EMS Vehicle Upfit

SUSSEX COUNTY EMS
REQUEST FOR PROPOSALS
FY27 EMS RESPONSE VEHICLE UPFIT
September, 2026
Sussex County EMS
21911 Rudder Ln.
Georgetown, DE 19947
302-855-1000
1 | Page

TABLE OF CONTENTS
INVITATION TO BID/ADVERTISMENT ...................................................................... 3
INSTRUCTIONS TO BIDDERS ................................................................................... 4
Submission of Proposals .......................................................................................................... 4
Other Bid Forms ....................................................................................................................... 4
Information Regarding Bids ..................................................................................................... 5
Late Proposals or Late Withdrawals ........................................................................................ 5
Non-Discrimination .................................................................................................................. 6
BID FORM ............................................................................................................... 7
BID SCHEDULE ........................................................................................................ 9
CERTIFICATION OF BIDDER ................................................................................... 10
GENERAL CONDITIONS ......................................................................................... 11
1.00 ARTICLE 1 - GENERAL REQUIREMENTS & PRELIMINARY MATTERS ..................... 12
2.00 ARTICLE 2 - DELIVERY AND FINAL ACCEPTANCE OF VEHICLES ............................ 12
3.00 ARTICLE 3 - INSURANCE REQUIREMENTS ............................................................ 13
4.00 ARTICLE 4 - VENDOR'S RESPONSIBILITIES ............................................................ 15
5.00 ARTICLE 5 - DELIVERY ........................................................................................... 15
6.00 ARTICLE 6 - CONTRACT TIME ................................................................................ 16
General Requirements on All Bids ............................................................................................. 16
Detailed Specification A: ............................................................................................................ 17
Attachment A: ...................................................................................................... 25
Attachment B ........................................................................................................ 30
Attachment C:....................................................................................................... 32
2 | Page

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 Kristen McAfee, Manager of
Logistics, Sussex County EMS, 21911 Rudder Ln, Georgetown, DE 19947, until 1:00 p.m., local
time, on October 2nd, 2026. To be considered, price proposals must be submitted in writing and
respond to the items outlined in the request for proposal (RFP).
Interested parties must submit two (2) written proposals to the Sussex County Government,
Attention: Kristen McAfee, 21911 Rudder Ln, Georgetown, DE 19947, by 1:00 p.m., October 2nd,
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 Kristen
McAfee at 302-858-1000 or Kristen.mcafee@sussexcountyde.gov. If necessary, an addendum will
be issued to address questions received.
A formal pre-bid will not be held.
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.
3 | Page

INSTRUCTIONS TO BIDDERS
Submission of Proposals
Sussex County Government will receive sealed competitive proposals ("Bid") for the upfit of
various vehicles. Sealed bids must be received by Sussex County Government, Kristen McAfee,
Sussex County EMS, 21911 Rudder Ln., Georgetown, DE 19947, until 1:00 p.m., local time, on
October 2nd, 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 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. Bidder must indicate the vehicle model that will be provided
for each specification for which they are submitting a bid.
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.
4 | Page

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 the lowest responsive Bidder within sixty (60) days, the time
may be extended by mutual agreement between Sussex County Government and the Bidder.
A Notice of Award will be issued to the lowest responsive Bidder. The successful Bidder is
required to execute the Agreement and provide a Certificate of Insurance within twenty (20)
5 | Page

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 low Bidder in order of bid price shall then be
considered the lowest responsive Bidder and the Contract will be awarded to him/her. Should
this Bidder default, the next low 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.
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.
6 | Page

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
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.
7 | Page

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
8 | Page

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
9 | Page

CERTIFICATION OF BIDDER
The undersigned Bidder, ___________________________________ on the ______ day of
__________, 20___, for Sussex County EMS Response Vehicle Up Fit acknowledges:
1. This Bid is genuine and not made in the interest of or on behalf of any undisclosed individual
or entity and is not submitted in conformity with any collusive agreement or rules of any
group, association, organization or corporation.
2. Bidder has not directly or indirectly induced or solicited any other Bidder to submit a false
or sham bid.
3. Bidder has not solicited or induced any individual or entity to refrain from bidding; and
4. Bidder has not engaged in corrupt, fraudulent, collusive or coercive practices in competing
for the Contract. For the purposes of this Paragraph:
a. "Corrupt practice" means the offering, giving, receiving, or soliciting of anything of
value likely to influence the action of a public official in the bidding process;
b. "Fraudulent practice" means an intentional misrepresentation of facts made (a) to
influence the bidding process to the detriment of Sussex County Government, (b)
to establish bid prices at artificial non-competitive levels, or (c) to deprive Sussex
County Government of the benefits of free and open competition;
c. "Collusive practice" means a scheme or arrangement between two or more Bidders,
with or without the knowledge of Sussex County Government, a purpose of which
is to establish bid prices at artificial, non-competitive levels; and
d. "Coercive practice" means harming or threatening to harm, directly or indirectly,
persons or their property to influence their participation in the bidding process or
affect the execution of the Contract.
CORPORATE SEAL
Signature of Bidder: ________________________
BY: _____________________________________
Attest: __________ Secretary
Sworn and subscribed before me this ________day of ____________, 20___.
10 | Page