail list. Categories 2 to 7, lift gates and winches through snow plows and hitches, split into OEM and non-OEM rows. For salvaged and internet parts on lines 32 to 46, the sentence above the table says the vendor invoices cost plus the markup with its own invoice attached, while the heading inside the table calls the same figure a maximum markup from suggested retail. The county's scope for vehicles under 15,000 GVWR adds that a zero means no discount and a blank means no bid. A draft therefore never fills a field by default, and it shows both readings of the markup as a question for your salesperson.

A discount needs a list, and the list needs a date. Montgomery County Public Schools in Maryland, in invitation for bid 7118.10 for heavy equipment, tractor and mower parts, takes one fixed discount per item and won't consider a bid on an item when it can't tell which column of a multi-column price list the discount comes off. The price list cover has to carry the bidder's name, address and telephone number, the bid number and the bid opening date, and new catalogs go to the maintenance division as the manufacturer updates them. Awards go by lowest net cost, figured from the discount and the list submitted. Price increases aren't considered for the first 180 days, then only on a written request with the manufacturer's documentation. The draft records which list, which column and which date each discount depends on, and leaves the number blank.

Some blanks come with a formula. The City of Cleveland's request for bids on repair and purchase parts for trucks, closing August 10, 2026, asks for a labor rate per hour, a discount off cataloged list price and a cost-plus figure for non-cataloged parts, and defines cost plus as markup, not margin: cost plus cost times markup, with proof of cost on request. It wants a comply or no comply on pickup and delivery, delivery stated in work days after the order, and F.O.B. delivered to the place on the purchase order. It rules out separate delivery, mileage, shop or environmental fees without prior written approval, permits no price increase, and leaves room for a payment discount offer in days. A Northern Ireland affidavit and a wage theft form must come back too. Each of those becomes a line on the sheet, marked as a person's to fill.

New, rebuilt and exchange can all sit in one package. The Alachua County Sheriff's Office's July 2026 fleet parts bid, B-26-4, defines exchange parts as unserviceable parts with a credit value against new or rebuilt items, and defines a rebuilt part at length. Its general terms then say used, reconditioned or obsolete parts are acceptable in no case, while its minimum specifications bar used or rebuilt parts unless previously approved. One clause allows no substitutions on brand and model, another considers equals unless a line is marked no substitutions, and the bid sheet leaves a blank for your equivalent part number on some lines and prints no substitutions on others. The draft quotes each clause and marks which lines allow an equal. Whether to offer a rebuilt unit, and what to do about its core, stays with your salesperson.

Cores, cooperatives and tickets hide in the fine print, and your reviewer will look. The City of Winnipeg's April 2024 addendum to tender 991-2023, for engine and fuel system parts, added a core charge section to its price form and set the bid price at unit price minus core charge, times approximate quantity. The same addendum answers a bidder asking whether parts numbered RX, NX or PX should carry refundable core charges inside the total. Ocean County's package asks for a yes or no on extending prices to its county cooperative purchasing system. The Maryland district wants each delivery ticket to show the purchase order number, unit list price, extension and the total less trade discount, credits unused items at the original price, and allows no restocking fee. Your reviewer checks that every category, list date and blank was caught, that no discount was filled in, and that each conflict came back as a question. Nothing here is legal advice.

Once your reviewer says yes, new solicitations get the same draft sheet for about 30 days.

An inside salesperson approves every price sheet before a discount is written in or a bid leaves your office.

Comparison carries on against live work. A further job is your decision, priced separately.