INVITATION TO BID
TOWN OF MONROE
Town of Monroe Bid #17-MVEMS 1
This document constitutes a Request for Proposals (RFP), via competitive sealed proposal, from qualified individuals or organizations to perform the Scope of Work as stated and set forth herein. This request is an offer by the Town of Monroe to accept any proposal, bid or response for the purchase of a 2017/2018 Ford F-450 Super Duty Ambulance for use by the Monroe Volunteer Emergency Medical Service to serve the residents of the Town of Monroe.
Bid packages are available by calling the First Selectman’s Office at 203-452-2821 from 9 a.m. to 4 p.m., Monday, through Thursday and from 9 a.m. to 1 p.m. on Friday. All bids shall be submitted in a sealed envelope clearly marked “Monroe Vol. EMS Ambulance Bid” .The Bids shall be sent to the First Selectman’s Office, 7 Fan Hill Road, Monroe, CT 06468 and will be accepted until the deadline of 11 a.m. on December 14, 2017. The Bids submitted shall be for all of the work set forth in the bid specifications. No bids may be submitted or withdrawn after this deadline. The Town reserves the right to reject any and all bids in the best interest of the Town. The following general terms shall apply to all Bid packages and/or responses to this notice:
1. Questions from prospective respondents will be received by the First Selectman’s Office at Monroe Town Hall, 7 Fan Hill Road, Monroe, CT 06468 until 4:00 p.m. on
November 30, 2017. All questions received by this deadline will be answered by the Monroe Volunteer Emergency Medical Service of the Town of Monroe to the extent possible, no later than December 5, 2017. All prospective respondents will receive answers to all questions submitted. The Town reserves the right to consolidate similar questions into a single response. The Town reserves the right to pursue or reject any or all proposals, in whole or in part; to waive any informalities and to pursue any proposal deemed to be in the best interest of the Town of Monroe.
2. All written responses to any questions proposed shall be in writing only. Any oral responses shall not be considered as responses from the Town of Monroe. Any answer to the questions must be posted by the deadline for the submission of the sealed Bid packages to the Town of Monroe.
3. The party submitting a sealed Bid in response to this RFP shall be responsible for timely delivery. There will be no acceptance of late proposals and the Town of Monroe does not accept any responsibility for a late filing for any person and/or entity responding to this Bid proposal.
4. The Monroe Volunteer Emergency Medical Service (Carl H. Zinn, III, Chairperson Vehicle Maintenance Committee). This party is the only person that will submit any responses to any questions submitted by possible responders to the Bid proposal. There shall be no oral modification of the RFP under any circumstances. There shall be no exceptions to this standard.
5. The Town shall reserve rights to amend or to terminate the RFP at its sole discretion for or after receiving proposals.
6. Disclosure of RFP responses is not required until the contract is negotiated or negotiations on said contract have ended whichever is earlier. The RFP response may contain confidential and/or proprietary information of the proposer that claims not to be disclosed. The burden shall be on the proposer to identify confidential information and said burden shall not be placed on the Town of Monroe under any circumstances.
The proposer of said Bid acknowledges and agrees that if the Town of Monroe has received a request for confidential information then the proposer shall have (7) seven business days to oppose this request. If they do not exercise this right then the information shall be released to the party requesting it.
7. The proposers must disclose in writing any exceptions to the RFP and their proposal shall have no exceptions to this requirement.
8. Costs are a significant consideration but this RFP shall not be construed to be strictly a low bid process and the Town of Monroe is not bound to accept the lowest bid.
A contract, if awarded, will be negotiated with a company who can best meet the Town’s needs as identified in this RFP.
9. Should a contract be awarded the Town of Monroe will require successful bidder to agree to defend, indemnify and hold harmless the Town of Monroe and their municipal officers, directors, employees and agents for, from and against, any claim, loss liability, cost and expense for bodily injury and property damage including reasonable attorney’s fees, court costs and expert witness fees, directly or indirectly relating to, resulting from or arising out of such Contract with them. This indemnification shall not be effective as to any loss attributable exclusively to the negligence or willful act or omission of the Town of Monroe and/or their officers, directors, employees and agents. Please indicate either your ability or inability to comply with this requirement.
10. The Town of Monroe states that it will not make a reciprocal promise to defend and indemnify the successful proposer.
Carl H. Zinn, III
Chairperson Vehicle Maintenance
Monroe Volunteer Emergency Medical Service