ARLINGTON COUNTY, VIRGINIA
OFFICE OF THE PURCHASING AGENT
2100 CLARENDON BOULEVARD, SUITE 500
ARLINGTON, VA 22201
INVITATION TO BID NO. 20-033-ITB
SEALED BIDS WILL BE RECEIVED IN HAND IN THE OFFICE OF THE BID CLERK, SUITE 511, 2100 CLARENDON
BOULEVARD, ARLINGTON, VIRGINIA 22201, UNTIL 2:00 P.M. ON THE 11TH DAY OF DECEMBER, 2019 FOR:
THE PROVISION OF INTERNATIONAL TRUCK VEHICLES THROUGH CLASS EIGHT ORIGINAL EQUIPMENT
MANUFACTURER (OEM) PARTS AND IN-SHOP REPAIR SERVICES ON AN AS-NEEDED BASIS, FOR UP TO
A FIVE (5) YEAR PERIOD.
At the time, date and place stated above, bids will be publicly opened.
NOTICE: ANY BIDDER ORGANIZED AS A STOCK OR NONSTOCK CORPORATION, LIMITED LIABILITY
COMPANY, BUSINESS TRUST OR LIMITED PARTNERSHIP, OR REGISTERED AS A LIMITED LIABILITY
PARTNERSHIP, MUST BE AUTHORIZED TO TRANSACT BUSINESS IN THE COMMONWEALTH OF VIRGINIA
PRIOR TO SUBMITTING A BID (REFER TO AUTHORITY TO TRANSACT BUSINESS SECTION OF THE
SOLICITATION FOR FURTHER INFORMATION).
Arlington County reserves the right to reject any and all bids, cancel this solicitation, and waive any
informalities as defined in the Arlington County Purchasing Resolution.
Arlington County, Virginia
Office of the Purchasing Agent
TABLE OF CONTENTS
I. INFORMATION FOR BIDDERS......................................................................................................3
II. SCOPE OF SERVICES..................................................................................................................10
III. AGREEMENT AND CONTRACT TERMS AND CONDITIONS ...........................................................12
IV. ATTACHMENTS AND FORMS ....................................................................................................28
B I D F O R M .................................................................................................................................29
I. INFORMATION FOR BIDDERS
1. QUESTIONS AND ADDENDA
All communications relating to this solicitation must be e-mailed to ARLENE PALMER in the Office of the
Purchasing Agent, at AMPALMER@ARLINGTONVA.US. For a question to be considered, the subject line
of the e-mail must state the following: ITB No. 20-033-ITB Questions. Questions should be succinct and
must include the submitter’s name, title, company name, company address, and telephone number. Prior
to the award of a contract resulting from this solicitation, bidders are prohibited from contacting any
County staff other than those assigned to the Office of the Purchasing Agent.
QUESTIONS REGARDING THE ORIGINAL SOLICITATION MUST BE SUBMITTED BY NOVEMBER 25, 2019
AT 5:00 PM EASTERN TIME TO BE CONSIDERED FOR AN ADDENDUM.
If any questions or responses require revisions to this solicitation, such revisions will be by formal
Addendum only. Bidders are cautioned not to rely on any written, electronic, or oral representations made
by any County representative or other person, including the County’s technical contact, that appear to
change any portion of the solicitation unless the change is subsequently ratified by a written Addendum
to this solicitation issued by the Office of the Purchasing Agent.
2. INTEREST IN MORE THAN ONE BID AND COLLUSION
Reasonable grounds for believing that a Bidder is interested in more than one bid for a solicitation,
including both as a Bidder and as a subcontractor for another Bidder, or that collusion exists between two
or more Bidders, will result in rejection of all affected bids. However, an individual or entity acting only as
a subcontractor may be included as a subcontractor on bids of two or more different Bidders. Bidders
rejected under the above provision will also be disqualified if they respond to a re-solicitation for the same
3. TRADE SECRETS OR PROPRIETARY INFORMATION
Trade secrets or proprietary information that a bidder or contractor submits in connection with a
procurement transaction may be exempted from public disclosure under the Virginia Freedom of
Information Act (“VFOIA”). However, the bidder or contractor must invoke VFOIA protection clearly and
in writing on the Bid Form for County review. The Bid Form must include at least the following: (1) the
data or other materials sought to be protected and (2) specific reasons why the material is confidential or
proprietary. It is the bidder’s sole responsibility to defend such exemptions if challenged in a court of
4. DEBARMENT STATUS
The Bidder must indicate on the Bid Form whether it or any of its principals is currently debarred from
submitting bids to the County or to any other state or political subdivision and whether the Bidder is an
agent of any person or entity that is currently debarred from submitting bids to the County or to any other
state or political subdivision. An affirmative response may be considered grounds for rejection of the bid.
5. AUTHORITY TO TRANSACT BUSINESS
Any Bidder organized as a stock or nonstock corporation, limited liability company, business trust, or
limited partnership or registered as a registered limited liability partnership must be authorized to
transact business in the Commonwealth of Virginia as a domestic or foreign business entity if so required
by Title 13.1 or Title 50 of the Code of Virginia, or as otherwise required by law. The proper and full legal
name of the entity and the identification number issued to the Bidder by the Virginia State Corporation
Commission must be included on the Bid Form. Any Bidder that is not required to be authorized to transact
business in the Commonwealth must include in its bid a statement describing why the Bidder is not
required to be so authorized. The County may require a Bidder to provide documentation that 1) clearly
identifies the complete name and legal form of the entity and 2) establishes that the entity is authorized
by the State Corporation Commission to transact business in the Commonwealth of Virginia. Failure of a
Bidder to provide such documentation will be a ground for rejection of the bid or cancellation of any
award. For further information refer to the Commonwealth of Virginia State Corporation Commission
website at: www.scc.virginia.gov.
6. ARLINGTON COUNTY BUSINESS LICENSES
The successful Bidder must comply with the provisions of Chapter 11 (“Licenses”) of the Arlington County
Code, if applicable. For information on the provisions of that Chapter and its applicability to this
solicitation, contact the Arlington County Business License Division, Office of the Commissioner of the
Revenue, at 2100 Clarendon Blvd., Suite 200, Arlington, Virginia, 22201, tel. (703) 228-3060, or e-mail
7. VIRGINIA CONTRACTOR LICENSE
For all work that is classified as being performed by "Contractors" as defined by the Virginia State Board
for Contractors, a Class A, B, or C License is required.
If a contract for performing or managing construction, removal, repair or improvements is for $120,000
or more, or if the total value of all such construction, removal, repair, or improvements undertaken by
the bidder within any twelve month period is $750,000 or more, the bidder is required under Title 54.1,
Chapter 11, Code of Virginia, as amended, to be licensed as a "CLASS A CONTRACTOR."
If a contract for performing or managing construction, removal, repair or improvements is for $10,000 or
more, but less than $120,000, or if the total value of all such construction, removal, repair, or
improvements undertaken by the bidder within any twelve month period is $150,000 or more, but less
than $750,000, the bidder is required under Title 54.1, Chapter 11, Code of Virginia, as amended, to be
licensed as a "CLASS B CONTRACTOR."
If a contract for performing construction, removal, repair or improvements is for $1,000 or more, but no
more than $10,000 or if the total value of all such construction, removal, repair, or improvements
undertaken by the bidder within any twelve month period is less than $150,000, the bidder is required
under Title 54.1, Chapter 11, Code of Virginia, as amended, to be licensed as a "CLASS C CONTRACTOR."
Class C contractors shall not include electrical, plumbing, and heating, ventilation and air conditioning
For further information, contact the State Board for Contractors, 2 South Ninth Street, Richmond, VA
23219, (804) 367-8511.
8. ESTIMATED QUANTITIES/NON-EXCLUSIVITY OF CONTRACTOR
The contract that will result from this solicitation will not obligate the County to purchase a specific
quantity of items during the Contract Term. Any quantities that are included in the contract documents
are the present expectations the County has for the period of the contract, and the County is under no
obligation to the estimated quantity, or any, amount as a result of having provided this estimate or of
having had any normal or otherwise measurable requirement in the past. The County may require more
goods than the estimated annual amount, and any such additional quantities will not give rise to any claim
for compensation over the unit prices and/or rates specified in the contract.
The items covered by this contract may be or become available under other County contract(s), and the
County may determine that it is in its best interest to procure the items through such other contract(s).
The County does not guarantee that the selected contractor will be the exclusive provider of the goods
covered by the resulting contract.
9. BID FORM SUBMISSION
The Bidder must submit its bid on the form provided in this solicitation. One copy of the Bid Form, marked
“ORIGINAL” must contain an original longhand signature, and one full copy must be uploaded to a USB
drive. The Bid Form and the USB must be submitted in a sealed envelope or package no later than the
date and time deadline specified in this solicitation to:
Arlington County Government
Office of the Bid Clerk
2100 Clarendon Boulevard,
Arlington, Virginia, 22201
The exterior of the envelope or package must indicate the name of the Bidder, the scheduled bid opening
date and time, and the number of the Invitation to Bid. Bids submitted by facsimile or electronically will
not be accepted. Arlington County is not responsible for late submissions due to the delivery services of
the United States Postal Service or any Courier.
Timely submission is solely the responsibility of the Bidder. The County will reject bids received after the
publicly posted date and time. A bid will also be rejected if the Bid Form is not signed in the designated
space by a person authorized to legally bind the bidder.
Modification of or additions to the Bid Form may be cause for rejection of the bid; however, Arlington
County reserves the right to decide, in its sole discretion, whether to reject such a bid as nonresponsive.
As a precondition to bid acceptance, Arlington County may request the bidder to withdraw or modify any
such modifications or additions, if it does not affect quality, quantity, price, or delivery.
Bids and all documents submitted to Arlington County by a bidder become the property of the County
10. BIDDER CERTIFICATION
Submission of a signed Bid Form is certification by the respective bidder that it is registered with the
Virginia State Corporation Commission, if applicable, it is the legal entity authorized to enter into an
agreement with the County, and that it will accept any award made to it as a result of the submission.
11. ERRORS IN EXTENSION
If the unit price and the extension price differ, the unit price will prevail.