One (1) Mid-Sized Sports Utility Vehicle (SUV) Police
| Location: | Kansas |
|---|---|
| Posted: | Dec 4, 2025 |
| Due: | Dec 22, 2025 |
| Agency: | City of Derby |
| Type of Government: | State & Local |
| Category: |
|
| Solicitation No: | 2025-036 |
| Publication URL: | To access bid details, please log in. |
| Bid Number: |
2025-036
|
| Bid Title: |
One (1) Mid-Sized Sports Utility Vehicle (SUV) Police
|
| Category: | Motor Vehicles & Equipment |
| Status: | Open |
|
Attachment Preview
REQUEST FOR BIDS
#2025-036
One (1) Mid-Sized Sports Utility Vehicle (SUV) for the CITY OF DERBY
December 4, 2025
The City of Derby, Kansas (hereinafter referred to as the “City”) is soliciting bids for one (1)
Mid-Sized Sports Utility Vehicle (SUV) to the Derby Police Department. Please carefully
review this document. If you are interested in making a bid consistent with the conditions,
instructions, requirements, and specifications as contained herein, submit a comprehensive
bid in a sealed envelope no later than Monday December 22, 2025 at 10:00 am. The
outside of the envelope should be clearly marked with the Proposer’s name and address
and identified as “Submission of Proposal— Police Patrol Car Bid”. The sealed envelope
should be addressed as follows:
Derby City Clerk
ATTN: Police SUV Bid
611 N. Mulberry Road, Suite 300
Derby, KS 67037
RFP # 2025-036
All bids must be valid for 120 days.
It is the sole responsibility of the proposer to see that its response and the appropriate
documents are delivered on time. Any response received after the scheduled closing time
for receiving bids will be returned to the bidder unopened and will not be considered. It is the
responsibility of the vendor to check Derby’s website for information and updates.
Proposed pricing for services may be disclosed at a public meeting to receive and to file
responses of this solicitation at the City of Derby Board of Bids and Contracts meeting. Other
information provided in your response will be considered proprietary and will not be divulged
during the bid review process unless otherwise required by law. Because the services sought
will require the expenditure of public funds, part or all of the successful proposal, as well as a
resulting contract, will likely be public records within the meaning of the Kansas Open Records
Act. Prior to acceptance of a bid, the information contained in each proposal will be used for
evaluating the proposer’s ability to handle the scope of services and will not be shared with
persons not involved in the evaluation of proposals unless otherwise required by law.
Karensa Schiffel
Administrative Captain
Derby Police Department
Attachments
Bid Form
GENERAL INFORMATION
This request is for One – 2025 or Newer Mid-Sized Sports Utility Vehicle (SUV) that meet the
specifications listed. It is the intent of these specifications to describe 2025 or Newer Mid-Sized Sports
Utility Vehicle (SUV) that are capable to accommodate the needs of the City.
Questions regarding this bid request must be made in writing and directed to Captain Karensa Schiffel at
karensaschiffel@derbyks.gov.
INSTRUCTIONS TO BIDDERS
Preparation of Bid. Bid shall be made on the Bid Form included in this request for Bids. Bid information
shall be entered into the appropriate space on the Bid Form. All costs of bid preparation are the expense
of the bidder. No electronic, verbal, facsimile or telephone bid will be accepted.
Examination of Bid Documents. The Bid Documents consist of this Request for Bid, each document
listed on the table of contents of the Request for Bid, and any addenda which may be issued. Submission
of a bid shall constitute bidder’s acknowledgment upon which the City may rely that bidder has thoroughly
examined and is familiar with the Bid Documents. No claim for additional compensation will be allowed
beyond that stated in the bidder’s submitted Bid Form. Neglect or failure of the bidder to receive or
examine all or part of the Bid Document shall in no way relieve the bidder from any obligations with
respect to this bid.
Conformance to Bid Requirements. All requested attachments shall be submitted with the completed
bid form and in the designated format. Bids shall conform to the requirements of this Request for Bid.
Failure to comply with all requirements of this Request for Bid may result in bid rejection.
Interpretation of Bid Documents and Addenda. Should a bidder discover conflicts or ambiguity in the
Bid Documents that require a decision or explanation, bidder may request an interpretation. Such a
request shall be made in writing and delivered to the buyer identified on the cover page of this Request
for Bid no later than five (5) calendar days before the deadline for receipt of bids. Every interpretation
made to bidders will be in the form of an Addendum issued by the City. Addenda, if issued, will be sent as
promptly as possible to all parties that have been issued Bid Documents. Bidders shall acknowledge the
receipt of Addenda on the Bid Form.
Submission of Bid. Bidders shall submit two originals (clearly marked ‘Original’) of the completed Bid
Form, together with any required attachments or explanatory materials, prior to the time and date set for
receiving bids as stated on the cover page of this Request for Bid and/or any modifying Addenda thereto.
Bids shall be delivered in a sealed envelope clearly marked with the applicable bid number addressed to:
Derby City Clerk
ATTN: Police SUV Bid
611 N. Mulberry Road, Suite 300
Derby, KS 67037
RFP # 2025-036
Modification or Withdrawal of Bids. Bids may be modified or withdrawn prior to the bid submission
deadline. Bids modified must be retrieved by bidder, at bidder’s expense, and resubmitted with corrected
information prior to the bid submission deadline. There will be no extensions for bid modification beyond
the bid submission deadline.
No bids may be modified after the bid submission deadline.
Late Bids. Bidder shall be responsible for the timely delivery of bid. Bids received after the deadline for
receipt of bids shall not be accepted and shall be returned to the bidder unopened unless necessary for
identification purposes.
Bid to Remain Open. The bidder shall guarantee its bid for a period of one hundred (120) calendar days
from the date of bid opening.
Contract Award. Contract award will be made to the lowest responsive and responsible bidder(s). The
acceptance of a bid will be evidenced by a written Purchase Order/Contract delivered to the successful
bidder. The successful bidder agrees to abide by the specifications, requirements, terms and conditions
contained in the Contract Documents.
Contract Documents. The successful bidder will be required to enter into a Purchase Order/Contract
that is acceptable to the City. Special Provisions within the contract may allow for the addition of
attachments, amendments, and special conditions that may be negotiated by the successful bidder and
the City. Contract documents will consist of this bid invitation, its attachment(s) and addenda, if any; the
successful bidder’s completed and signed Bid Form; and a Purchase Order/Contract issued by the City.
In the absence of any language to the contrary in the executed Purchase Order/Contract, this bid
invitation, its attachment(s) and addenda, if any, will be the determining document in questions of
compliance with the specifications for this bid.
Reservations. The City reserves the right to:
1.Postpone the date and time announced for receipt of bids by issuance of an Addendum at any time
prior to the deadline for receipt of bids;
2.Reject any bid that is conditional in any way or that contains erasures, items not called for, items not in
conformity with applicable law, changes, additions, alternate proposals, or any other modifications of
the Bid Form which are not in accordance with the Bid Documents;
3.Make any investigations deemed necessary to determine if a bidder is responsive and responsible;
4.In the event that only one bid is received in response to this bid invitation, require the sole bidder to
submit cost or pricing data to assist in determining if the price is reasonable;
5.Reject any or all bids, including any bids that are found to be non-responsive or submitted by a bidder
that is not responsible;
6.Waive minor defects or irregularities in any bid, provided that the discrepancy does not affect the bid
amount or give the bidder an advantage over others;
7.Accept a bid which offers a newer product than specified if, in the opinion of the buyer identified on the
cover page of this bid invitation, it offers equal or greater functionality than the specified product, even
though it may not comply with bid specifications in every detail;
8.Award a Purchase Order to a single bidder for the entire procurement or to multiple bidders by line item,
in groups, or in phases, according to specifications.
BID REQUEST OVERVIEW
Purpose:
Bid Request Date:
Due Date
Proposal Opening
Police SUV Bid
December 4, 2025
Monday, 10:00 a.m. December 22, 2025
Monday, 10:00 a.m. December 22, 2025
Requested Action
Send competitive bids to:
City of Derby
City Clerk
Attn: Police SUV Bid
611 Mulberry
Derby, Kansas 67037
RFP # 2025-036
Attachment: Bid Form
CITY OF DERBY
BID FORM
one (1) Mid-Sized Sports Utility Vehicle (SUV) for the CITY OF DERBY
Bid Number 2025-036
MIMIMUM SPECIFICATIONS
1.Manufacturer will use the highest quality components and design practices available to the automobile
industry.
2.The vehicles shall be new (unused), current model year production.
3.The vehicles shall be supplied with all equipment and accessories indicated as standard equipment in
the manufacturer’s corresponding model year published literature.
4.Delivery of vehicles is to begin no more than ninety (90) days following the date of contract award or a
date agreed on by the purchaser.
5.The vehicle to be delivered will be washed and fully serviced.
6.Warranty requirements:
a.Basic – 3 Year / 36,000 Miles Bumper to Bumper
b.Rust – 6 Year / 100,000 Miles
c. Drive Train – 5 Year / 100,000 Miles
MIMIMUM SPECIFICATIONS
1. Prices must include equipment, delivery and warranty.
2. 2025 or newer Mid-Sized Sports Utility Vehicle (SUV)
a. Must have third row
b. Color and Interior Requirements
i. Factory color excluding black and white
ii. Interior color to be black or dark colors
c. Must have the following equipment available:
i. AWD or 4 Wheel Drive Capable
ii. Bluetooth connection
iii. Remote Start
iv. Backup Camera
v. Heated seat option
vi. Four (4) keys and fobs
3. Vehicle pricing must include professional installation/upfitting to include the following
equipment:
a. Interior emergency lights mounted in front and rear
b. Emergency siren to include Howler Siren or approved similar option
c. Emergency radio
d. Option for discreetly securing a bullpup design shotgun with electronic locking
mechanism
i. Option should be dependent on vehicle model
e. Police Radar
f. Installation Service and Shop Supplies
Quantity: 1 Vehicle
Bid Price (including shipping costs): $________________per vehicle_
This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.
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