24-012

OFF THE LOT VEHICLES

Charles County Government

200 Baltimore Street

La Plata, MD 20646

RELEASE DATE: August 25, 2023

DEADLINE FOR QUESTIONS: September 14, 2023

RESPONSE DEADLINE: September 28, 2023, 3:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/charlescountymd

Charles County Government

Off the Lot Vehicles

I. Introduction

II. Project Details

III. Vendor Submissions

Attachments:

C - ITB 24-012 - Solicitation Document - Final 230829

D - ITB 24-012 - Bid Form - 230829

E - ITB 24-012 - Forms - 230825

F - ITB 24-012 - Dealer Warranty Form - 230825

G - ITB 24-012 - Delivery Time Form - 230825

Title: Off the Lot Vehicles #24-012

1. INTRODUCTION

1.1. Summary

The Charles County Commissioners are soliciting bids from qualified contractors to provide new vehicles on an as needed basis.

1.2. Contact Information

The Purchasing Representative identified below is the SOLE POINT OF CONTACT at Charles County

Government for this procurement. All communication between bidders and Charles County Government shall be with the Purchasing Representative until a fully executed contract is delivered to the Contractor.

Bidders or any of their authorized representatives may not initiate contact with Charles County

Government or County Consultants other than the Contact identified below, for any reason during the bidding process or prior to full contact execution. Any communication outside this process may result in disqualification.

Amanda Willis Senior Procurement Specialist 200 Baltimore Street La Plata, MD 20646 Email: willisa@charlescountymd.gov Phone: (301) 645-0657

Department:

DPW Facilities - Fleet & Inventory

1.3. Timeline

Release Project Date August 25, 2023

Pre-Bid Meeting (Non-Mandatory) September 7, 2023, 10:00am Per the ITB, Part A, Section 1.3.1 The pre-bid meeting is optional. Firms must register in advance to attend the pre-bid meeting utilizing the County's eProcurement Portal RSVP Manager.

Registration Deadline: 9/6/2023 at 12:00pm

Question Submission Deadline September 14, 2023, 12:00pm

Bid Submission Deadline September 28, 2023, 3:00pm mailto:willisa@charlescountymd.gov tel:(301)645-0657

Title: Off the Lot Vehicles #24-012

Bid Opening September 28, 2023, 3:05pm Registration is required to attend the bid opening.

Bidders interested in participating in the bid opening must register electronically via the

County's eProcurement Portal RSVP Manager.

Title: Off the Lot Vehicles #24-012

2. PROJECT DETAILS

2.1. Important Instructions for Electronic Submittal

The Charles County Government is accepting electronic bid submissions. Bidders shall create a FREE account with OpenGov Procurement by signing up at https://procurement.opengov.com/signup. Once you have completed account registration, click on "Draft Response" and follow the instructions to submit the electronic bid/proposal via the County's e-Procurement Portal.

Proposals/Bids shall be submitted by 3:00 pm on Thursday, September 28, 2023. Late proposals will not be accepted. Submission, modification, or withdrawal of proposals after the due date/time will not be considered.

NOTE: It is the Bidder’s sole responsibility to ensure that proposals are delivered via County's eProcurement Portal. The County is only accepting electronic submittals. Delivery methods by courier, in-person hand delivered, United States Postal Service, United Parcel Service or Federal Express, and other methods of delivery shall not be accepted. Any bids not received timely will not be considered.

2.2. Scope of Work or Project Details

Please see the Attachments section for technical specifications and attachments.

1. ITB 24-012 - PART A – INSTRUCTIONS, PROVISIONS, AND NOTICES, INCLUDING

GENERAL PROVISIONS & PART B – SPECIAL PROVISIONS

2. FORMS PACKAGE, WHICH CAN BE FOUND Vendor Submissions

3. ITB 24-012 - DEALER WARRANTY FORM

4. ITB 24-012 - DELIVERY TIME FORM

https://procurement.opengov.com/signup https://procurement.opengov.com/portal/charlescountymd/projects/57825 https://procurement.opengov.com/portal/charlescountymd/projects/57825?section=493629 https://procurement.opengov.com/portal/charlescountymd/projects/55982?section=474900

Title: Off the Lot Vehicles #24-012

3. VENDOR SUBMISSIONS

3.1. Where attachments are requested below, the County recommends the use of the following file types:

• .pdf (Portable Document Format file)

• .doc and .docx (Microsoft Word document)

• .xls and .xlsx (Microsoft Excel spreadsheet)

• .bmp (Bitmap Image File)

• .jpg and .jpeg (JPEG Image)

The viability and accessibility of these attachments is entirely the responsibility of the Bidder.

Attachments that are not accessible cannot be considered during the review and evaluation of the bid, which may result in that bid being determined non-responsive and not being further considered for award.

3.1.1. Respondent Bid Submission Package Submittal (without Cost Information)* Per the ITB, Part A 1.2.

Upload your complete bid submission package response, including any and all required forms listed in the solicitation and the corresponding attachments

(Do not upload cost information in here)

*Response required

3.1.2. Separate Bid Form*

Confirm that your Bid Form is not attached in your bid and is attached separately here.

*Response required

3.1.3. Respondent Redacted Bid Submission Package Submittal (without Cost

Information)* Per the ITB, Part A 2.13.

Upload your complete redacted bid package response, including any and all required justification and attachments.

*Response required

3.1.4. Addenda and Supplements**

Per the ITB, Part A 1.2.6 & 1.11.

Bidders shall acknowledge receipt of all addenda and supplements issued by the County in the eProcurement Portal. If it becomes necessary to revise any part of this solicitation, a supplement to the solicitation will be issued formally via an addendum posted on the County eProcurement Portal. Oral statements made by the County personnel shall not bind the County and cannot be used to protest or otherwise challenge any aspect of this solicitation or subsequent agreement. Is the responsibility of the

Bidder to check the County eProcurement Portal as frequently as necessary to obtain all updates and addenda to the solicitation.

Title: Off the Lot Vehicles #24-012

☐ Please confirm

*Response required

3.1.5. Good Standing Certification*

Per the ITB, Part A 1.2.7.

Bidders shall acknowledge compliance with the following:

In order to be eligible for award, Bidders shall meet the following conditions prior to contract award.:

1. Their firm is not debarred, suspended, or otherwise ineligible for participation in government procurement by the federal government, the State of Maryland, or any other state, county, or municipal government.

2. All payments to Charles County Government have been paid and are not delinquent.

3. Their firm is in "good standing" with the State of Maryland Department of Assessments and

Taxation.

☐ Please confirm

*Response required

3.1.6. Bidder Certification of Acceptance*

Per the ITB, Part A 1.2.8.

By submitting a bid in response to this ITB, the Bidder certifies their acceptance of all terms and conditions set forth within this document, which will be made a part of the final contract documentation.

All work, if any, shown on the contract drawings, specifications, and reports referenced in the ITB or any

Appendices is made part of this solicitation package. Specifically, the Bidder also acknowledges the following:

a. The contact information provided shall be used by the County to communicate with Bidder.

b. The Bidder is licensed or will be licensed to do business in the State of Maryland prior to contract award.

c. The Bidder complies with and takes no exceptions to all requirements of the ITB.

d. The bid is valid for a minimum of one hundred twenty (120) days from the final bid due date.

e. The bid is submitted in accordance with the County's Notice to Bidders requesting bids to be received for the work outlined in the ITB.

f. The Bidder certifies that their firm is not debarred, suspended, or otherwise ineligible for participation in government procurement by the federal government, the State of Maryland, or any other state, county, or municipal government.

g. The Bidder agrees to furnish all services as outlined in the ITB for the prices listed on the Bid

Form.

Title: Off the Lot Vehicles #24-012

h. The Bidder is cautioned and agrees that the dollar amount of a bid is a business decision of the

Bidder and should take into consideration the costs of doing business, such as: resources required to perform, business risk, etc.

☐ Please confirm

*Response required

3.1.7. I certify that I have read, understood and agree to the terms in this solicitation, and that I am authorized to submit this legally binding response on behalf of my company.* ☐ Please confirm

*Response required