An optional pre-bid conference will be held on March 12, 2020 at 10:00 A.M., at the 4620
West Ox Rd., Fairfax, Virginia 22030. The purpose of this conference is to allow potential
bidders an opportunity to present questions and obtain clarification relative to any facet
of this solicitation.
While attendance at this conference will not be a prerequisite to submitting a bid, bidders
who intend to submit a bid are encouraged to attend. Bring a copy of the solicitation with
you. Any changes resulting from this conference will be issued in a written addendum to
Any questions pertaining to this IFB prior to the conference can be submitted in writing to
the contract specialist at firstname.lastname@example.org.
DEPARTMENT OF PROCUREMENT & MATERIAL MANAGEMENT
12000 GOVERNMENT CENTER PARKWAY, SUITE 427
FAIRFAX, VIRGINIA 22035-0013
TELEPHONE: (703) 324-3201 FAX: (703) 324-3228 TTY: 711
March 4, 2020
Vehicle Services (DVS)
INVITATION FOR BID:
March 27, 2020 / 10:00 A.M.
Engines & Transmissions, Parts, Service, and Warranty
CONTRACT SPECIALIST: Ryan Justus 703-324-2719 or;
Bids - In accordance with the following and in compliance with all terms and conditions, unless otherwise noted, the undersigned offers
and agrees, if the bid is accepted, to furnish items or services for which prices are quoted, at the price set opposite each item, delivered
or furnished to designated points within the time specified. It is understood and agreed that with respect to all terms and conditions
accepted by Fairfax County the items or services offered and accompanying attachments shall constitute a contract.
Note: Fairfax County does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1 or
against a bidder or offeror because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law
relating to discrimination in employment in the performance of its procurement activity.
NAME AND ADDRESS OF FIRM:
Federal Employer Identification No or
Federal Social Security No. (Sole
Prompt Payment Discount:
__% for payment within ___days/net ___
State Corporation Commission (SCC)
By signing this bid, Bidder certifies, acknowledges, understands, and agrees to be bound by the conditions set forth in the
General Conditions and Instructions to Bidders as described in Appendix A, the Certification Regarding Ethics in Public
Contracting set forth in Attachment A4, and by any other relevant certifications set forth in Attachments A1 – A5.
Vendor Legally Authorized Signature
Sealed bids subject to terms and conditions of this invitation will be received by the Fairfax County Purchasing Agent at 12000
Government Center Parkway, Suite 427, Fairfax, Virginia 22035-0013 on the due date and time specified, and then publicly opened
AN EQUAL OPPORTUNITY PURCHASING ORGANIZATION
(DPMM30) rev 7-2018
1.1 The purpose of this solicitation is to establish a term contract(s) for the provision of Engines &
Transmissions, Parts, Service, and Warranty (to include remanufactured engines and transmissions)
for all vehicles repaired and maintained by the County of Fairfax for the requirements listed in this
1.2 Any questions pertaining to this solicitation shall be directed to:
Guyler “Ryan” Justus, VCA, Contract Specialist
Department of Procurement & Material Management
12000 Government Center Parkway, Suite 427
Fairfax, Virginia 22035-0013
Telephone Number: (703) 324-2719
2. REQUIRED DOCUMENTATION:
2.1 Bidders are required to include the following with their bid:
• DPMM Cover Sheet (DPMM30)
• Attachment B (Pricing Schedule)
Failure to provide these items will result in rejection of the bid.
2.2 Bidders are requested to include the following with their bid:
• Attachments A1 – A5
• Certification of technicians performing Allison remanufacturing and documentation showing the
bidder is an Allison Guild member (if bidding on Allison line items)
• Manufacturer’s/re-manufacturer’s price list
Failure to provide these items may result in rejection of the bid.
3. PRE-BID CONFERENCE:
3.1 An optional pre-bid conference will be held on March 12 at 10:00 A.M. at the West Ox Maintenance
Garage Facility, 4620 West Ox Road, Fairfax, Virginia 22030. Attendees requiring special services are
asked to provide their requirements to the Department of Procurement and Material Management ADA
representative at (703) 324-3201 or TTY 711. Please allow two (2) working days in advance of the
event to make the necessary arrangements.
3.2 The purpose of the pre-bid conference is to give potential offerors an opportunity to ask questions and
to obtain clarification about any aspect of this Invitation for Bid. Bidders may submit any questions
pertaining to the IFB, in writing, prior to the pre-bid conference to the contract specialist at
email@example.com or firstname.lastname@example.org.
4.1 The current contracts for New and Remanufactured Engines and Transmissions are scheduled to
expire. The County would like to establish replacement contracts to purchase, service and replace new
and remanufactured engines and transmissions, and associated parts and warranty.
4.2 The current contracts are available for review by request from the Contract Specialist listed in 1.2.
4.3 The County would like to add on-site engine and transmission diagnostic services to reduce the number
of repairs sent out to Contractors for a specific issue only to discover separate issues.
5. PERIOD OF CONTRACT:
5.1 The period of this contract shall be the date of the award through March 31, 2021.
5.2 Automatic contract renewals are prohibited. Contract renewals must be authorized by and coordinated
through the County’s Purchasing Department. By mutual agreement of the parties, this contract may
be renewed at the expiration of its term for four (4) one-year periods.
5.3 The obligation of the County to pay compensation due the Contractor under the contract or any other
payment obligations under any contract awarded pursuant to this Invitation for Bid is subject to
appropriations by the Fairfax County Board of Supervisors to satisfy payment of such obligations. The
County’s obligations to make payments during subsequent fiscal years are dependent upon the same
action. If such an appropriation is not made for any fiscal year, the contract shall terminate effective at
the end of the fiscal year for which funds were appropriated and the County will not be obligated to
make any payments under the contract beyond the amount appropriated for payment obligations under
the contract. The County will provide the Contractor with written notice of non-appropriation of funds
within thirty (30) calendar days after action is completed by the Board of Supervisors. However, the
County’s failure to provide such notice will not extend the contract into a fiscal year in which sufficient
funds have not been appropriated.
6. PRICES AND PRICE ADJUSTMENT:
6.1 All prices and/or discounts shall be Free on Board (F.O.B.) destination meaning that the seller pays
and bears the freight charges and owns the product while it is in transit. All charges that may be
imposed in fulfilling the terms of this contract must be included in the price.
6.2 All percentage discounts provided on the Pricing Schedule will remain firm throughout the term of the
6.3 Labor rates specified by the bidder shall include all direct and indirect overhead costs including but not
limited to general, administrative, shop supplies, or environmental/hazardous disposal fees.
6.4 The Contractor agrees that for unit price contracts, prices shall remain firm for 365 days. Price
increases are only given at the discretion of the Purchasing Agents and are not to exceed 3% or the
annual percentage increase of the Consumer Price Index for all Urban customers (CPI-U); U.S. city
average; all items, not seasonally adjusted for the latest twelve months for which the statistics are
available, whichever is less.
6.5 If pricing is amended, new price changes for any items are not allowed to go into effect until another
365-day period has passed. After the initial term of the contract has expired, price changes are only to
occur at the time of renewals.
6.6 Contractor shall give not less than 30 days advance notice of any price increase to the purchasing
office. The Contractor shall fill all orders received prior to the effective date of the price adjustment at
the old contract prices. The Contractor is further advised that decreases which affect the cost of
materials are required to be communicated immediately to the purchasing office. The request for a
change in the unit price shall include as a minimum, (1) the cause for the adjustment; (2) proposed
effective date; and, (3) the amount of the change requested with documentation to support the
6.7 Price decreases shall be made in accordance with paragraph 39 of the General Conditions and
Instructions to Bidders.
7. ESTIMATED QUANTITIES/PROJECTED REQUIREMENTS:
7.1 The quantities specified in the pricing schedule (Attachment B) of this solicitation are estimates only
and are given for the information of bidders. They do not indicate the actual quantity that will be ordered
since the actual volume will depend upon requirements that develop during the contract period. Waiver
of ten percent (10%) limitation in paragraph 29, General Conditions and Instructions to Bidders, is
8. DELIVERY/TIME OF PERFORMANCE:
8.1 Fairfax County requires that delivery be made at destination within the shortest time frame possible.
Delivery is required within five (5) business days for non-running engines and transmissions, and two
business days for all engine and transmission parts ordered under Part 6 of the Pricing Schedule,
unless other arrangements are authorized per section 8.5 or 8.6 of these Special Provisions.
8.2 Running engines and transmissions (ref. Technical Specification 1.1) shall be completed and ready for
pickup at the vendor’s location within ten (10) business days after the unit is dropped off by the County.
Should the Bidder offer pickup and delivery (Technical Specification 7), the unit shall be completed and
delivered to the County location where pickup was made within twelve (12) business days after written
approval from an authorized representative of the County to begin work, This provision applies to all
8.3 The Contractor shall arrive onsite within two (2) business days of receiving written authorization for
onsite diagnostic services from the County.
8.4 Authorized individuals will place orders for specific quantities of items covered in the resultant contract,
as requirements arise. Please refer to the Special Provisions paragraph entitled, METHOD OF
8.5 The place of delivery of items ordered under this contract shall be agreed upon between the authorized
representative placing the order and the Contractor at the time the order is placed. Deliveries will be
made to various locations in Fairfax County between the hours of 7:00 AM to 1:30 PM and 2:30 PM to
6:00 PM. on regular County business days unless other arrangements have been made. Vendor or
Carrier is responsible for unloading all merchandise and placing at ground level.
8.6 The County may pick up orders from the vendor when it is in the best interest of the County. In these
instances, the Contractor shall release the materials only to the designated representatives of the
County Agency authorized to place and pick up orders.
8.7 The Department of Vehicle Services (DVS) may authorize the contractor to expedite parts deliveries
through air freight, UPS, transit bus or other method for speedy delivery of critical parts. This
authorization will only be granted on an exception basis. The County will pay the cost of special
8.8 Should any order take longer than the stated delivery time listed in the above sections, notification must
be provided before the original time has expired so that County personnel can pursue other options to
procure the item in an agreeable timeframe.
9. QUOTATION LIMITATION:
9.1 Bidders shall offer only ONE PRICE AND/OR DISCOUNT for each line item bid. No alternatives will
be accepted, unless requested by the County.