RFP for Vehicle Outfitting Equipment

Location:	West Virginia
Posted:	Nov 12, 2025
Due:	Dec 3, 2025
Agency:	Berkeley County
Type of Government:	State & Local
Category:	N - Installation of Equipment
Publication URL:	To access bid details, please log in.

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COUNTY COMMISSION of BERKELEY

COUNTY, WEST VIRGINIA

Request for Proposal (RFP)

For

Vehicle Outfitting Equipment

November 2025

REQUEST FOR PROPOSALS

REGARDING PRICE PROPOSALS FOR

Vehicle Outfitting equipment for (10) 2026 Ford Police Interceptor Explorers

Qualification and Price Proposals are requested from interested parties for outfitting equipment ONLY

to be installed in (10) 2026 Law Enforcement – Pursuit-Rated Police package Ford Explorers.

A Committee (hereinafter after referred to as the “Committee”) representing the County

Commission will be evaluating submissions to this request and will ultimately recommend a firm judged

to be both responsible and responsive to the request in every way, including having offered the most

beneficial, appropriate price proposals. The Committee reserves the right to interview some or all

prospective firms to discuss Qualifications & Price Proposals. The format for submittals, information

regarding the scope of work, and selection criteria used by the Committee is available from the County

Commission Office, 400 W. Stephen Street, Suite 201, Martinsburg, WV 25401, or by telephone at 304-

264-1923. Inquiries should be directed to Eli Quenzel, IT Specialist at equenzel@berkeleywv.org.

Two (2) copies of submittals of Qualification & Price information from interested businesses

should be enclosed in a sealed opaque envelope marked “Vehicle Outfitting Equipment”. Proposals

must be submitted and time-stamped into the County Commission Office, Room 201, 400 W. Stephen

Street, Martinsburg, WV, 25401 no later than 4:00 PM, Wednesday, December 3, 2025. Failure to

provide the required information as requested in the RFP for Berkeley County’s review may result in

disqualification.

Proposals will be opened and entered into public record at 10:10 AM on Thursday, December 4,

2025 in the County Commission Meeting Room, 400 W. Stephen Street, Room 205, Martinsburg, WV,

25401.

Berkeley County shall make positive efforts to utilize Disadvantaged Business Enterprises for its

supplies and services and shall allow these sources the maximum feasible opportunity to compete for

contracts. Berkeley County does not discriminate on the basis of race, color, national origin, sex, religion,

age or disability for the provision of services.

Berkeley County reserves the right to accept or reject any or all proposals, to waive technicalities,

and to take whatever action is in the best interest of the Berkeley County Commission.

I. INTRODUCTION:

Proposals are being requested from interested parties to provide emergency equipment to be

installed in - (10) 2026 Law Enforcement – Pursuit-Rated Police package Ford Explorers. Only

written responses to this RFP shall be considered. All materials submitted shall become part of the

proposal.

II. SCOPE OF WORK

A. GENERAL

The County Commission is soliciting bids from qualified and interested firms (hereinafter

referred to as the “Proposer”) for providing product only for emergency equipment to be

installed in - (10) 2026 Law Enforcement – Pursuit-Rated Police package Ford Explorers

as per the attached specification sheet. The intent of the County Commission is to contract

a company to provide the equipment as listed herein; however, the right is reserved by the

County Commission to award in part or in combination which, in the opinion of the County

Commission is determined to be in their best interest.

B. GUIDELINES AND REQUIREMENTS

1. The Proposer will provide in a timely manner emergency equipment to be installed

in - (10) 2026 Law Enforcement – Pursuit-Rated Police package Ford Explorers

according to the specification sheet attached.

2. Any deviation from the specification must be duly noted in the Proposer’s bid

package.

3. The intent of Berkeley County is to take possession of the equipment as soon as

possible but no later than one hundred eighty (180) days of bid award.

4. Berkeley County is tax exempt. ID# 55-6000296. Do not include sales tax.

III. Q&E / TECHNICAL PROPOSAL:

Respondent shall respond to and reference each section and subsection for portion(s) of RFP

proposal. At a minimum, your Qualifications Proposal shall include the following information.

Failure to discuss each item may deem the submittal non-responsive and may result in non-

consideration of respondent’s services.

A. Proposer Information

1. Name, address, telephone number (landline and cell), fax number of Proposing firm

and parent company, if any, from which the project will be managed.

2. Nature of Proposing firm and parent company, if any.

B. Proposer Capabilities

1. Describe the size of your firm/project office as related to size of staff.

C. Firm Principals and Background

1. Submit the names, titles, and resumes of the "principal" staff member(s) who will

be responsible during the performance of the contract. Please assure that the

information provided includes specialized experience and technical competence in

providing relevant services on similar sized projects during the past three (3) years.

2. Describe in depth the operations team available to the "principal" staff member(s).

Include an organizational chart of manpower, titles, qualifications, roles in contract

performance, and availability for telephone consultations and on-site meetings.

3. Provide a list of at least three (3) but no more than five (5) similar and/or relevant

organizations that you have provided fleet vehicles to during the past five (5) years.

This information must include the business name, contact person, address, email

address, and phone number.

D. Miscellaneous Requirements:

All proposals must provide written proof that:

➢ The selected Company/Proposer is licensed to conduct business in the State of West

Virginia.

➢ The selected Company/Proposer must certify that it is employing only US Citizens

or those persons legally in the United States.

E. All technical proposals should include any conclusions, remarks and/or supplemental

information that is pertinent to this request. Submitters are also required to provide written

information regarding their inability to conform to any of the technical requirements listed

above. Failure to do so will result in disqualification of proposal.

IV. PRICE PROPOSAL:

A. At a minimum, your Price Proposal shall include the following:

1. Completion of Price Proposal (Attachment B) in its entirety. Berkeley County is

tax-exempt. Tax ID# 55-6000296.

2. Fully executed Non-Collusion Certificate - Attachment C.

3. Proof of current business licenses.

4. Statement that only US Citizens or legal immigrants are employed.

5. Proof of minimum insurance requirements as detailed in Section IX below.

6. Any conclusions, remarks and/or supplemental information pertinent to this

request.

V. TERM OF CONTRACT:

A. The contract will commence upon acceptance of the bid by the Berkeley County

Commission.

B. If the Firm and/or Company awarded the bid subsequently fails to comply with the

specifications, it will be given thirty (30) calendar days’ notice to render satisfactory

service. If at the expiration of such thirty (30) calendar days’ notice, the unsatisfactory

conditions have not been corrected, the County Commission reserves the right to terminate

the contract.

VI. USE OF EXISTING DOCUMENTS:

Berkeley County will cooperate to the fullest extent by making available to the Firm/Company all

documents pertinent to this service that may be in the County Commission’s possession. Berkeley

County makes no warranty as to the accuracy of existing documents nor will the County

Commission accept any responsibility for errors and omissions that may arise from the

Firm/Consultant having relied upon them.

VII. PAYMENT:

Invoices must be submitted to:

Berkeley County Commission

400 W. Stephen Street

Suite 201

Martinsburg, WV, 25401

VIII. NSURANCE REQUIREMENTS:

Professional Liability – The successful Bidder must show evidence of professional liability

insurance coverage in the amount of one million ($1,000,000) dollars, with a minimum coverage

of one million ($1,000,000) dollars per occurrence and one million ($1,000,000) dollars aggregate

and must include coverage for errors, omissions and negligent acts, prior to execution of a contract

with Berkeley County.

IX. PERFORMANCE, PAYMENT AND MAINTENANCE BONDS:

No performance bond is required for this project.

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

Bid Title:	RFP for Vehicle Outfitting Equipment
Category:	Law Enforcement
Status:	Open