Madison County Sheriff’s Office Mobile Command Unit

COUNTY OF MADISON,
VIRGINIA
Invitation for Bids
Madison County Sheriff's Office
Mobile Command Unit
Issue Date: June 8, 2026
Questions Due By: June 15, 2026
Question Responses By: June 22, 2026
Due Date and Time: July 6, 2026, at 2:00 PM
Anticipated Interview Date: July 15, 2026
Anticipated Award Decision Date: July 21, 2026
Anticipated Implementation Date: November 1,
2026
IFB #: 260(cid:853)(cid:847)(cid:855)
Issuing Agency: Madison County
Procurement Contact:
Brian Gordon; Deputy County Administrator
414 N. Main Street
Madison, VA 22727
Phone: (540) 948-7500
Email: bgordon@madisonco.virginia.gov
Bids may be submitted to the above address or via electronic submission through EVA
Questions shall be submitted to Brian Gordon electronically via email; a list will be complied with answers
and the circulated as an addendum in EVA.

IFB 20260608 is a request for an electronic sealed bid; therefore, bids submitted outside of
the eVA system, such as via e-mail, mail, fax or hand delivery WILL NOT be accepted.
Electronic sealed bids will be received until the closing date and time provided in the
solicitation.
Prior to the due date, Bidders should:
* Check the status of the solicitation on eVA at www.eva.virginia.gov by clicking on
Business Opportunities and then click on Virginia Business Opportunities (VBO) for any
updates, changes, amendments, cancellations, etc.;
* Check the Solicitation in VBO for all attachments and documents to be completed and
submitted; and
* Complete all attachments, amendments, exhibits, product information, etc. and
attach electronically to the Bidder's electronic submission.
Bidders are solely responsible for reviewing, complying, and returning a complete and
responsive bid. Failure to submit any of the required information may result in the bid being
deemed non-responsive. Changes to the solicitation's forms or formats are prohibited except
where clearly instructed and permitted.
Bid Submission:
Electronic bid submission with required documents attached is required. Bidders must be
registered in eVA in order to submit an electronic bid. Bidders must submit one (1) complete
copy of the bid and all required documents and/or attachments.
The following are instructions for submitting an electronic bid:
a. Go to www.eva.virginia.gov;
b. Click on "I Sell To Virginia";
c. Click on "eVA Supplier Training"; and
d. Click on "Viewing and Responding to Solicitations Video".
Note: Bidders need to ensure that they submit their electronic response to the latest version of
the solicitation.
If a Bidder needs assistance submitting an electronic response, the Bidder must contact eVA
Customer Care at 866-289-7367 or email eVACustomerCare@dgs.virginia.gov.

Invitation for Bids (IFB)
Medium-Duty 4x4 Vehicle Chassis with Integrated Mobile Operations Build
1.Introduction and Instructions
Madison County is soliciting proposals for a medium-duty mobile operations vehicle. The vehicle is grant
funded and we anticipate the funds being available November 1, 2026. All bids must be submitted with
appendices A, B, and F-(1-8), failure to submit all documents may result in a deemed incomplete
submission at the sole discretion of Madison County.
2.Required Specifications (Minimum)
Chassis & Powertrain
* Chevrolet 6500 or equivalent
* Two axles
* 4x4 drivetrain
* Diesel engine
Technology & Power
* Starlink power connection ports and direct network connection ports
* Half serer rack with CAT6 to 10 jacks; minimum 12U - Itemized bid option
* 20 power receptacles - Itemized bid option
* Shore power + battery conditioning
* 6-8kW generator with the exterior power receptacles
Communications
* Two APX8500 radio locations, radios to be supplied by customer
* Antenna + wiring channels (antenna to be supplied by customer)
* Smart board connections (interior/exterior)
Interior
* Desktop workspace
* Storage for tables/chairs
Exterior
* 360-degree camera system, provided as an option

* Awning
* USB-A and USB-C charging (both sides) - Itemized bid option
* Lettering and striping to be designed by the vendor and approved by the customer
Lighting
* Emergency lighting
* 360 degrees scene lighting
* No light tower
3.General Terms and Conditions - See Appendix A
4.Submission Requirements
* Technical proposal
* Pricing
* Timeline
* Warranty
* Exceptions
5.Evaluation Criteria
* Compliance - The extent to which the offeror meets standards provided in the required specifications
-10% Weight
* Cost - Total cost of the project- 25% Weight
* Delivery and Training - Extent to which the offeror plant to deliver the vehicle and provide training to
County personnel- 15% Weight
* Experience - The experience of the offeror in building the desired vehicle - 25% Weight
* Support - Extent to which the offeror will support the Madison County Team - 25% Weight

Appendix A: General Terms and Conditions for Non-Professional Services
Contracts
A. APPLICABLE LAW AND COURTS: This solicitation and any resulting
contract shall be governed in all respects by the laws of the Commonwealth of
Virginia and any litigation with respect thereto shall be brought in the Madison
County courts. The contractor shall comply with all applicable federal, state
and local laws, rules and regulations. This solicitation is also governed by
provisions of County ordinances on procurement and any revisions thereto, as
well as procurement policies, which are hereby incorporated into this contract
by reference.
B. ANTI-DISCRIMINATION: By submitting their (bids/proposals),
(bidders/offerors) certify to the County that they will conform to the
provisions of the Federal Civil Rights Act of 1964, as amended, as well as the
Virginia Fair Employment Contracting Act of 1975, as amended, where
applicable, the Virginians With Disabilities Act, the Americans With Disabilities
Act and 2.2-4311 of the Virginia Public Procurement Act. If the award is
made to a faith-based organization, the organization shall not discriminate
against any recipient of goods, services, or disbursements made pursuant to
the contract on the basis of the recipient's religion, religious belief, refusal to
participate in a religious practice, or on the basis of race, age, color, gender
or national origin and shall be subject to the same rules as other
organizations that contract with public bodies to account for the use of the
funds provided; however, if the faith-based organization segregates public
funds into separate accounts, only the accounts and programs funded with
public funds shall be subject to audit by the public body. (Code of Virginia,
2.2-4343.1E). In every contract over $10,000 the provisions in 1. and 2.
below apply:
1. During the performance of this contract, the contractor agrees as
follows:
a. The contractor will not discriminate against any employee or
applicant for employment because of race, religion, color, sex,
national origin, age, disability, or any other basis prohibited by
state law relating to discrimination in employment, except
where there is a bona fide occupational qualification reasonably
necessary to the normal operation of the contractor. The
contractor agrees to post in conspicuous places, available to
employees and applicants for employment, notices setting forth
the provisions of this nondiscrimination clause.
b. The contractor, in all solicitations or advertisements for
employees placed by or on behalf of the contractor, will state
that such contractor is an equal opportunity employer.
c. Notices, advertisements and solicitations placed in accordance
with federal law, rule or regulation shall be deemed sufficient
for the purpose of meeting these requirements.
2. The contractor will include the provisions of 1. above in every
subcontract or purchase order over $10,000, so that the provisions will
be binding upon each subcontractor or vendor.
Appendix A - Page 1 of 7

C. ETHICS IN PUBLIC CONTRACTING: By submitting their (bids/proposals),
(bidders/offerors) certify that their (bids/proposals) are made without
collusion or fraud and that they have not offered or received any kickbacks or
inducements from any other (bidder/offeror), supplier, manufacturer or
subcontractor in connection with their (bid/proposal), and that they have not
conferred on any public employee having official responsibility for this
procurement transaction any payment, loan, subscription, advance, deposit of
money, services or anything of more than nominal value, present or
promised, unless consideration of substantially equal or greater value was
exchanged.
D. IMMIGRATION REFORM AND CONTROL ACT OF 1986: By submitting
their (bids/proposals), (bidders/offerors) certify that they do not and will not
during the performance of this contract employ illegal alien workers or
otherwise violate the provisions of the federal Immigration Reform and
Control Act of 1986.
E. DEBARMENT STATUS: By submitting its proposal, the Offeror certifies that it
is not currently debarred from submitting proposals or bids on contracts by
any agency of the Commonwealth of Virginia.
F. ANTITRUST: By entering into a contract, the contractor conveys, sells,
assigns, and transfers to the County all rights, title and interest in and to all
causes of action it may now have or hereafter acquire under the antitrust
laws of the United States and the Commonwealth of Virginia, relating to the
particular goods or services purchased or acquired by the County under said
contract.
G. MANDATORY USE OF COUNTY FORM AND TERMS AND CONDITIONS
FOR IFBs AND RFPs:
1. (For Invitation For Bids): Failure to submit a bid on the official
County form provided for that purpose shall be a cause for rejection of
the bid. Modification of or additions to any portion of the Invitation for
Bids may be cause for rejection of the bid; however, the County
reserves the right to decide, on a case by case basis, in its sole
discretion, whether to reject such a bid as nonresponsive. As a
precondition to its acceptance, the County may, in its sole discretion,
request that the bidder withdraw or modify nonresponsive portions of
a bid which do not affect quality, quantity, price, or delivery. No
modification of or addition to the provisions of the contract shall be
effective unless reduced to writing and signed by the parties.
2. (For Request For Proposals): Failure to submit a proposal on the
official County form provided for that purpose may be a cause for
rejection of the proposal. Modification of or additions to the General
Terms and Conditions of the solicitation may be cause for rejection of
the proposal; however, the County reserves the right to decide, on a
case by case basis, in its sole discretion, whether to reject such a
proposal.
H. CLARIFICATION OF TERMS: If any prospective (bidder/offeror) has
questions about the specifications or other solicitation documents, the
prospective (bidder/offeror) should contact the procurement agent no later
than five working days before the due date. Any revisions to the solicitation
will be made only by addendum issued by the County.
Appendix A - Page 2 of 7

I. PAYMENT:
1. To Prime Contractor:
a. Invoices for items ordered, delivered and accepted shall be
submitted by the contractor directly to the payment address
shown on the purchase order/contract. All invoices shall show
the County contract number and/or purchase order number.
b. Any payment terms requiring payment in less than 30 days will
be regarded as requiring payment 30 days after invoice or
delivery, whichever occurs last. This shall not affect offers of
discounts for payment in less than 30 days, however.
c. All goods or services provided under this contract or purchase
order, that are to be paid for with public funds, shall be billed
by the contractor at the contract price, regardless of which
County department is being billed.
d. The following shall be deemed to be the date of payment: the
date of postmark in all cases where payment is made by mail,
or the date of offset when offset proceedings have been
instituted as authorized under the Virginia Debt Collection Act.
e. Unreasonable Charges. Under certain emergency
procurements and for most time and material purchases, final
job costs cannot be accurately determined at the time orders
are placed. In such cases, contractors should be put on notice
that final payment in full is contingent on a determination of
reasonableness with respect to all invoiced charges. Charges
which appear to be unreasonable will be researched and
challenged, and that portion of the invoice held in abeyance
until a settlement can be reached. Upon determining that
invoiced charges are not reasonable, the County shall promptly
notify the contractor, in writing, as to those charges which it
considers unreasonable and the basis for the determination. A
contractor may not institute legal action unless a settlement
cannot be reached within thirty (30) days of notification. The
provisions of this section do not relieve a department of its
prompt payment obligations with respect to those charges
which are not in dispute (Code of Virginia, 2.2-4363).
2. To Subcontractors:
a. A contractor awarded a contract under this solicitation is hereby
obligated:
1. To pay the subcontractor(s) within seven (7) days of the
contractor's receipt of payment from the County for the
proportionate share of the payment received for work
performed by the subcontractor(s) under the contract;
or
2. To notify the department and the subcontractor(s), in
writing, of the contractor's intention to withhold
payment and the reason.
Appendix A - Page 3 of 7

b. The contractor is obligated to pay the subcontractor(s) interest
at the rate of one percent per month (unless otherwise
provided under the terms of the contract) on all amounts owed
by the contractor that remain unpaid seven (7) days following
receipt of payment from the County, except for amounts
withheld as stated in (2) above. The date of mailing of any
payment by U. S. Mail is deemed to be payment to the
addressee. These provisions apply to each sub-tier contractor
performing under the primary contract. A contractor's
obligation to pay an interest charge to a subcontractor may not
be construed to be an obligation of the County.
J. PRECEDENCE OF TERMS: Paragraphs A-J of these General Terms and
Conditions shall apply in all instances. In the event there is a conflict between
any of the other General Terms and Conditions and any Special Terms and
Conditions in this solicitation, the Special Terms and Conditions shall apply.
K. QUALIFICATIONS OF (BIDDERS/OFFERORS: The County may make such
reasonable investigations as deemed proper and necessary to determine the
ability of the (bidder/offeror) to perform the services/furnish the goods and
the (bidder/offeror) shall furnish to the County all such information and data
for this purpose as may be requested. The County reserves the right to
inspect (bidder's/offeror's) physical facilities prior to award to satisfy
questions regarding the (bidder's/offeror's) capabilities. The County further
reserves the right to reject any (bid/proposal) if the evidence submitted by,
or investigations of, such (bidder/offeror) fails to satisfy the County that such
(bidder/offeror) is properly qualified to carry out the obligations of the
contract and to provide the services and/or furnish the goods contemplated
therein.
L. TESTING AND INSPECTION: The County reserves the right to conduct any
test/inspection it may deem advisable to assure goods and services conform
to the specifications.
M. ASSIGNMENT OF CONTRACT: A contract shall not be assignable by the
contractor in whole or in part without the written consent of the County.
N. CHANGES TO THE CONTRACT: Changes can be made to the contract in any
of the following ways:
1. The parties may agree in writing to modify the scope of the contract.
An increase or decrease in the price of the contract resulting from such
modification shall be agreed to by the parties as a part of their written
agreement to modify the scope of the contract.
2. The County Administrator may order changes within the general scope
of the contract at any time by written notice to the contractor.
Changes within the scope of the contract include, but are not limited
to, things such as services to be performed, the method of packing or
shipment, and the place of delivery or installation. The contractor shall
comply with the notice upon receipt. The contractor shall be
compensated for any additional costs incurred as the result of such
order and shall give the County a credit for any savings. Said
compensation shall be determined by one of the following methods:
a. By mutual agreement between the parties in writing; or
Appendix A - Page 4 of 7

b. By agreeing upon a unit price or using a unit price set forth in
the contract, if the work to be done can be expressed in units,
and the contractor accounts for the number of units of work
performed, subject to Madison County's right to audit the
contractor's records and/or to determine the correct number of
units independently; or
c. By ordering the contractor to proceed with the work and keep a
record of all costs incurred and savings realized. A markup for
overhead and profit may be allowed if provided by the contract.
The same markup shall be used for determining a decrease in
price as the result of savings realized. The contractor shall
present the County with all vouchers and records of expenses
incurred and savings realized. The County shall have the right
to audit the records of the contractor as it deems necessary to
determine costs or savings. Any claim for an adjustment in
price under this provision must be asserted by written notice to
the County within thirty (30) days from the date of receipt of
the written order from the County. If the parties fail to agree on
an amount of adjustment, the question of an increase or
decrease in the contract price or time for performance shall be
resolved in accordance with the procedures for resolving
disputes provided by the Disputes Clause of this contract or, if
there is none, in accordance with the disputes provisions of the
Commonwealth of Virginia Vendors Manual. Neither the
existence of a claim nor a dispute resolution process, litigation
or any other provision of this contract shall excuse the
contractor from promptly complying with the changes ordered
by the County or with the performance of the contract
generally.
O. DEFAULT: In case of failure to deliver goods or services in accordance with
the contract terms and conditions, the County, after due oral or written
notice, may procure them from other sources and hold the contractor
responsible for any resulting additional purchase and administrative costs.
This remedy shall be in addition to any other remedies which the County may
have.
P. TAXES: The County reserves the right to conduct any test/inspection it may
deem advisable to assure goods and services conform to contract
specifications.
Q. USE OF BRAND NAMES: Unless otherwise provided in this solicitation, the
name of a certain brand, make or manufacturer does not restrict
(bidders/offerors) to the specific brand, make or manufacturer named, but
conveys the general style, type, character, and quality of the article desired.
Any article which the County, in its sole discretion, determines to be the equal
of that specified, considering quality, workmanship, economy of operation,
and suitability for the purpose intended, shall be accepted. The
(bidder/offeror) is responsible to clearly and specifically identify the product
being offered and to provide sufficient descriptive literature, catalog cuts and
technical detail to enable the County to determine if the product offered
meets the requirements of the solicitation. This is required even if offering the
exact brand, make or manufacturer specified. Normally in competitive sealed
bidding only the information furnished with the bid will be considered in the
Appendix A - Page 5 of 7

evaluation. Failure to furnish adequate data for evaluation purposes may
result in declaring a bid nonresponsive. Unless the (bidder/offeror) clearly
indicates in its (bid/proposal) that the product offered is an equal product,
such (bid/proposal) will be considered to offer the brand name product
referenced in the solicitation.
R. TRANSPORTATION AND PACKAGING: By submitting their
(bids/proposals), all (bidders/offerors) certify and warrant that the price
offered for FOB destination includes only the actual freight rate costs at the
lowest and best rate and is based upon the actual weight of the goods to be
shipped. Except as otherwise specified herein, standard commercial
packaging, packing and shipping containers shall be used. All shipping
containers shall be legibly marked or labeled on the outside with purchase
order number, commodity description, and quantity.
S. INSURANCE: By signing and submitting a bid or proposal under this
solicitation, the bidder or offeror certifies that if awarded the contract, it will
have the following insurance coverages at the time the contract is awarded.
For construction contracts, if any subcontractors are involved, the
subcontractor will have workers' compensation insurance in accordance with
2.2-4332 and 65.2-800 et seq. of the Code of Virginia. The bidder or
offeror further certifies that the contractor and any subcontractors will
maintain these insurance coverages during the entire term of the contract and
that all insurance coverages will be provided by insurance companies
authorized to sell insurance in Virginia by the Virginia State Corporation
Commission.
INSURANCE COVERAGES AND LIMITS REQUIRED:
1. Workers' Compensation - Statutory requirements and benefits.
2. Employer's Liability - $100,000.
3. Commercial General Liability - $500,000 combined single limit.
Commercial General Liability is to include Premises/Operations
Liability, Products and Completed Operations Coverage, and
Independent Contractor's Liability or Owner's and Contractor's
Protective Liability. The County must be named as an additional
insured when requiring a Contractor to obtain Commercial General
Liability coverage.
4. Automobile Liability - $500,000 - Combined single limit. (Only used if
motor vehicle is to be used in the contract.)
T. ANNOUNCEMENT OF AWARD: Upon the award or the announcement of the
decision to award a contract over $10,000, as a result of this solicitation, the
County may publicly post such notice on the County's website for a minimum
of 10 days.
U. DRUG-FREE WORKPLACE: During the performance of this contract, the
contractor agrees to (i) provide a drug-free workplace for the contractor's
employees; (ii) post in conspicuous places, available to employees and
applicants for employment, a statement notifying employees that the unlawful
manufacture, sale, distribution, dispensation, possession, or use of a
controlled substance or marijuana is prohibited in the contractor's workplace
and specifying the actions that will be taken against employees for violations
of such prohibition; (iii) state in all solicitations or advertisements for
Appendix A - Page 6 of 7