INVITATION TO BID PURCHASE OF 2500-Gallon Pumper/Tanker Fire Truck Department of Fire & Rescue Bedford County, Virginia 1.00 INTRODUCTION The Bedford County Department of Fire & Rescue invites qualified bidders to submit bids for the purchase of a 2500-gallon pumper tanker with freightliner FL 112 chassis. The equipment specified herein must be onsite and operational no later than January 31, 2004. A mandatory pre-bid meeting is scheduled to take place at 10:30 a.m. on 10 April 2003, in the County Administration Building at 122 East Main Street, Suite 202, Bedford, VA 24523. The County requires that a bid be submitted before 10:00 a.m. local prevailing time on Friday 25 April 2003 to the Department of Fire & Rescue, Bedford County, 122 East Main Street, Suite 202, Bedford, VA 24523. Bids submitted after this date and time will not be accepted. The County will evaluate the bids for the purpose of selecting the responsive and responsible bidder with the lowest price. 2.00 BID CONTENTS 2.10 Bid Form: The enclosed Bid Form must be submitted and all blanks completed in ink or typewriter. The Form will list the equipment being offered, the bidder’s name, address and telephone and FAX number, the appropriate contact person, date, and certification statement from an authorized official of the firm that verifies the understanding and ability of the firm to provide the requested equipment in a timely manner, and that all required items are contained within the response to this Invitation to Bid. 2.20 Experience and Qualifications: Each firm submitting a bid must provide a brief history of the firm including years in business and size of the firm. In order to be responsible, a bidder must be able to respond to a service call within 24 hours and verify that parts will be available within 72 hours. 2.30 References: Reference information is requested whereby each firm submitting a bid must provide at least three (3) references that are using the offered piece of equipment or similar model. In order to qualify for 2.20 above, these references will be in Virginia. References will be used to assure Bedford County that the low bidder has been responsible in previous equipment procurement agreements.

2.40 Execution of Bids: Bids must be executed in the corporate name by the president, vice1

president or other authorized corporate officer, and the corporate seal must be affixed and attested to by the secretary or an assistant secretary. 2.50 Bid Bond: Bidder shall provide attached to the bid of not less than 10 percent of the amount of the bid, which may be in the form of a certified check, a cashier’s check or bid bond made payable to Bedford County. Such bid bond or check shall be submitted with the understanding that it shall guarantee that the bidder will not withdraw his bid during the period of sixty days following the opening of the bids. 2.60 Late Delivery Penalty: Late delivery of Fire Apparatus shall result in a liquidated damage of $100 per day. Upon written request Bedford County may approve deadline extensions due to unavoidable circumstances. 3.00 SPECIFICATIONS: See attached. 4.0 WARRANTY & ADDITIONAL REQUIREMENTS 4.01 Statement of Warranty: The apparatus manufacturer shall provide a full 2-year standard warranty. All components manufactured by the apparatus manufacturer shall be covered against defects in materials or workmanship for a two-year period. All components covered by separate suppliers such, as engines, transmission, tires and batteries shall maintain the warranty as provided by the component supplier. 4.02 Structural Warranty: The apparatus manufacturer shall provide a comprehensive 20-year modular body structural warranty. All modular body structural components assembled by the apparatus manufacturer shall be covered against defects in materials or workmanship for 20 years. A copy of the warranty document shall be provided with the proposal. 4.03 Polypropylene Tank Warranty: The apparatus manufacturer shall provide a full lifetime polypropylene tank warranty. This warranty shall cover all defects in materials or workmanship of the polypropylene tank for the lifetime of the covered apparatus with its original owner. A copy of the warranty document shall be provided with the proposal. 4.04 Plumbing Components Warranty: The apparatus manufacturer shall provide a full 10-year stainless steel plumbing components warranty. This warranty shall cover defects in materials or workmanship of apparatus manufacturer designed foam/water plumbing system stainless steel components. A copy of the warranty document shall be provided with the proposal. 4.05 Paint and Corrosion Warranty: The apparatus manufacturer shall provide a full 10-year paint and lifetime corrosion perforation warranty. This warranty shall cover paint peeling, cracking; blistering and corrosion provided the vehicle is used in a normal and reasonable manner. Paint shall be covered 100% for 10 years and corrosion perforation shall be covered 100% for the life 2

of the vehicle with its original owner. A copy of the warranty document shall be provided with the proposal. UV paint fade shall be covered in a separate warranty and shall be for a minimum of 7 years. 4.06 Electronic Manuals: Four (4) copies of all operator, service and parts manuals must be supplied at the time of the delivery two (2) in electronic format and two (2) in binders. Details of these requirements will be provided to the successful bidder. 5.00 GENERAL INFORMATION 5.01. Issuing Office: Bedford County Dept of Fire & Rescue Bedford County 122 East Main Street, Suite 202 Bedford, VA 24523 5.02. Inquiries: Interested bidders are encouraged to request clarification concerning specifications and bidding requirements prior to submitting a bid. Simple clarifications may be directed by telephone by calling 540-586-7601. However, only written responses are binding so complex/significant issues should be submitted via email ([email protected]), FAX (540-5860406), or letter at the above address. Responses to written and non-written inquiries will be available up to 1 week prior to the bid closing date/time in order to allow bidders time to evaluate the responses. All inquiries concerning this Invitation to Bid should be addressed to Jack Jones, Director of Emergency Services. 5.03. Issuing Date: 31 March 2003 5.04. Closing Date/Time: In order for all bids to be fairly considered, a sealed bid shall be forwarded to the Issuing Office, clearly marked “Bid-Fire Truck” no later than 10:00 a.m., local prevailing time on 25 April 2003. Without exception, bids delivered after this date and time will not be accepted. All bids will be opened in the Issuing Office and made available for public inspection at the closing date & time. 5.05. Incurring Cost: The County is not liable for any cost incurred by any bidder, or selected contractor, prior to the execution of a contract. 5.06. Evaluation of Bids: The Issuing Office intends to award work under this Invitation to Bid to the responsible bidder with the lowest responsive bid. Prices quoted are binding for the duration of the contract period as specified in this Invitation to Bid. After evaluation, Bedford County will issue a Notice of Intent to Award and allow all bidders the opportunity to comment prior to award. 5.07. Negotiation with Lowest Bidder: In the case that the lowest bid exceeds the available funds of the County, the County reserves the right to negotiate with the apparent low bidder to obtain a 3

contract price within available funds. 5.08. Bid Binding: The contents of the Bid, in its entirety, submitted by the bidder shall become an attachment to and part of the agreement between the successful bidder and the County. The bidder agrees that this bid will remain open for sixty days after the day of the bid opening. This Invitation to Bid shall become in total a part of the final contract. The submitted bid must be contained fully within a sealed envelope prior to the closing date/time. Writing on the outside of the envelope is not valid and shall not be considered as part of the bid. The County reserves the right to withhold payment to the successful bidder if any of the articles in this document are not upheld, until situation is rectified. 5.09. Modification and Withdrawal of Bids: Bids may be modified or withdrawn by an appropriate document duly executed (in the manner that a Bid must be executed) and delivered to the place where bids are to be submitted at any time prior to the opening of bids. Bidders may only withdraw bids that were substantially lower than other bids because of clerical error as defined in Section 11-54 (a.i.) of the Virginia Code of 1950, as amended. Any bidder withdrawing a bid shall give notice in writing of the right to withdraw the bid within two (2) business days after the conclusion of the bid opening procedure. 5.10. Indemnification: The successful bidder (contractor) shall indemnify and hold harmless Bedford County, its officers, boards, commissions, agents and employees against any and all claims, demands, causes of action, suits, proceedings, damages, costs or liabilities (including costs or liabilities of the County with respect to its employees), of every kind and nature whatsoever, including, but not limited to, damages for injury or death or damages to person or property, regardless of the merit of any of the same, including any attorney fees, accountant fees, expert witness or consultant fees, court costs, per diem expense traveling and transportation expense, or other costs or expense arising out of or pertaining to the performance of this Agreement by the contractor and for which the contractor would otherwise be responsible unless resulting from the negligence of County officers, boards, commissions, agents or employees. 5.11. Termination of Notice of Award: Should the successful bidder fail to deliver the equipment as specified in the Invitation to Bid, the County has the right to terminate the “Notice of Award” immediately through formal written notice. In the event of termination pursuant to this paragraph, the originally successful bidder is not eligible to recover any costs, and the County will issue a subsequent “Notice of Award” to the next lowest bidder. 5.12. Bedford County’s Rights: Bedford County reserves the right to reject any and all bids, or to contract any bidder or reference prior to award for explanations or clarification. The County reserves the right to waive any formalities and to award to the most responsive and responsible bidder. 5.12. Employment Discrimination Prohibited: During the performance of this contract, the contractor agrees as follows: (a) The contractor will not discriminate against any employee or applicant for employment because of race, religion, color, sex or national origin, except where religion, sex or national origin is a bona fide occupational qualification reasonably necessary to the 4

normal operation of the contractor. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause; (b) The contractor, in all solicitations or advertisements for employees placed by or on behalf of the contractor, will state that such contractor is an equal opportunity employer; (c) Notices advertisements and solicitations placed in accordance with federal law, rule or regulation shall be deemed sufficient for the purpose of meeting the requirements of this section.

The contractor will include the provisions of the foregoing paragraphs a, b, and c in every subcontract or purchase order of over $10,000 so that the provisions will be binding upon each subcontractor or vendor. Bedford County does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1 or against a bidder or offeror because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment.

6.0. CONCLUSION A mandatory pre-bid meeting is scheduled to take place at 10:30 a.m. on April 10, 2003 in the County Administration building located at 122 East Main Street, Suite 202, Bedford, VA 24523. Bedford County requests that an original sealed bid in response to this Invitation to Bid be submitted by 10:00 a.m., local prevailing time on April 25, 2003 to the Bedford County Administration Office, 122 East Main Street, Suite 202, Bedford, Virginia 24523. The bid should be clearly marked “BidFire Truck”. Without exception, bids delivered after this date and time will not be accepted. Please contact Jack Jones, Director of Emergency Services at 540-586-7601 for additional information.

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BID FORM PROJECT:

Purchase of Fire Truck Bedford County, Virginia

1. The undersigned Bidder proposes and agrees, if this Bid is accepted, to enter into an agreement with Bedford County as stated in any future Notice to Proceed to complete all work as specified and within the time indicated in the Notice to Proceed and in accordance with this Invitation to Bid. Bidder accepts all of the terms and conditions of the Invitation to Bid and Notice to Proceed. Bidder will sign the Agreement, and submit any documents required within seven days after the date of Bedford County’s Notice to Proceed. Bidder must fill-in all blanks in ink or with typewriter. 2.

EXPERIENCE & HISTORY OF FIRM: _____________________________________________ ________________________________________________________________________________ ________________________________________________________________________________

3.

EQUIPMENT TYPE & MODEL BEING OFFERED: _______________________________________________________________________________

4.

REFERENCES (of owners similar model apparatus): a.

Location: ________________________________________________________________________ Owner:

________________________________________________________________________

Phone Number: ___________________________________________________________________ Contact Person: ____________________________________________________________________ Email address: _____________________________________________________________________

b.

Location: ________________________________________________________________________ Owner:

________________________________________________________________________

Phone Number: ___________________________________________________________________ Contact Person: ____________________________________________________________________ Email address: _____________________________________________________________________

c.

Location: ________________________________________________________________________ Owner:

________________________________________________________________________

Phone Number: ___________________________________________________________________ Contact Person: ____________________________________________________________________

Email address: _________________________________________________________ 5.

COMMUNICATIONS (please print or type): Contact Person: _________________________________________________________________________ Company: ______________________________________________________________________________ Address: _______________________________________________________________________________ Phone No.: ________________________________ FAX No.: ___________________________________

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Email address_______________________________

BID FORM-Page 2 PROJECT:

6.

7.

Purchase of Fire Truck Bedford County, Virginia

PURCHASE PRICE: (a)

Purchase Price of Model:

$ ______________

(b)

Apparatus can be delivered on or before: January 31, 2004?

Yes

No ____

(c)

A certified bid bond (or equivalent) is enclosed?

Yes

No ____

(d)

Financial Statement Attached?

Yes

No ____

(e)

Service location information

Yes

No ____

(f)

Completion of ISO Compliance

Yes

No ____

(g)

Completion of Packet Liability Insurance

Yes

No ____

(h)

Completion of Specification Sheet concerning Bid Compliance Yes

No ____

CERTIFICATION: The undersigned is an official authorized to bind the bidder and hereby warrants that the bidder has carefully reviewed the Invitation to Bid and is in compliance with the enclosed requirements. The Bidder understands that Bedford County will award the bid subject to the requirements in this Invitation to Bid to the bidder with the lowest Bid. Responsible Party:

________________________________ (Print)

(Signature)

Title:

Date: _________________________

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BEDFORD COUNTY INVITATION TO BID PURCHASE OF FIRE TRUCK Bedford County requests interested bidders to submit a sealed bid for a 2500-gallon Pumper tanker/fire truck. Invitation to Bid packages may be acquired from the Bedford County Administration Office, 122 East Main Street, Suite 202, Bedford, VA 24523 or by calling (540) 586-7601. The Issuing Office must receive bids no later than 10:00 a.m., local prevailing time on Friday, April 25, 2003. Mandatory Pre-bid Meeting: A mandatory pre-bid meeting is scheduled to take place at 10:30 a.m., Thursday, April 10, 2003 at the above address.

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