RFP - Fleet Vehicles

Location:	West Virginia
Posted:	Nov 19, 2025
Due:	Dec 4, 2025
Agency:	Berkeley County
Type of Government:	State & Local
Category:	23 - Ground Effect Vehicles, Motor Vehicles, Trailers, and Cycles 58 - Communications, Detection and Coherent Radiation Equipment
Publication URL:	To access bid details, please log in.

Bid Title:	RFP - Fleet Vehicles
Category:	Berkeley County Commission
Status:	Open

Description:

Qualification and Price Proposals are requested from interested parties for (5) fleet vehicles. The vehicles range from mid-size SUV’s to ½ ton trucks.

A Committee (hereinafter after referred to as the “Committee”) representing the County Commission will be evaluating submissions to this request and will ultimately recommend firms 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. Inquiries should be directed to Tracie McCormick, Procurement Coordinator, 304-264-1923.

Publication Date/Time:

11/19/2025 6:00 AM

Closing Date/Time:

12/4/2025 4:00 PM

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COUNTY COMMISSION of BERKELEY

COUNTY, WEST VIRGINIA

Request for Proposal (RFP)

For

Fleet Vehicles

November 2025

REQUEST FOR PROPOSALS

FLEET VEHICLES

Qualification and Price Proposals are requested from interested parties for (5) fleet vehicles. The vehicles

range from mid-size SUV’s to ½ ton trucks.

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

will be evaluating submissions to this request and will ultimately recommend firms 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. Inquiries should be directed to Tracie McCormick, Procurement Coordinator, 304-264-1923.

One (1) copy of submittals of Qualification & Price information from interested businesses should be

enclosed in a sealed opaque envelope marked “Fleet Vehicles”. 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 10:15 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 (5) fleet vehicles. 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 five (5) fleet vehicles as per the attached specification

sheet. It is expected that the County Commission, depending on the bids received, will contract

with several Proposers to provide the vehicles as listed herein. The County Commission reserves

the right to award the bid in part, in whole, or in combination which, in the opinion of the County

Commission is determined to be in their best interest.

B. GUIDELINES AND REQUIREMENTS

1. Once notified of bid award Proposer will provide the selected vehicle within 90 days from

bid award 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 vehicle within 90 days of the bid

award.

4. The successful bidder will be required to arrange delivery of all vehicles to 750 Baltimore

Street, Martinsburg, WV, 25401.

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

III.

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. Specifications and Price Proposal (Attachments A-G) in its entirety. Berkeley

County is tax-exempt. Tax ID# 55-6000296.

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

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 ninety (90) calendar days’ notice to render satisfactory

service. If at the expiration of such ninety (90) 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

Payment will be made at time of vehicle delivery.

IX. PERFORMANCE, PAYMENT AND MAINTENANCE BONDS:

No performance bond is required for this project.

X. SELECTION PROCESS:

A. This solicitation is issued pursuant to the implementation of Berkeley County’s Purchasing Policy.

Berkeley County shall not be liable for any costs not included in the proposal, not contracted for

subsequently, or in regard to preparation of your proposal.

B. It is the County Commission’s intent to open and review each firm’s Qualifications & Experience/

Technical Proposal to determine a firm’s qualifications, experience and technical approach to the

services. If the Selection Committee determines that a firm’s Qualifications &

Experience/Technical Proposal is acceptable, than price will be considered.

C. Selection criteria to be used by the Committee are:

1. Responsiveness to the scope of work and these instructions;

2. Past performance of the firm including timely completion of services, compliance with

scope of work performed within budgetary constraints, and user satisfaction;

3. Price Proposal. Berkeley County is a tax-exempt organization (ID# 55-6000296).

XI. PROPOSALS AND AWARD SCHEDULE:

A. Proposals received prior to the deadline will be treated as confidential, until receipt of all Proposals

and opening of the same. Proposals received after the deadline will not be considered in the

evaluation process and will be returned unopened.

B. It is expected that the contract award will be made within forty-five (45) calendar days after the

opening of proposals. The contract will be awarded to the Company whose proposal, conforming

to this request, will be the most advantageous to Berkeley County.

C. Proposals must give the full name and address of the proposer and the person signing the proposal

shall indicate his or her title and/or authority to bind the firm in a contract.

D. Proposals may not be altered or amended after they are opened.

E. The approval or disapproval of the Company’s Proposal will be determined by its response to this

request and on past performance. No assumptions should be made on the part of the Firm/Company

as to this Committee’s prior knowledge of their abilities.

F. Berkeley County reserves the right to request clarification of information submitted and to request

additional information of one or more applicants.

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

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RFP - Fleet Vehicles

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