Project Information

Bid Title

Upfitting of Public Works Vehicles

Issuing Agency

Town of Bel Air

Location

Maryland

Published Date

Nov 10, 2025

Closing Date

Dec 4, 2025

Government Level

State & Local

Status

Closed

Ref. #

DPW-120425

Original Source

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Project Description

Bid Number:	DPW-120425
Bid Title:	Upfitting of Public Works Vehicles
Category:	Bids
Status:	Open
Bid Recipient:	Procurement Officer

Publication Date/Time: 11/7/2025 12:00 PM Closing Date/Time: 12/4/2025 2:00 PM Submittal Information: Department of Finance, 39 N. Hickory Ave, Bel Air MD 21014 Bid Opening Information: December 4, 2025 2:00pm Pre-bid Meeting: November 20, 2025 10:00am Contact Person: Charles Dawson 410-638-4544 or cdawson@belairmd.org Business Hours: 8:00am to 4:30pm Fax Number: 410-838-0775 Related Documents: DPW-120425 Upfitting of Public Works Vehicles

Attachment Preview

BID TITLE:

BID NUMBER:

TOWN OF BEL AIR, MARYLAND

39 N. HICKORY AVENUE

BEL AIR, MARYLAND

SOLICITATION ANNOUNCEMENT

UPFITTING OF PUBLIC WORKS VEHICLES

DPW-120425

BID OPENING DATE AND

TIME:

Thursday, December 4, 2025 2:00pm local time

PLACE OF BID OPENING /

BID MAILING ADDRESS:

Town of Bel Air

Department of Finance

39 N. Hickory Avenue

Bel Air, Maryland, 21014

Attention: Martin Topham, Procurement Officer

PRE-BID MEETING

Thursday, November 20, 2025, 10:00am at 705 E.

Churchville Road Bel Air, Maryland 21014

TIMELY DELIVERY OF BID

DOCUMENTS:

Bids must be received in the Finance Department before

the bid opening date and time. It is the bidder’s

responsibility to ensure their Bid is delivered to the

Finance Department prior to the bid opening date and

time.

Bids should be sealed and labeled with the bid number

and bid title and directed to the Finance Department.

Bidders may obtain the Solicitation Documents by downloading the information at our website:

https://www.belairmd.org/bids.aspx. Bidders shall continue to check the website for possible

addenda to the bid(s) prior to the bid opening date.

LATE BIDS WILL BE REJECTED AND RETURNED UNOPENED

TABLE OF CONTENTS

Project Summary………………………………………………………………………………..3

General Terms and Conditions ........................................................................................ 4

Insurance Requirements ............................................................................................... 10

General Conditions ........................................................................................................ 15

Scope of Work………………………………………………………………………………… 22

Bid Form……….……………………………………………………………………………… 25

Addendum Acknowledgement……………………………………………………………… 27

Debarment Affidavit…………………………………………………………………………….28

Anti-Bribery Affidavit……………………………………………………………………………29

Local Business Preference Form…………………………………………………………… .30

Certificate of Good Standing-State of Maryland Assessments and Taxation ..………… 32

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PROJECT SUMMARY

The bid is to provide and install bodies and accessories for a 2026 Freightliner 108SD

Plus with a Cummins L9 360 HP Engine and a 2026 F550 Regular Cab 4X4 in accordance

with specifications provided under Section IV “Scope of Work” in this document.

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TOWN OF BEL AIR, MARYLAND

39 N. HICKORY AVENUE

BEL AIR, MARYLAND 21014

SECTION I

GENERAL TERMS AND CONDITIONS

BID DPW-120425

UPFITTING OF PUBLIC WORKS VEHICLES

Instructions to Bidders

1. Receipt and Opening of Bids

Sealed bids for the requirements identified in the attached statement of work and detailed

specifications, as required by the Town of Bel Air (Town) will be opened at the time and

date so specified. Unless otherwise indicated, bids will be opened at the Town of Bel Air

Finance Department, 39 N. Hickory Avenue, Bel Air, MD 21014. Bidders must submit

their bids in a sealed envelope and in duplicate. The envelope must state “Bid

DPW120425 Upfitting of Public Works Vehicles”. Late bids will be returned unopened.

The Town reserves the right to reject any or all bids, and/or waive technical defects if, in

its judgment, the interests of the Town shall so require. Bids may be withdrawn before the

scheduled time of opening. Withdrawal is not permitted after the scheduled time of

opening.

2. Award or Rejection of Bids

The contract will be awarded to the lowest responsive and responsible bidder. All bid

documents will become the property of the Town. Bids must be submitted in duplicate.

The Town also reserves the right to reject the bid of firms who have demonstrated

performance deficiencies, who have previously failed to perform properly or complete on

time other Town contracts, or whose bid package is incomplete.

The Town reserves the right to award a contract within sixty (60) days from the date of

opening and all pricing must remain firm during that period and until the time of award.

3. Reservations and Annulments

A. The Town reserves the right to reject any or all proposals and readvertise for other

bids.

B. The Town reserves the right to waive technical defects within submittals.

C. The Town may conduct any investigation to determine the ability of the bidder to

perform the work, and the bidder shall furnish to the Town all such information and

data requested. The Town reserves the right to reject any bid, if in its opinion, as

a result of its inquiry the bidder is not properly qualified to carry out the obligations

of the contract.

D. Conditional proposals may deem a bidder non-responsive.

E. The Town reserves the right to terminate any contract, if, in its opinion, there shall

be a failure at any time to perform faithfully any of its stipulations, or in case of any

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willful attempt to impose upon the Town, materials, products, and/or workmanship

inferior to that required by the awarded bidder, and any action taken in pursuance

of this latter stipulation shall not affect or impair any rights or claims of the Town to

damages for the breach of any covenant of the contract by the awarded Bidder.

F. Should the Contractor fail to comply with the conditions of this contract or fail to

complete the required work within the time stipulated in the bid/contract, the Town

reserves the right to purchase the required articles on the open market or to

complete the required work at the expense of the Contractor, and to withhold on

the open market, or to complete the required work at the expense of the

Contractor, and to withhold all money that may be due or may become due in

order to mitigate its damages in accordance with law.

G. Contractors and any of its subcontractors shall advise the Town of its intention to

use any employees that are hired or obtained from any penal, pre-release, or work

release program. If such employees are used, notification to the Town shall

include the name and violation for each individual. The use of these employees

must receive the prior approval of the Town. The Contractor shall take reasonable

precautions when selecting such individuals and provide strict supervision and

proper safeguards.

4. Compliance with Specifications

The Contractor shall abide by and comply with the true intent of the specifications and not

take advantage of any unintentional error or omission but shall fully complete every part

as the true intent and meaning of the specifications, as decided by the Town, and as

described herein. Deviations, exceptions, alternates, etc., may render the bid as non-

responsive.

5. Deviations

Any deviations to the specifications or statement of work must be clearly noted in detail

by the Bidder, in writing at the time of submittal of the formal bid. Any deviation from the

specifications as written is ground for rejection of the material, equipment, and or

services when delivered and performed.

6. Waiver of Technicalities

Minor differences in the specifications or other minor technicalities may be waived at the

discretion of the Procurement Officer.

7. Omission of Specifications

The omission of any specification or details of any specification which would normally

apply to the products, services, or construction described herein, shall not relieve the

Bidder from fulfilling those required specifications needed to provide an end-product or

service best suited to the intended purpose of this contract as determined by the

Procurement Officer.

8. “Or Equal” Clause

Whenever a material or article required is specified or shown on the plans or

specifications by using the name of a particular or proprietary product or of a particular

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Commodity Codes

• NAICS 236220Commercial and Institutional Building Construction

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