Invitation to Bid: Police Vehicles

INVITATION TO BID NO. 2026-28
POLICE VEHICLES
Sealed bids will be received in the Office of Purchasing and Contracting in the City Center at
324 W. Evans Street, Florence, South Carolina, 29501 until May 8, 2026 at 2:00 pm from
qualified vendors for the purchase and delivery of five (5) 2026 Police vehicles to include
upfitting. The vehicles shall come fully equipped pursuant to specifications outlined in this
document.
Bids must be submitted in a sealed envelope with "Bid No. 2026-28 Police Vehicles" clearly
marked on the outside of the envelope for easy identification by the City of Florence. Any bids
received later than the specified time will not be accepted/considered. The City will not be
responsible for late submission caused by the postal service, other carriers, or any other
delivery problems regardless of the reason. The City does not accept electronic/email bids. Bids
submitted by mail, Federal Express, United Parcel Service, etc. must meet these same
requirements and should be addressed to:
City of Florence
City Center
324 W. Evans St.
Florence, SC 29501-3430
The City of Florence under Title VI of the Civil Rights Act of 1964 and related statutes ensures
that no person shall on the grounds of race, color, national origin, sex, disability, and age, be
excluded from participation in, be denied the benefits of, or be otherwise subjected to
discrimination under any program or activity it administers.
La ciudad de Florencia en el Titulo VI de la Ley de Derechos Civiles de 1964 y los estatutos, se
asegura de que ninguna persona por motivos de raza, color, origen nacional, sexo,
discapacidad, edad, ser excluido de participar en, ser negado los beneficios de, o ser de otra
manera sujeto a discriminacion bajo cualquier programa o actividad que administra.
The City of Florence reserves the right to engage in discussions with any or all responsible
bidders who submit bids which appear to be eligible for award, for the purpose of clarification to
assure full understanding of and responsiveness to the Invitation to bid requirements herein.
This solicitation does not commit the City of Florence to award a contract/purchase order, to pay
any costs incurred in the preparation of a bid, or to procure or contract for services. The City of
Florence reserves the right to reject any and all responses, to cancel this solicitation, and to
make an award deemed in its own best interest.
Lynwood F. Givens
Purchasing Agent
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MINORITY, WOMAN, AND VETERAN OWNED BUSINESS
The City of Florence welcomes and encourages submissions from minority, woman, and
veteran owned businesses. Please indicate that you are a minority or woman owned business
with your request for bid documents.
Minority Business Owners (minority, woman, and veteran owned businesses) will be afforded
full opportunity to submit proposals in response to this invitation and will not be discriminated
against on the grounds of race, color, creed, sex or national origin in consideration for an award.
It is the policy of the City that minority, woman, and veteran owned business enterprises
(MBE/WBE/VBE) have an opportunity to participate at all levels of contracting in the
performance of City contracts to the extent practical and consistent with the efficient
performance of the contract.
The successful company must ensure that all subcontractors, agents, personnel assigned by or
employees of prime company and subcontractors are not discriminated against because of their
race, color, religion, sex or national origin. Bidders must make positive efforts to provide equal
employment opportunity for minority and women owned businesses.
LOCAL AND MINORITY BUSINESS ENTERPRISE PURCHASING PROGRAM:
When lowest bid is the principal determining factor in a bid selection process it is the intent of
the City of Florence to provide preference first to local businesses within the City or County of
Florence; however, if no local business is eligible or able to participate, preference shall then be
provided by the City to minority business enterprises based on the following guidelines:
a. For purposes of this policy, a "local business" is defined as a person, firm, contractor,
corporation, or other business entity offering the services and/or products being bid by
the City that maintain a place of business and have a physical business address
located and operating within the City or County of Florence. The business must have
been established for not less than one year within the City or County of Florence and
have a valid City of Florence Business License for a minimum of 12 months prior to the
bid date.
b. For purposes of this policy, a minority business enterprise (MBE) is defined as an MBE
that is certified in accordance with South Carolina Regulations 19-445.2160, as
authorized by 11-35-5270 the South Carolina Code of Laws, as amended.
c. When lowest bid is the principal determining factor in the selection process any "local
business" as defined in Subsection A above that submits a responsible and responsive
bid within 5% (if the business is located within the City of Florence) or 3% (if the
business is located within Florence County) of the non-local bidder who submitted the
lowest bid may match the bid submitted by the non-local bidder. A "local business"
that is within the percentage guidelines of the lowest bid received shall then be eligible
for award of the contract.
d. If the lowest bid is not a "local business" and a "local business" is within the
percentage guidelines of the lowest bid received, the "local business", subject to the
provision of Subsection H below, shall be awarded the contract if it is willing to provide
goods or services at the same price of the lowest bid received.
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e. If conditions of Subsections C above are met and the qualified "local business"
declines or is unable to match the lowest bid, then the option to do so moves to the
next qualified "local business", if such business' bid is within the percentage guideline
of the lowest bid and is similarly responsible and responsive.
f. In the event there is no "local business" eligible or willing to match the lowest bid, the
lowest responsible and responsive bid submitted by an MBE, if any, would be allowed
the opportunity to match the bid submitted by the non-local bidder and thereby be
awarded the contract when lowest bid is the primary determining factor in the bid
selection process.
g. If a procurement is to be made pursuant to state funding requirements, federal funding
requirements, bond covenants, or other outside funding source requirements which
prohibit or restrict local or MBE preference, then no local or MBE preference
consideration will be given.
h. The provisions for a local or MBE preference does not prohibit the right of the City to
compare quality of materials proposed for purchase and compare qualifications,
character, responsibility and fitness of all persons, firms, contractors, corporations, or
other business entities submitting bids. Accordingly, the local or MBE preference for a
particular procurement may be waived by the City Manager upon written
recommendation and justification by the Department Director.
INSTRUCTION TO BIDDERS
The successful bidder must be authorized to sell the stated product outlined in the specifications
of this bid document.
All bids must be signed by an authorized officer or agent of the company submitting the bid.
The vehicle dealer should submit a bid price for supplying both the vehicle and police
package as a complete unit.
The City will assume no responsibility for oral instructions or suggestions. All official
correspondence in regard to the specifications should be directed to and will be issued by the
City Purchasing Agent.
DEFINITIONS: Responsible Bidder means a bidder who has the capability in all respects to
fully perform the stated requirements, and the integrity and reliability which will assure good faith
performance.
Responsive Bidder means a bidder who has submitted a bid which conforms in all material
respects to the Invitation to Bid.
PROTEST: Any actual or prospective vendor, bidder, or contractor who is aggrieved in
connection with the solicitation or award of a contract may formally protest to the Finance
Director. The protest shall be submitted in writing within seven (7) days after such aggrieved
person or party has received the bid tabulation or the intent to award letter.
DISPUTES: In cases of disputes as to whether or not an item or service quoted or delivered
meets the specifications, the decision of the City of Florence shall be final and binding on all
parties. The Purchasing Agent may request in writing, the recommendation of the head of the
City agency using the item or other objective sources.
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DEVIATIONS: Any deviations from the specifications contained herein must be noted in detail
on the bidder's bid response for the City of Florence's consideration. Failure to submit
documentation of deviations shall be grounds for rejection of the item offered to the City of
Florence.
CHANGES: Any changes in this Invitation to Bid after the purchase order/contract agreement
has been awarded must be with the written consent of the Purchasing Agent or the City
Manager; otherwise, the responsibility for such changes lies with the vendor.
INQUIRIES: Questions concerning this invitation to bid should be directed to the City
Purchasing Agent, Lynwood F. Givens in writing by e-mail at
lgivens@cityofflorencesc.gov. The deadline for the submission of all inquiries is May 1,
2026 at 5:00 pm. Any changes to the specifications in the bid package shall be in writing
in an addendum. All Addendums will be posted on the City of Florence website at
https://www.cityofflorencesc.gov/public-bid-information. It will be the responsibility of bidders
to periodically check the website for addendums.
OWNERSHIP OF MATERIAL: Ownership of all data, material and documentation originated
and prepared for the City of Florence pursuant to this contract/purchase order shall belong
exclusively to the City of Florence.
A complete copy of the City of Florence purchasing policies and procedures manual can
be downloaded from the City of Florence website at https://www.cityofflorence.com/public-
bid-information.
Bids must be signed by an individual legally authorized to offer the pricing and response to this
invitation to bid. Any bid that is not signed will not be considered for evaluation.
WARRANTY
All items furnished in accordance with the specifications of this document shall be
covered by the manufacturer's and/or suppliers' standard warranty or guarantee on new
vehicles.
CRITERA FOR AWARD
The bid is to be awarded to the lowest responsible/responsive bidder that best meets all of the
City of Florence's specifications. Bidders must bid on all three components of the of the
invitation to bid to be considered a responsible/responsive bidder. It is the intent of the City of
Florence to award this purchase to one bidder only.
Firms are requested to submit two (2) copies of the bid on the City of Florence Bid sheet
included in this invitation to bid. The bid will be awarded to the lowest responsible/responsive
bidder that best meets the City of Florence's specification/scope of work, taking into
consideration but not limited to the following:
1. Price
2. Delivery Schedule
3. Warranty
The City shall have sole discretion in evaluating the bids and qualifications of the
responders. The City reserves the right to select the bid that it may determine to
be in the best interest of the City. The City also reserves the right to reject any
and all bids, including that of the selected bidder if satisfactory contract
negotiations cannot be concluded.
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BID RESPONSE
1. Bid price should include all costs for preparation, material, equipment, labor and
supervision for the purchase and delivery of the vehicle pursuant to the specifications in
this invitation to bid,
2. Delivery Schedule,
3. Warranty,
Bid tabulations will be sent to all bidders via email and posted on the City of Florence
website at https://www.cityofflorence.com/public-bid-information . Before the award of
contract/purchase order, any respondent may be required to show that they have the
necessary license, facilities, experience, ability, and financial resources to perform the
work in a satisfactory manner. Respondents may be required to furnish the City with
sworn statements as to their experience. No contract/purchase order will be awarded
except to responsible offerors capable of performing the class and type of work required.
SCOPE:
The City of Florence is seeking bids for the purchase, delivery, and upfitting of five (5) 2026
police vehicles as follows:
SPECIFICATIONS:
1. Four (4) 2026 Dodge Durango Pursuit - Marked (Supervisor Specifications)
Vehicle Specifications:
A. Bright White clear coat
B. 5.7 Hemi
C. HD cloth seats front and rear
D. Skid plate package
E. Black Steel Wheels with Chrome center caps
F. Driver's side spotlight
G. Class IV Receiver Hitch
H. All other standard available features
Upfitting Specifications: Lighting quoted should be Soundoff Signal brand
lighting or comparable product. Console storage and other equipment
should be quoted with Troy Products or comparable reputable brand.
A. Striping to match existing fleet (proof needed)
B. Window tint - front 2 windows and windshield strip
C. Interior visor light bar dual color - Blue/White
D. (2) Grill mounted lights dual color - Blue/White
E. (2) Surface mounted lights on lower front fascia/bumper dual color - Blue/White
F. Headlight flasher setup
G. Dual speaker setup for dual tone siren system
H. Under mirror lights dual color - Blue / White
I. 72" Running board lights dual color - Blue/White
J. (4) lights, two per side in rear quarter window dual color - Blue/White
K. Rear Spoiler mounted (or interior mounted) Traffic Advisory Bar - Dual color
(Blue/Amber) with 2 Tri color modules (red) for braking notification
L. Taillight flasher setup
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M. (2) lights beside license plate, Tri Color - Amber/Blue/Red (for braking notification)
N. (2) surface mounted lights inside hatch to flash when tailgate is open, Dual color -
Blue/White
O. Work light in rear cargo area
P. Soundoff Signal Blueprint System with remote head
Q. High flat console with MDT pole mount, and slide arm with adaptor plate for
Gamber Johnson docking station, brother printer mount, side armrest and
cupholder
R. Rear Cargo Lock box - with electronics tray and access to spare tire if applicable
S. Magnetic Mic clip
T. Streamlight Stinger Flashlight with charger
U. Install Motorola radio (provided by city)
V. Install Motorola M500 In car camera system with Cradle point router (provided by
city)
2. One (1) 2026 Dodge Durango Pursuit - Marked (Patrol Unit Spec)
Vehicle Specifications:
A. Bright White clear coat
B. 5.7 Hemi
C. HD cloth front seat / vinyl rear seat
D. Skid plate package
E. Black Steel Wheels with Chrome center caps
F. Driver's side spotlight
G. Deactivated rear doors and windows
H. Class IV Receiver Hitch
I. All other standard available features
Upfitting specifications: Lighting quoted should be Soundoff Signal brand
lighting or comparable product. Console storage and other equipment should be
quoted with Troy Products or comparable reputable brand.
A. Striping to match existing fleet (proof needed)
B. Window tint - front 2 windows and windshield strip
C. Interior visor light bar dual color - Blue/White
D. (2) Grill mounted lights dual color - Blue/White
E. (2) Surface mounted lights on lower front fascia/bumper dual color - Blue/White
F. Headlight flasher setup
G. Dual speaker setup for dual tone siren system
H. Under mirror lights dual color - Blue / White
I. 72" Running board lights dual color - Blue/White
J. (4) lights, two per side in rear quarter window dual color - Blue/White
K. Rear Spoiler mounted (or interior mounted) Traffic Advisory Bar - Dual color
(Blue/Amber) with 2 Tri color modules (red) for braking notification
L. Taillight flasher setup
M. (2) lights beside license plate, Tri Color - Amber/Blue/Red (for braking notification)
N. (2) surface mounted lights inside hatch to flash when tailgate is open, Dual color -
Blue/White
O. Work light in rear cargo area
P. Soundoff Signal Blueprint System with remote head
Q. Full partition system with rear seat window guards.
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R. High flat console with MDT pole mount, and slide arm with adaptor plate for
Gamber Johnson docking station, brother printer mount, side armrest and
cupholder
S. Rear Cargo Lock box - with electronics tray and access to spare tire if applicable
T. Magnetic Mic clip
U. Streamlight Stinger Flashlight with charger
V. Install Motorola radio (provided by city)
W. Install Motorola M500 In car camera system with Cradle point router (provided by
city)
The specifications detailed herein represent the quality of the equipment that is
required by the city. Whenever in this invitation any particular equipment is indicated or
specified by patent, proprietary or brand name of manufacturer/ developer/inventor,
such wording will be deemed to be used for the purpose of facilitating descriptions and
quality of the equipment desired by the City. It is not meant to eliminate bidders or
restrict competition in any bid process. A bid for equipment that is equivalent or
comparable to or that surpasses the stated specifications will be considered.
Determination of equivalency and comparability shall rest solely with the City of
Florence.
All exceptions shall be stated no matter how seemingly minor. Failure to clearly and properly
note exceptions to specifications may result in a determination by the city that the bid is non-
responsive. Any and all exceptions must meet or exceed the style, type, character and quality
of the specifications stated herein. The determination of whether exceptions meet or exceed
the specifications shall be made solely by the City of Florence.
TAXES
The $500.00 South Carolina Infrastructure Maintenance Fee and all applicable
taxes should be included in the bid.
INSPECTION/ACCEPTANCE of this equipment shall be conducted by Police Chief Allen
Heidler or his designee.
INSURANCE REQUIREMENTS
The firm shall agree to hold harmless, indemnify and defend the City of Florence, South
Carolina, its agents and employees from any claims for property damage or personal injury
(including death resulting therefrom). Such claims include, but are not limited to, actual,
consequential, incidental or punitive damages. The firm shall agree to maintain sufficient
comprehensive general liability insurance, naming the City of Florence, South Carolina, as
additional insured, in the amounts of $1,000,000.00 per occurrence and $1,000,000.00 per
person. Proof of such insurance shall be given to the Purchasing Agent by an appropriate
certificate-of-insurance issued by the firm's insurance agent.
Further, the firm shall agree to insure prior to commencement of work on the project (job), all
subcontractors, agents, assigns or employees of prime firm and subcontractor shall agree to
hold harmless, indemnify and defend the City of Florence, South Carolina, its agents and
employees from any claims for property damage or personal injury (including death resulting
therefrom). Such claims include but are not limited to, actual, consequential, incidental or
punitive damages. Further, prior to commencement of work on the project (job), the firm shall
insure that all subcontractors, agents or assigns of the firm, maintain sufficient comprehensive
general liability insurance, naming the City of Florence, South Carolina, as additional insured, in
the amounts of $1,000,000.00 per occurrence and $1,000,000.00 per person. Proof of such
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insurance shall be given to the Purchasing Agent by an appropriate certificate-of-insurance
issued by applicable entity's insurance agent.
With regards to comprehensive general liability insurance, claims may be made during or after
the term or terms of the contract/purchase order agreement.
Vehicle liability insurance with minimum combined single limits of $1,000,000.00 per occurrence
shall be maintained by the firm.
The successful firm shall take out and maintain, during the life of the contract agreement,
workers' compensation and employer's liability insurance for all employees to be engaged in
services on this project under this agreement in an amount not less than $1,000,000.00, and in
case any such services are sublet, the firm shall require all subcontractor(s) also to provide
workers' compensation and employer's liability insurance in an amount not less than
$1,000,000.00 for all of the subcontractor's employees to be engaged in such.
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INVITATION TO BID NO. 2026-28
POLICE VEHICLES
BID SHEET
Total cost including materials, mounting, and delivery (including tax) of five (5) police vehicles
as specified in this invitation to bid.
Four 2026 Dodge Durango Pursuit - Marked (Supervisor Spec) $_______________
One 2026 Dodge Durango Pursuit - Marked (Patrol Spec) $_______________
Total Bid $_______________
MAXIMUM NUMBER OF DAYS FOR DELIVERY
AFTER RECEIPT OF ORDER: _________________
Is your company a certified MBE/DBE/ WBE/VBE: Yes ______ No ______
________________________________ ___________________________ ____________
Authorized Signature Printed Name Date
____________________________________________________________________________
Company Name
_________________________________ _____________________________
Federal Tax ID. E-Mail Address
____________________________________________________________________________
Mailing Address (Include Zip Code)
______________________________ _______________________________
Telephone Number Fax No.
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