January 10, 2018
To Whom It May Concern:
The City of Dover will receive sealed proposals on February 6, 2019 at 2:00 p.m. local time for the
purpose of contracting for ENGINEERING SERVICES FOR THE CITY OF DOVER ELECTRIC
The RFP must be submitted with three (3) paper copies and one (1) electronic copy on either a
CD/DVD or flash drive in a sealed envelope. All vendors must complete the request for proposal
(RFP) notice and send it via email to email@example.com or by fax to (302) 736-7178 if they
intend to submit a proposal. Any vendor not returning the form may not receive published addenda.
Your proposal is not revocable for one hundred and twenty (120) days following the response
deadline indicated above.
A proposal received after the closing date and time for receipt of the proposals is late and shall
not be considered. It is the responsibility of the submitter to ensure that the proposal is received
prior to the closing date and time.
If you have questions concerning this Request for Proposal, they must be made in writing and
emailed to me at firstname.lastname@example.org. All questions must be submitted no later than Friday,
Thursday, January 25, 2019. All questions will be compiled and answered in the form of an
addendum and will be emailed to all prospective proposers who return the RFP solicitation form
attached and will be posted on the City of Dover web site, www.cityofdover.com. All changes or
corrections to this Request for Proposal will be handled by addenda issued by the Purchasing Office.
The receipt of all Addenda must be acknowledged on the proposal submission form.
The City of Dover reserves the right to request corrections, clarifications, and/or additional
information pertaining to Respondent's response.
Proposals will be opened publicly at the time and place designated in this letter. The name of
each offeror shall be read publicly and recorded. All other information contained in the
proposals shall be confidential so as to avoid disclosure of contents prejudicial to competing
offerors during the process of negotiation. The main purpose of the RFP opening is to reveal
the name(s) of the submitter(s), not to serve as a forum for determining the award.
The contract shall be awarded within 90 days of the closing date to the offeror whose proposal
is determined in writing to be most advantageous to the City. All prices must be held firm for a
minimum of 90 days from the date of the opening. The proposals, summaries, and tabulations
shall not be open for public inspection until after receipt of a fully executed contract.
Conflict of Interest Clause:
Pursuant to Dover Code, Chapter 30, Section 30-33, No city employee or official may participate
on behalf of the city in the review or disposition of any matter pending before the city in which
he has a personal or private interest. No city employee or official shall benefit from any
contract with the city, nor solicit any contract, and shall not enter into any contract with the
city (other than an employment contract). No person who has served as a city employee or
official shall represent or otherwise assist any private enterprise on any matter involving the
city, for a period of two years after termination of his employment or elected or appointed
status with the city, 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 city employee
or official. All parties hereto declare and affirm that no officer, member, or employee of the
City, and no member of its governing body, and no other public official of the City 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 City, nor any member of its governing body, have any
interest, direct or indirect, in this contract or the proceeds thereof.
Public employees and elected officials must discharge their duties impartially so as to assure
competitive access to governmental procurement by responsible contractors. Moreover, they
should conduct themselves in such a manner as to foster public confidence in the integrity of City
procurement. Dover Code Article II Section 30 (Appendix A of this policy), establishes standards of
ethical conduct among public officials and employees. Vendors participating in the City
procurement will be disqualified from the procurement if the employee, official or vendor is found
to be in violation of the City’s ethical standards and a referral of the matter will be presented to the
Please reference the City of Dover Purchasing Policy if you have any questions at:
The City of Dover reserves the right to waive technicalities, to reject any or all submissions, or any
portion thereof, to advertise for new proposals, to proceed to do the work otherwise, or to
abandon the work, if in the best interest of the City.
All proposals are to be received by the Procurement Office, 710 William Street, Dover, DE,
19904 no later than the 2:00 p.m. opening. All proposals will be opened in the presence of the
Procurement Manager or his/her designee. Any and all proprietary information contained
within the proposal must be clearly marked. The cover must indicate that the proposal
contains such information. Copies of the proposals will not be provided to competing vendors.
Minority, women, veteran, service disabled veteran, and individuals with disabilities owned
vendor preference shall be three percent (3%) of the value of the award. The vendor must
identify qualification and claim to the preference on the submitted proposal documents.
The vendor must provide authoritative proof of minority ownership such as identification
in the certification directory maintained by the State of Delaware Office of Supplier
Diversity to qualify for this preference. This preference is to be considered as a stand-alone
and cannot be added to any other preference that may be allowed. This preference shall not apply
Local vendor preference shall be considered for materials, equipment, construction contracts,
and utility contracts. Local vendor preference shall be three percent (3%) of the annual value of
the award. The term local vendor is defined as a gradually increasing range with preference
assigned as follows:
Rule 1: Vendor located within the city limits of the City of Dover.
Rule 2: Vendor located within Kent County, Delaware (applicable only if no vendor
qualifies under rule 1)
Rule 3: Vendor located within the State of Delaware (applicable only if no vendor
qualifies under rules 1 & 2)
In the event that no vendor qualifies under rules 1, 2, or 3, no local vendor preference will be
awarded. The vendor must identify qualification and claim to the preference on the
submitted proposal documents. This preference is to be considered as stand-alone and cannot
be added to any other preference that may be allowed.
In the event the contractor does not fulfill its obligations under the terms and conditions of this
contract, the City of Dover may contract for an equivalent product on the open market. Any
difference in cost between the contract prices herein and the price of open market product shall be
the responsibility of the contractor. Under no circumstances shall monies be due the contractor in
the event open market products can be obtained below contract cost. Any monies charged to the
contractor may be deducted from an open invoice.
Neither the contractor nor the City of Dover shall be held liable for non-performance under the
terms and conditions of this contract due, but not limited to, government restriction, strike, flood,
fire, or unforeseen catastrophe beyond either party's control. Each party shall notify the other in
writing of any situation that may prevent performance under the terms and conditions of this
Vendors must provide references to the City of Dover 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 “ENGINEERING SERVICES FOR THE CITY OF DOVER ELECTRIC
DEPARTMENT, 19-0013EL.” No faxed or emailed proposals will be accepted.
The City of Dover shall have the right to reject any or all proposals if deemed to be in the best
interest of the City, such as but not limited to local vendor preference and minority vendor
preference while awarding.
Acting Contract and Procurement Manager
City of Dover
REQUEST FOR PROPOSAL SOLICITATION NOTICE
RFP Number: 19-0013EL
RFP Opening: February 6, 2019, 2:00 p.m.
Description: Engineering Services for the City of Dover Electric Department
If you are interested in the request for proposal described above, you can download it in Adobe
PDF format from our web site http://www.cityofdover.com/bid-procurement. Any
amendments of other additional information related to this solicitation will be posted with the
original document on the web site.
If you do not have internet access and want to receive this request for proposal, all subsequent
amendments, or additional information on the RFP package, please provide the requested
The City of Dover
710 William Street
Dover, DE 19904
Fax: (302) 736-7178, attention Barry Wolfgang
Phone: (302) 736-7795
Please complete the following and return this form to the City of Dover Purchasing Office.
Vendor Response /Request
No submission at this time, please retain on
Please send complete RFP package
I will download the RFP package
I intend to submit
I do not intend to submit