RFP - Fleet Vehicles

Qualification and Price Proposals are requested from interested parties for (4) fleet vehicles. The vehicles range from mid-size SUV’s to ½ ton trucks.

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 County Commission is soliciting bids from qualified and interested firms (hereinafter referred to as the “Proposer”) for providing four (4) fleet vehicles 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.

• Once notified of bid award Proposer will provide the selected vehicle within 90 days from bid award according to the specification sheet attached.
• Any deviation from the specification must be duly noted in the Proposer’s bid package.
• The intent of Berkeley County is to take possession of the vehicle within 90 days of the bid award.
• The successful bidder will be required to arrange delivery of all vehicles to 750 Baltimore Street, Martinsburg, WV, 25401.
• Berkeley County is tax exempt. ID# 55-6000296. Do not include sales tax.

Attachment A–C 2026 Vehicle Specification & Price Proposal Sheets.

• 1-2026 Mid- Size SUV
• 2-2026 1/2 Ton Pickup
• 1-2026 Full-Size SUV

One (1) copy of submittals of Qualification & Price information from interested businesses should be enclosed in a sealed opaque envelope marked “Fleet Vehicles”. 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, November 18, 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 9:50 AM on Thursday, November 19, 2026, in the County Commission Meeting Room, 400 W. Stephen Street, Room 205, Martinsburg, WV, 25401.

**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).

No performance bond is required for this project.

The contract will commence upon acceptance of the bid by the Berkeley County Commission. It is expected that the contract award will be made within forty-five (45) calendar days after the opening of proposals.