RFPs and Bids

The Town of Fenwick Island will receive sealed bids and qualifications on November 20, 2017 at 2:00 p.m. local time for the purpose of contracting for COVERAGE OR COMBINATIONS OF COVERAGES FOR THE FOLLOWING MUNICIPAL INSURANCE OPTIONS: (1) PROPERTY AND CASUALTY INSURANCE; (2) PUBLIC OFFICIALS LIABILITY AND POLICE LIABILITY INSURANCE FROM DECEMBER 1, 2017 – NOVEMBER 30, 2018.  The bid must be submitted with one original and one electronic copy on either a flash drive or a cd.

LATE SUBMISSIONS:

A bid received after the closing date and time for receipt of the bids is late and shall not be considered. It is the responsibility of the submitter to ensure that the bid is received prior to the closing date and time.

QUESTIONS:

If you have questions concerning this bid, they must be made in writing and emailed to townmgr@fenwickisland.org. All questions must be submitted no later than November 6, 2017. All questions will be compiled and answered in the form of an addendum and will be emailed to all prospective bidders.  All changes or corrections to this Request for Bid will be handled by addenda issued by the Town of Fenwick Island.

The Town of Fenwick Island reserves the right to request corrections, clarifications, and/or additional information pertaining to Respondent’s response.

Bids will be opened publicly at the time and place designated in this letter. The name of each offeror shall be read publicly and recorded. The main purpose of the bid opening is to reveal the name(s) of the bidder(s), not to serve as a forum for determining the low bidder(s).

The contract shall be awarded by November 30, 2017 to the offeror whose bid is determined in writing to be most advantageous to the Town. All prices must be held firm for a minimum of 120 days from the date of the opening. The bids, summaries, and tabulations shall not be open for public inspection until after receipt of a fully executed contract.

Conflict of Interest Clause:

No Town employee or official may participate on behalf of the Town in the review or disposition of any matter pending before the town in which he has a personal or private interest. No Town employee or official shall benefit from any contract with the Town, nor solicit any contract, and shall not enter into any contract with the Town (other than an employment contract). No person who has served as a Town employee or official shall represent or otherwise assist any private enterprise on any matter involving the Town, for a period of two years after termination of his employment or elected or appointed status with the Town, if he gave an opinion, conducted an investigation or otherwise was directly and materially responsible for such matter in the course of his official duties as a Town employee or official. All parties hereto declare and affirm that no officer, member, or employee of the Town, and no member of its governing body, and no other public official of the Town who exercises any functions or responsibilities in the review or approval of the undertaking described in this contract, or the performing of services pursuant to this contract, shall participate in any decision relating to this contract which affects his or her personal interest, or any corporation, partnership, or association in which he or she is directly or indirectly interested; nor shall any employee of  the Town, nor any member of its governing body, have any interest, direct or indirect, in this contract or the proceeds thereof.

The Town of Fenwick Island reserves the right to waive technicalities, to reject any or all bids, or any portion thereof, to advertise for new bids, to proceed to do the work otherwise, or to abandon the work, if in the best interest of the Town.

All bids are to be received by the Town Hall, 800 Coastal Highway, Fenwick Island, DE, 19944 no later than the 2:00 p.m. on November 20, 2017. All bids will be opened in the presence of the Town Manager or his/her designee. The name of each offer or shall be read publicly. All other information contained in the bids shall be confidential so as to avoid disclosure of information prejudicial to competing offers during the negotiation process.  Any and all proprietary information contained within the bid must be clearly marked. The cover must indicate that the bid contains such information. Copies of the bids will not be provided to competing vendors.

Vendors must provide references to the Town of Fenwick Island upon request. Vendor references may be checked to verify the proposer’s ability to perform the contract requirements, the quality of work and the ability to meet obligations.

 ENVELOPES MUST BE MARKED “COVERAGE OR COMBINATIONS OF COVERAGES FOR THE FOLLOWING MUNICIPAL INSURANCE OPTIONS: (1) PROPERTY AND CASUALTY INSURANCE; (2) PUBLIC OFFICIALS LIABILITY AND POLICE LIABILITY INSURANCE FROM DECEMBER 1, 2017 – NOVEMBER 30, 2018.”  No faxed or emailed bids will be accepted.

The Town of Fenwick Island shall have the right to reject any or all bids if deemed to be in the best interest of the Town.