REQUEST FOR PROPOSAL
BID DOCUMENTS, CONTRACT DOCUMENTS
AND
SPECIFICATIONS
FOR THE PURCHASE OF
2025 FORD POLICE INTERCEPTOR AWD UTILITY VEHICLES
FOR THE
CITY OF DALLAS, GEORGIA
Elected Officials
James Kelly, Mayor
Nancy Arnold
Chris Carter
Candace Callaway
James Henson
Leah Alls
Cooper Cocharn
Kendall Smith, City Manager
Joe Duvall, Police Chief
PROPOSAL NO. 2025-07
FUNDING: SPLOST FUND
Page 1 of 23
REQUEST FOR PROPOSAL
FOR THE PURCHASE OF
2025 FORD POLICE INTERCEPTOR AWD UTILITY VEHICLES
PROPOSAL NO. 2025-07
Table of Contents
INVITATION TO BID…………………………………………………………………….3
GENERAL INSTRUCTIONS FOR BIDDERS, TERMS AND CONDITIONS……… 4
EXHIBIT A DISCLOSURE FORM……………………………………………………... 13
EXHIBIT B IMMIGRATION AND SECURITY FORM……………………………… 14
EXHIBIT C BID SCHEDULE…………………………………………………………... 16
EXHIBIT D SAMPLE VENDER CONTRACT……………...…...……......................... 18
EXHIBIT E SPECIFICATION …………………………………………………………. 23
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INVITATION TO BID
PURCHASE: 2025 FORD POLICE INTERCEPTOR AWD UTILITY VEHICLES
PROPOSAL NUMBER: 2025-07
__________________________________________________
The City of Dallas is soliciting competitive sealed bids from Qualified Venders for the purchase of
2025 Ford Police Interceptor AWD Utility Vehicles, being funded by Public Safety SPLOST funds.
Please visit Bids and RFPs | Dallas, GA (dallasga.gov)
Bids should be typed or submitted in ink and returned in a sealed container marked on the
outside with the Bid Number and Company Name. Bids will be received until 11:00am on
November 3, 2025 at the City of Dallas City Hall, 129 E. Memorial Dr. Dallas, Georgia 30132, at
which time the bids will be publicly opened read aloud. Bids received after the above date and time,
or in any location other than Dallas City Hall, will not be considered.
Questions regarding bids should be directed to Joe Duvall at jduvall@dallas-ga.gov, no later than
October 27, 2025. Bids are legal and binding upon the bidder when submitted. All bids should be
submitted in duplicate.
The written bid documents supersede any prior verbal or written communications between the
parties.
An award will be made to the venders submitting the lowest responsive and responsible bid. The
City of Dallas reserves the right to reject any or all bids, to waive technicalities, and to make an
award deemed in its best interest. Bids may be split or awarded in entirety. Dallas reserves the option
to negotiate terms, conditions and pricing with the lowest responsive, responsible bidder(s) at its
discretion.
Award notification will be posted after award on the city website, www.dallasga.gov and
companies submitting a bid will be notified via e-mail.
Thank you,
Joe Duvall
Chief of Police
Michael Selleck
Captain of Administration
Page 3 of 23
CITY OF DALLAS
GENERAL INSTRUCTIONS FOR BIDDERS, TERMS AND CONDITIONS
I. PREPARATION OF BIDS:
A. Each bidder shall examine the drawings, specifications, schedule and all
instructions. Failure to do so will be at the bidder’s risk, as the bidder will be
held accountable for their bid response.
B. Each bidder shall furnish all information required by the bid form or document.
Each bidder shall sign the bid and print or type his or her name on the bid form or
document. The person signing the bid must initial erasures or other changes. An
authorized agent of the company must sign bids.
C. Individuals, firms and businesses seeking an award of a City of Dallas herein after City
or City of Dallas contract may not initiate or continue any verbal or written
communications regarding a solicitation with any City officer, elected official,
employee or other City representative without permission of the Purchasing Official
named in the solicitation between the date of the issuance of the solicitation and the
date of the final contract award by the City of Dallas. Violations will be reviewed by
the City Manager. If determined that such communication has compromised the
competitive process, the offer submitted by the individual, firm or business maybe
disqualified from consideration for award.
D. Sample contracts (if pertinent) are attached. These do NOT have to be filled out
with the bid/proposal submittal, but are contained for informational purposes
only. If awarded, the successful bidder(s) will be required to complete them prior
to notice to proceed.
E. In accordance with the Georgia Illegal Reform and Enforcement Act of 2011, an
original signed, notarized and fully completed Vender Affidavit and
Agreement should be included with your bid/proposal submittal, if applicable.
Failure to provide the Vender Affidavit and Agreement with your
bid/proposal submittal may result in bid/proposal being deemed non-responsive
and automatic rejection.
II. DELIVERY:
A. Each bidder should state time of proposed delivery of goods or services.
B.
Words such as “immediate,” “as soon as possible,” etc. shall not be used. The
known earliest date or the minimum number of calendar days required after
receipt of order, notice to proceed or notice of award shall be stated (if calendar days
are used, include Saturday, Sunday and holidays in the number).
III. EXPLANATION TO BIDDERS:
Any explanation desired by a bidder regarding the meaning or interpretation of the
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invitation for bids, drawings, specifications, etc. must be requested by the question
cutoff deadline stated in the solicitation in order for a reply to reach all bidders
before the close of bid. Any information given to a prospective bidder concerning
an invitation for bid will be furnished to all prospective bidders as an addendum to
the invitation if such information is necessary or if the lack of such information
would be prejudicial to uninformed bidders. The written bid documents supersede
any verbal or written communications between parties. Receipt of any such addendum should
be acknowledged in the bid. It is the bidder’s responsibility to ensure that they
have all applicable addenda prior to bid submittal. This may be accomplished via
contact with the assigned Purchasing Official prior to bid submittal.
IV. SUBMISSION OF BIDS:
A. Bids shall be enclosed in sealed envelopes, addressed to the City of Dallas,
Purchasing Office, 129 E. Memorial Dr. Dallas, Georgia 30132, with the name of the
bidder, the date and hour of opening and the invitation to bid number on the face of
the envelope. Emailed/faxed bids will not be considered. Any addenda should be
enclosed in the sealed envelopes as well.
B. ADD/DEDUCT: Add or deduct amounts indicated on the outside of the
envelope are allowed and will be applied to the lump sum amount. Amount shall
be clearly stated and should be initialed by an authorized company
representative.
C. Samples of items, when required, must be submitted within the time specified
and, unless otherwise specified by the city, at no expense to the City. Unless
otherwise specified, samples will be returned at the bidder’s request and expense
if items are not destroyed by testing.
D. Items offered must meet required specifications as exhibit(s) A-D and must be of a
quality, which will adequately serve the use and purpose for which intended.
E. Full identification of each item bid upon, including brand name, model, catalog
number, etc. must be furnished to identify exactly what the bidder is offering.
Manufacturer’s literature may be furnished.
F. The bidder must certify that items to be furnished are new and that the quality
has not deteriorated so as to impair its usefulness as new.
G. Unsigned bids will not be considered except in cases where bid is enclosed with
other documents, which have been signed and delivered in sealed envelope. The City
will determine this.
H. City of Dallas is exempt from federal excise tax and Georgia sales tax with
regard to goods and services purchased directly by City of Dallas. Suppliers
and Venders are responsible for federal excise tax and sales tax, including
taxes for materials incorporated in City construction projects. Suppliers and
Venders should contact the State of Georgia Sales Tax Division for additional
information.
I.
Information submitted by a bidder in the bidding process shall be subject to
disclosure after the public opening in accordance with the Georgia Open
Records Act. Each page of proprietary information must be identified. Entire bid
may not be deemed proprietary.
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This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.
