RFP - Full Size SUV

COUNTY COMMISSION of BERKELEY
COUNTY, WEST VIRGINIA
Request for Proposal (RFP)
For
(1) Full-Size SUV
May 2026

REQUEST FOR PROPOSALS
REGARDING PRICE PROPOSALS FOR (1) FULL SIZE SUV
Qualification and Price Proposals are requested from interested parties for one (1) Full Size SUV vehicle.
A Committee (hereinafter after referred to as the "Committee") representing the County Commission
will be evaluating submissions to this request and will ultimately recommend firms judged to be both responsible
and responsive to the request in every way, including having offered the most beneficial, appropriate price
proposals. The Committee reserves the right to interview some or all prospective firms to discuss Qualifications
& Price Proposals. The format for submittals, information regarding the scope of work, and selection criteria
used by the Committee is available from the County Commission Office, 400 W. Stephen Street, Suite 201,
Martinsburg, WV 25401. Inquiries should be directed to Tracie McCormick, Procurement Coordinator, 304-264-
1923.
One (1) copy of submittals of Qualification & Price information from interested businesses should be
enclosed in a sealed opaque envelope marked "Full Size SUV". Proposals must be submitted and time-stamped
into the County Commission Office, Room 201, 400 W. Stephen Street, Martinsburg, WV, 25401 no later than
4:00 PM, Wednesday, May 20, 2026, Failure to provide the required information as requested in the RFP for
Berkeley County's review may result in disqualification.
Proposals will be opened and entered into public record at 9:55 AM on Thursday, May 21, 2026 in the
County Commission Meeting Room, 400 W. Stephen Street, Room 205, Martinsburg, WV, 25401.
Berkeley County shall make positive efforts to utilize Disadvantaged Business Enterprises for its
supplies and services and shall allow these sources the maximum feasible opportunity to compete for contracts.
Berkeley County does not discriminate on the basis of race, color, national origin, sex, religion, age or disability
for the provision of services.
Berkeley County reserves the right to accept or reject any or all proposals, to waive technicalities, and
to take whatever action is in the best interest of the Berkeley County Commission.

I. INTRODUCTION:
Proposals are being requested from interested parties to provide one (1) Full-Size SUV. The vehicles must
be delivered within (30) days of the bid -award. Only written responses to this RFP shall be considered. All
materials submitted shall become part of the proposal.
II. SCOPE OF WORK
A. GENERAL
The County Commission is soliciting bids from qualified and interested firms (hereinafter referred
to as the "Proposer") for providing one Full Size SUV vehicle as per the attached specification
sheet. It is expected that the County Commission, depending on the bids received, will contract
with several Proposers to provide the vehicles as listed herein. The County Commission reserves
the right to award the bid in part, in whole, or in combination which, in the opinion of the County
Commission is determined to be in their best interest.
B. GUIDELINES AND REQUIREMENTS
1. Once notified of bid award Proposer will provide the selected vehicle within 30 days from
bid award according to the specification sheet attached.
2. Any deviation from the specification must be duly noted in the Proposer's bid package.
3. The intent of Berkeley County is to take possession of the vehicle within 30 days of the bid
award.
4. The successful bidder will be required to arrange delivery of all vehicles to 750 Baltimore
Street, Martinsburg, WV, 25401.
5. Berkeley County is tax exempt. ID# 55-6000296. Do not include sales tax.
III. PRICE PROPOSAL:
A. At a minimum, your Price Proposal shall include the following:
1. Specifications and Price Proposal (Attachments) in its entirety. Berkeley County is
tax-exempt. Tax ID# 55-6000296.
2. Fully executed Non-Collusion Certificate - Attachment B.
3. Proof of current business licenses.
4. Statement that only US Citizens or legal immigrants are employed.
5. Proof of minimum insurance requirements as detailed in Section IX below.
6. Any conclusions, remarks and/or supplemental information pertinent to this
request.

IV. TERM OF CONTRACT:
A. The contract will commence upon acceptance of the bid by the Berkeley County
Commission.
B. If the Firm and/or Company awarded the bid subsequently fails to comply with the
specifications, it will be given thirty (30) calendar days' notice to render satisfactory
service. If at the expiration of such thirty (30) calendar days' notice, the unsatisfactory
conditions have not been corrected, the County Commission reserves the right to terminate
the contract.
V. USE OF EXISTING DOCUMENTS:
Berkeley County will cooperate to the fullest extent by making available to the Firm/Company all
documents pertinent to this service that may be in the County Commission's possession. Berkeley
County makes no warranty as to the accuracy of existing documents nor will the County
Commission accept any responsibility for errors and omissions that may arise from the
Firm/Consultant having relied upon them.
VI. PAYMENT:
Invoices must be submitted to:
Berkeley County Commission
400 W. Stephen Street
Suite 201
Martinsburg, WV, 25401
Payment will be made at time of vehicle delivery.
VII. PERFORMANCE, PAYMENT AND MAINTENANCE BONDS:
No performance bond is required for this project.
VIII. SELECTION PROCESS:
A. This solicitation is issued pursuant to the implementation of Berkeley County's Purchasing Policy.
Berkeley County shall not be liable for any costs not included in the proposal, not contracted for
subsequently, or in regard to preparation of your proposal.
B. It is the County Commission's intent to open and review each firm's Qualifications & Experience/
Technical Proposal to determine a firm's qualifications, experience and technical approach to the
services. If the Selection Committee determines that a firm's Qualifications &
Experience/Technical Proposal is acceptable, than price will be considered.
C. Selection criteria to be used by the Committee are:

1. Responsiveness to the scope of work and these instructions;
2. Past performance of the firm including timely completion of services, compliance with
scope of work performed within budgetary constraints, and user satisfaction;
3. Price Proposal. Berkeley County is a tax-exempt organization (ID# 55-6000296).
IX. PROPOSALS AND AWARD SCHEDULE:
A. Proposals received prior to the deadline will be treated as confidential, until receipt of all Proposals
and opening of the same. Proposals received after the deadline will not be considered in the
evaluation process and will be returned unopened.
B. It is expected that the contract award will be made within forty-five (45) calendar days after the
opening of proposals. The contract will be awarded to the Company whose proposal, conforming
to this request, will be the most advantageous to Berkeley County.
C. Proposals must give the full name and address of the proposer and the person signing the proposal
shall indicate his or her title and/or authority to bind the firm in a contract.
D. Proposals may not be altered or amended after they are opened.
E. The approval or disapproval of the Company's Proposal will be determined by its response to this
request and on past performance. No assumptions should be made on the part of the Firm/Company
as to this Committee's prior knowledge of their abilities.
F. Berkeley County reserves the right to request clarification of information submitted and to request
additional information of one or more applicants.
X. TERMS AND CONDITIONS:
A. The County Commission reserves the right to reject any or all proposals or to award the contract to
the next recommended Company if the successful Company fails to execute an agreement within
ten (10) calendar days after being notified of the award of this proposal.
B. Berkeley County reserves the right to request clarification of information submitted and to request
additional information of one or more applicants.
C. Any proposal may be withdrawn up until the date and time set within this RFP for the opening of
the proposals. Any proposal not so withdrawn will constitute an irrevocable offer, for a period of
ninety (90) calendar days, to sell to Berkeley County the services set forth above, in the manner
and at the costs set forth.
D. The selected Company shall be required to enter into a contract agreement with the County
Commission. Any agreement or contract resulting from the acceptance of the proposal shall be
made on forms approved by the Berkeley County In-House Legal Director and shall contain, at a
minimum, applicable provisions of this request for proposal. The County Commission reserves
the right to reject any agreement that does not conform to this request for proposal and any Berkeley
County requirements for agreements or contracts.

E. Selected Firm/Company shall not assign any interest in the contract and shall not transfer any
interest in the same without prior written consent of the Berkeley County Commission.
F. No reports, information or data given to or prepared by the Firm/Company under this agreement
shall be made available to any individual or organization by the Firm/Company without the prior
written approval of the Berkeley County Commission.
G. Firms/Companies shall give specific attention to the identification of those portions of their
proposals that they deem to be confidential, proprietary information or trade secrets and provide
any justification why such materials, upon request, should not be disclosed by the County
Commission under the West Virginia Freedom of Information Act.
H. Berkeley County shall not be liable for any costs incurred by the Firm/Company in regard to
preparation of its proposal.
I. The County Commission reserves the right to reject any and/or all proposals, to waive
technicalities, and to take whatever action is in the best interest of the County.
J. Berkeley County reserves the right to not hold discussions after award of the contract.
K. By submitting a proposal, the Firm/Company agrees that it is satisfied, as a result of its own
investigations of the conditions set forth in this request, and that it fully understands the obligations
set forth therein.
L. The Firm/Company shall abide by and comply with the true intent of the RFP and its Scope of
Work and shall not take advantage of any unintentional error, ambiguity or omission, but shall fully
complete every part as contemplated by the true intent and meaning of the scope of services
described herein.
M. The Firm/Company hereby represents and warrants:
1. That it is now, or will be by the time its Proposal is opened, qualified to do business in the
State of West Virginia and that it will take such action as, from time to time hereafter, may
be necessary to remain so qualified;
2. That it is not in arrears with respect to the payment of any monies due and owing the State,
or any department or agency thereof, including, but not limited to, the payment of taxes
and employee benefits, and that it shall not fall into arrears during the term of the contract;
that it shall comply with all federal, State, and local laws, ordinances, and legally
enforceable rules and regulations applicable to its activities and obligations under the
contract;
3. That it shall procure, at its expense, all licenses, permits, insurance, and governmental
approvals, if any, necessary to the performance of its obligations under the contract;
4. That the facts and matters set forth hereafter in the contract and made a part hereof are true
and correct.
N. In addition to any other remedy available to Berkeley County, breach of any of the services
contracted herein shall, at the election of the County Commission, be grounds for termination of
the contract. Failure of the County Commission to terminate the contract shall not be considered or
construed as either a waiver of such breach or as a waiver of any rights or remedies granted or
available to Berkeley County.

O. Hold Harmless/Indemnification: If a contract is awarded, the successful Firm/Company will be
required to indemnify and hold Berkeley County, its agents and/or employees harmless from and
against all liability and expenses, including attorney's fees, howsoever arising or incurred, alleging
damage to property or injury to, or death of, any person arising out of or attributable to the
Firm's/Company's performance of the contract awarded. Any property or work to be provided by
the Firm/Company under the contemplated contract will remain at the Firm's/Company's risk until
written acceptance by the County Commission; and the Firm/Company will replace, at
Firm's/Company's expense, all such property or work damaged or destroyed by any cause
whatsoever, prior to its acceptance by the County.
P. Termination for Convenience: Berkeley County may terminate this or any contract, in whole or in
part, whenever the County Commission determines that such termination is in the best interest of
the County, without showing cause, upon giving 30 days written notice to the Firm/Company.
Berkeley County shall pay all reasonable costs incurred by the Firm/Company up to the date of
termination. However, in no event shall the Firm/Company be paid any amount that exceeds the
price proposed for the work performed. The Firm/Company will not be reimbursed for any profits
which may have been anticipated but which have not been earned up to the date of termination.
Q. Termination for Default: When the Firm/Company has not performed or has had
unsatisfactorily performed the contract, Berkeley County may terminate the contract for default.
Upon termination for default, payment may be withheld at the discretion of the County
Commission. Failure on the part of a Firm/Company to fulfill the contractual obligations shall be
considered just cause for termination of the contract. The Firm/Company will be paid for services
satisfactorily rendered prior to termination less any excess costs incurred by Berkeley County in
re-procuring and completing the work.
R. The contractual obligation of Berkeley County under the contemplated contract is contingent upon
the availability of appropriated funds from which payment for this contract can be made.
S. Interpretation: The contract resulting from this proposal shall be construed under the laws of the
State of West Virginia.
XI. INTERPRETATIONS, DISCREPANCIES, OMISSIONS:
Should any Firm/Company find discrepancies in, or omissions from, the documents or be in doubt
of their meaning, they should at once request in writing an interpretation from the County
Commission. All necessary interpretations will be issued to all Firms/Companies in the form of
addenda to the specifications, and such addenda shall become part of the contract documents.
Failure of any Firm/Company to receive any such addendum or interpretation shall not relieve
such Firm/Consultant from any obligation under their proposal as submitted. Berkeley County
will assume no responsibility for oral instructions or suggestions. Every interpretation made by
Berkeley County will be made in the form of an addendum that, if issued, will be sent by Berkeley
County to all interested parties.

LIST OF APPENDICES THAT ARE ATTACHED
Attachment A-Full-Size SUV & Price Proposal Sheets.
Attachment B- Non-Collusion Certificate

ATTACHMENT A
FULL SIZE SUV
This sheet must be placed at the very top of your price proposal. The County Commission will utilize this
sheet for purposes of reading the proposal into the public record. Bids due no later than 4:00 PM,
Wednesday, May 20, 2026.
The proposed vehicles must all be identical and meet the following specifications as a minimum.
Berkeley County Commission seeks One (1) full-size SUVs in stock and ready for delivery.
The proposed vehicle must meet the following specifications as a minimum.
2025 or newer Model Year. Backup Camera
Black Exterior Color Intermittent wipers.
Dark colored cloth interior. Full power option (windows, locks, steering,
All standard equipment. etc.)
Gas engine (appropriate to vehicle 4x4 capability.
size/type). Rear window wiper & washer with defroster
Automatic O.D. transmission. Air conditioning.
ABS brakes. Cruise control.
5 passenger seating. AM/FM radio.
Remote keyless entry w/2-sets of keys. All-season tires.
Tilt steering wheel.
Bluetooth
ADDITIONS TO OR DEVIATIONS FROM SPECIFICATIONS MUST BE NOTED ON THE
BID DOCUMENTS.
We have received all documents related to the above referenced project. We have examined all documents
and have had the opportunity to submit questions for clarification. We hereby propose to furnish the
vehicle per the specifications as follows:
Year, Make & Model of Vehicle Proposed: _____________________________________________.
Lump Sum Price Full Size SUV per specifications (including vehicle preparation and delivery):
$___________________________
Company Name & Address: ____________________________________________________________
By:
_________________________________________________________________________________
(Authorized Signature) (Date)
Title:
_______________________________________________________________________________.
Email Address: ________________________________________________________

ATTACHMENT B
NON-COLLUSION CERTIFICATE
I HEREBY CERTIFY I am the ____________________________________________________
(Title)
and the duly authorized representative of the firm of _________________________________________
____________________________________________________________________________________
whose address is ______________________________________________________________________
AND THAT NEITHER I nor, to the best of my knowledge, information and belief, the above firm nor
any
of its other representatives I here represent have:
(a) Agreed, conspired, connived or colluded to produce a deceptive show of competition in
the compilation of the bid or offer being submitted herewith;
(b) Not in any manner, directly or indirectly, entered into any agreement, participated in any
collusion to fix the bid price or price proposal of the bidder or offeror herein or any
competitor, or competitive bidding in connection with the Contract for which the within
bid or offer is submitted; and that no member of the County Commission of Berkeley
County, West Virginia, administrative or supervisory personnel or other employees of
Berkeley County have any interest in the bidding company except as follows: (complete if
applicable)
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
I solemnly affirm under the penalties of perjury that the contents of the aforegoing paper are true
to the best of my knowledge, information, and belief.
_____________________________
Signature
_______________________ _____________________________
Date Printed or Typed Name