EMS Vehicle Upfit

SUSSEX COUNTY EMS
REQUEST FOR PROPOSALS
FY27 EMS RESPONSE VEHICLE UPFIT
Sussex County EMS
21911 Rudder Ln.
Georgetown, DE 19947
302-855-1000
Date Issued: 10/15/2026
Submission Deadline: 1pm, 10/29/2026
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TABLE OF CONTENTS
Invitation to Bid / Advertisement .................................................................................................... 3
Instructions to Bidders .................................................................................................................... 4
Submission of Proposals .................................................................................................................. 4
Other Bid Forms ............................................................................................................................... 4
Late Proposals or Late Withdrawals ................................................................................................. 5
Evaluation Criteria.......................................................................................................................................6
Notice of Award ............................................................................................................................... 6
Non-Discrimination .......................................................................................................................... 6
Bid Form ........................................................................................................................................... 7
Bid Schedule ..................................................................................................................................... 9
References..................................................................................................................................................10
Certification of Bidder .................................................................................................................... 11
General Conditions .................................................................................................................................. 12
1.00 Article 1 - General Requirement & Preliminary Matters ....................................................... 13
2.00 Article 2 - Delivery and Final Acceptance of Vehicles .......................................................... 13
3.00 Article 3 - Insurance Requirements ....................................................................................... 14
4.00 Article 4 - Vendor's Responsibilities ...................................................................................... 16
5.00 Article 5 - Delivery .................................................................................................................. 17
6.00 Article 6 - Contract Time ....................................................................................................... 17
General Requirements on All Bids ................................................................................................. 17
Detailed Specification A: ................................................................................................................ 18
Attachment A: ................................................................................................................................ 26
Attachment B ................................................................................................................................. 31
Attachment C: ................................................................................................................................ 33
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INVITATION TO BID/ADVERTISMENT
Sussex County EMS will receive sealed competitive proposals ("Bid") for the purchase of vehicle
upfits. Sealed bids must be received by Sussex County EMS, c/o Robert Murray, Director of Public
Safety, 21911 Rudder Ln, Georgetown, DE 19947, until 1:00 p.m., local time, on October 29, 2026.
To be considered, price proposals must be submitted in writing and respond to the items outlined
in the request for proposal (RFP). Proposals will be evaluated on the following criteria: Total price,
technical understanding, Relevant experience and past performance, and County inspection
access.
Interested parties must submit two (2) written proposals to the Sussex County Government,
Attention: Robert Murray, 21911 Rudder Ln, Georgetown, DE 19947, by 1:00 p.m., October 29,
2026 at which time the proposals will be publicly opened, read aloud with recording only the name
of the respondent(s).
All other information shall be confidential.
Bids are being sought from vendors to upfit
* 2026 Chevrolet Silverado 2500 Pickup trucks with a 6.5" bed. Expected Volume: eight (8)
The request for proposals may be obtained by visiting Sussex County's website
http://www.sussexcountyde.gov/legal-notices/bids. Questions shall be directed to Robert Murray
at 302-855-1000 or rmurray@sussexcountyde.gov. If necessary, an addendum will be issued to
address questions received.
A formal pre-bid will not be held, however a visit to inspect current, in-service, vehicle is
encouraged to fully appreciate the scope of this proposal.
In its sole discretion, Sussex County Government reserves the right to extend the time and place
for opening bids from that described in the advertisement by providing not less than two (2)
calendar days' notice, by posting an addendum on the Sussex County website.
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INSTRUCTIONS TO BIDDERS
Submission of Proposals
Sussex County Government will receive sealed competitive proposals ("Bid") for the upfit of
paramedic vehicles. Sealed bids must be received by Sussex County Government, Robert Murray,
Director, Department of Public Safety, 21911 Rudder Ln., Georgetown, DE 19947, until 1:00 p.m.,
local time, on October 29, 2026. Immediately following, the proposals will be publicly opened,
read aloud with recording only the name of the respondent(s). All other information shall be
confidential.
Each Bid shall be completed on the forms provided and submitted in a sealed envelope addressed
to the Sussex County Government at the above address. Each sealed envelope containing a Bid
shall be plainly marked on the outside with "SCEMS Vehicle Upfit Proposal," and bear the name
and address of the respondent. The Bidder shall assume full responsibility for timely delivery at
the location designated for receipt of Bids. Oral, telegraphic, electronic, or telephonic bids are
invalid and will not receive consideration. Bids submitted by mail shall be enclosed with an outer
envelope, similarly endorsed, and addressed to Sussex County. Bidders may bid on any or all
specifications and should indicate "NO BID" on his or her Bid Form for any specification on which
they chose not to bid. All Bidders shall state delivery time and cutoff build date for current model
year as part of their bid proposal.
Each Bidder shall submit an original completed, signed copy of the Bid Form. Each Bidder shall
enter amounts for all Lump Sum Prices, Contingent Unit Prices, Alternate Prices, and the Total
Base Bid, where designated on the Bid Form. Failure to comply may be cause for rejection. No
allowances, segregated Bids or assignments will be considered. State all amounts in numerical
figures. Any alterations or edits must be initialed by the Bidder. All entries must be ink or
typewritten. A Bidder shall make no additional stipulations on the Bid Form nor qualify his Bid by
attachments or any other matter. Stipulations or qualifications will be subject to rejection.
If the Bidder is an individual, each copy of the Bid Form shall be signed by the individual himself,
under his business name. If the Bidder is a partnership, each copy of the Bid Form shall be signed
by an authorized partner, under the name of the partnership. If the Bidder is a corporation, each
copy of the Bid Form shall be signed by an authorized executive officer of the corporation under
its registered name, and the corporate seal shall be affixed. If the Bidder is a limited liability
company, each copy of the Bid Form shall be signed by the authorized Managing Member(s).
Other Bid Forms
Each Bid must be accompanied by the completed, signed, and witnessed Certification of Bidder.
In addition, any other Bid Forms included in the packet shall be fully completed in accordance
with the instructions on the forms.
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Information Regarding Bids
The Contract Documents contain the provisions required for the Purchase. Information obtained
from an officer, agent, or employee of Sussex County, or any other person shall not affect the risks
or obligations assumed by the Bidder or relieve the Bidder from fulfilling any of the conditions of
the contract.
No oral interpretations will be made to any Bidder as to the meaning of the Contract Documents
or any part thereof. Every request for such an interpretation shall be made in writing to Sussex
County Government. Any inquiry received five (5) days or more prior to the Bid Opening date will
be given consideration. Every interpretation to a Bidder will be made in the form of an addendum
to the contract documents. In addition, all addenda will be issued to each recorded holder of the
Contract Documents, but it shall be the Bidder's responsibility to make inquiry as to the addenda
issued. All such addenda shall become a part of the Contract, and all Bidders shall be bound by
such addenda. Bidders shall acknowledge receipt of all addenda on the Bid Form. Failure to do
so will result in Bid rejection.
Late Proposals or Late Withdrawals
A Bid received after the closing date and time for receipt of proposals is late and shall not be
considered.
No Bidder shall be permitted to make a modification to its original Bid for a minimum of sixty (60)
days.
A modification of a Bid resulting from an amendment issued after the closing date and time for
receipt of proposals or a modification of a proposal resulting from discussions during negotiations
shall be considered if received by the closing date and time set forth in the amendment or by the
closing date and time for submission of best and final offers, whichever is applicable. If the
modifications described in this subsection are received after the respective date and time
described in this subsection, the modifications are late and shall not be considered.
Sussex County Government expressly reserves the right to reject any or all Bids received and/or
waive informalities, minor defects and/or reject a particular Bid or all Bids. Any Bid may be
withdrawn prior to the above scheduled time for Bid Opening. Bids submitted after the time
specified for the Bid opening will not be considered and will be returned unopened. Bids may
not be withdrawn within sixty (60) days after the Bid Opening, unless a request to withdraw is
granted in accordance with Title 29, Chapter 69 of the Delaware Code. Should there be a reason
for not awarding the Contract to highest rated responsive Bidder within sixty (60) days, the time
may be extended by mutual agreement between Sussex County Government and the Bidder.
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Evaluation Criteria
The selection committee established by Sussex County EMS will evaluate proposals based on the
following weighted criteria.
- Total price - 50 points - complete price, including equipment, installation, delivery, and any
other direct or indirect costs.
- Technical understanding of project - 20 points - in-person or remote virtual inspection of
current in-service vehicle, discussion to ensure comprehensive understanding of project
scope, experience modifying Iconic X-One Caps to include electric locks, experience using
Whelen Core system
- Experience and past performance - 15 points - list three references where similar upfits were
completed and the opportunity exists to view the project either in-person or remotely.
- County inspection access - 15 points - ability to visit and inspect vehicles during the upfit
process either in-person or remotely.
Notice of Award
A Notice of Award will be issued to the highest rated responsive Bidder. The successful Bidder is
required to execute the Agreement and provide a Certificate of Insurance within twenty (20)
calendar days from the date of delivery of Notice of Award. The appropriate Agreement and
forms will accompany the Notice of Award. If the Bidder fails to execute the Agreement as
specified within 20 calendar days, the next highest rated Bidder in order of overall rating shall
then be considered the highest rated responsive Bidder and the Contract will be awarded to
him/her. Should this Bidder default, the next highest rated Bidder shall be considered and so on.
Bidders who are rejected under this section shall be notified in writing about the rejection. The
reasons for the rejection shall be stated in the determination.
In addition to the rating of each proposal, each Bidder shall be evaluated for responsibility prior
to award which may include factors such as the Bidder's financial, physical, personnel, or other
resources including subcontracts; Bidder's record of performance or integrity; whether Bidder is
qualified legally to contract with the County; and whether the Bidder has supplied all necessary
information concerning its responsiveness. If Sussex County Government determines that a
Bidder is nonresponsive or non-responsible, the determination shall be in writing and set forth
the basis for the determination. A copy of the determination shall be promptly sent to the
affected Bidder.
Non-Discrimination
The Bidder in performing the work furnished by this Contract or furnishing the equipment or
services provided herein shall not discriminate against any person seeking employment with or
employed by him/her because of race, creed, color, or national origin.
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BID FORM
To: Sussex County EMS
For: Sussex County EMS Response Vehicle Upfit
Bidder Acknowledgements
The undersigned Bidder has carefully examined the Instructions to Bidders and the Specifications,
the Agreement, and all other portions of this Request for Proposal for the performance of the
above-named project and shall deliver the equipment in accordance with the requirements of the
proposal.
Contract Documents
The Bidder certifies by the submission of this Bid that there has been no violation of copyrights
or patent rights in manufacturing, producing or selling the product or services shipped or ordered
as a result of this Bid. The successful Bidder shall, at his own expense, defend any and all actions
or suits charging such infringements, and will save Sussex County, and its appointed and elected
officials, officers, partners, directors, employees, and agents harmless from any and all liability,
loss, or expense occasioned by any such violation.
The undersigned Bidder acknowledges receipt of all Addenda issued during the bidding process.
Confidentiality
If Bidder considers any portion of its Bid to be confidential, Bidder shall be required to isolate and
identify in writing any confidential portions thereof. Bidder shall include, with this designation, a
statement that explains and supports the Bidder's claim that the items identified as confidential
contain trade secrets or other proprietary data. In submitting its Bid, Bidder acknowledges that
its Bid, whether successful or not, shall be subject to disclosure and available for public inspection
and copying in accordance with the Delaware Freedom of Information Act, 29 Del. C., Chapter
100, except to the extent withholding such information is permitted under the Act or otherwise
permitted by law.
Basis of Bid
This Bid includes all other applicable taxes and fees.
The undersigned Bidder further understands that all equipment covered by this Bid shall be new
and of the best quality and the highest-grade workmanship.
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Dated:
(If an Individual, Partnership, Limited Liability Company, or Non-Incorporated Organization)
Name of Business: __________________________________
Signature of Bidder: __________________________________
By: __________________________________
Business Address: __________________________________
Names and _________________________________________________________________
Address of _________________________________________________________________
Members _________________________________________________________________
(If a corporation)
Name of Business: _________________________________________
Signature of Bidder: _________________________________________
By: ________________________________________
Business Address: _________________________________________
_________________________________________
Incorporated under the laws of the State of: _________________________________________
President's Name ________________________________________________________
(Address) ________________________________________________________
Secretary's Name ________________________________________________________
(Address) ________________________________________________________
Treasurer's Name ________________________________________________________
(Address) ________________________________________________________
Affix Corporate Seal
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BID SCHEDULE
Specification A:
2026 2500 Pickup Truck Up Fit: ________________________________________________
Delivery Time: ________________________________________________________________
Cutoff Date for Ordering: ______________________________________________________
Base Bid:
Item Description Price for One
1 Up-Fit 2026 2500 Silverado
2 Delivery Charge
Total Base Bid $
END of base bid form
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REFERENCES (SIMILAR UPFITS)
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