Purchase Of Three (3) 2026 Or Newer Harley-Davidson Road Glide FLTRXP Police Motorcycles

CITY OF
HENDERSONVILLE
101 MAPLE DRIVE NORTH
HENDERSONVILLE, TN 37075
REQUEST FOR BIDS
PROJECT NAME:
PURCHASE OF THREE (3) 2026 OR NEWER HARLEY-DAVIDSON ROAD GLIDE
FLTRXP POLICE MOTORCYCLES
ISSUE DATE: October 16, 2026
QUESTIONS DUE: October 29, 2026 AT 3:00 PM
ADDENDUM POSTED (IF NEEDED): October 30, 2026
SUBMITTALS DUE: November 5, 2026 AT 3:00 PM
BID NO. 27-0017
JAMIE CLARY, MAYOR
CITY OF HENDERSONVILLE
POLICE DEPARTMENT
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City of Hendersonville
Police Department
PROJECT NAME:
PURCHASE OF THREE (3) 2026 OR NEWER HARLEY-DAVIDSON ROAD GLIDE
FLTRXP POLICE MOTORCYCLES
TABLE OF CONTENTS
DESCRIPTION: PAGE NUMBER:
Request for Bids 1
Table of Contents 2
Invitation to Bid 3
Bid Submittal Checklist 4
Bidding Instructions 5-6
Scope of Work Overview 7-8
General Conditions 9-11
Specifications 12
Bid Proposal Submittal Form 13
Bid Proposal Submittal Form Pricing Sheet 14-15
Title VI Compliance 16
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INVITATION TO BID
The Hendersonville Police Department is accepting sealed bids for the purchase of three (3) 2026 or newer
Harley-Davidson Road Glide FLTRXP police motorcycles in accordance with the specifications, terms,
and conditions contained in this Request for Bids.
Specifications may be obtained by email request to Angelique Early with the Hendersonville Police
Department at aearly@hvillepd.org or by paper copy from the Hendersonville Police Department, 3
Executive Park Drive, Hendersonville, TN 37075.
Sealed bids must be submitted by November 5, 2026, for the opening at 3:00 PM, at which time they
will be opened in the Office of the Chief of Police at Hendersonville Police Department, 3 Executive
Park Drive, Hendersonville, TN 37075.
The City reserves the right to reject any and all bids and to waive informalities or technicalities.
Questions must be submitted in writing to aearly@hvillepd.org by the deadline stated on the cover
page. Only written addenda issued by the City may modify this solicitation.
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BID SUBMITTAL CHECKLIST
Project Name: Purchase of Three (3) 2026 or Newer Harley-Davidson Road Glide FLTRXP Police
Motorcycles
Solicitation Number: 27-0017
Company Name:
The Bidder is responsible for ensuring that all required documents are submitted with its response. Failure
to provide required documentation may result in the response being deemed nonresponsive.
Please check all items included with your submission.
Completed and Signed Bid Submittal Checklist

Completed Bid Proposal Submittal Form

Completed and Signed Pricing Sheet, including unit price and total price for all three (3)

motorcycles
Acknowledgment of All Addenda Issued, if any

Manufacturer or dealer documentation demonstrating compliance with the specifications

Proposed delivery date for all three (3) motorcycles

Factory warranty documentation and identification of authorized warranty service

location(s)
Identification of authorized warranty service location(s)

Identification of all exceptions, exclusions, and additional charges, or confirmation that none

apply
Title VI Compliance Form (Voluntary - Not Required for Submission or Evaluation)

CERTIFICATION
The undersigned certifies that this checklist has been reviewed and that all required documents
have been included in the submission. The Bidder understands that submission of this checklist
does not relieve the Bidder of responsibility for complying with all requirements contained in the
solicitation, including any applicable federal funding requirements, certifications, or contract
provisions that may become applicable to this project.
Authorized Representative:
Title:
Signature: Date:
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BIDDING INSTRUCTIONS
Sealed bids shall be received by the City of Hendersonville, Police Department, for the furnishing
of all materials and supplying of all labor necessary for the purchase of three (3) 2026 Or Newer
Harley-Davidson Road Glide FLTRXP police motorcycles in accordance with the specifications
and requirements contained herein.
Copies of the specifications and contract documents may be examined and obtained at the Police
Department, located at 3 Executive Park Drive, Hendersonville, Tennessee 37075.
For further information, contact, Angelique Early, Purchasing Tech , aearly@hvillepd.org or 615-
590-4670
BIDDING REQUIREMENTS
1) Sealed bids shall be received at Hendersonville Police Department located at 3
Executive Park Drive, Hendersonville, Tennessee 37075, no later than 3:00 PM, at
November 5, 2026. Bids must be submitted in the format shown below. Bids received
after this time and/or bids improperly submitted shall be returned to the bidder unopened.
Telegraphic bids will not be accepted.
2) The following information shall be clearly noted on the outside of the bid package:
1.) Project Name: Purchase Of Three (3) 2026 Or Newer
Harley-Davidson Road Glide FLTRXP
Police Motorcycles
2.) Bidder's Name:
3.) Business Address:
4.) Business Telephone:
5.) Bidder's Email:
3) Bidder shall be a business properly authorized to conduct business by the State of
Tennessee and shall maintain any dealer authorization, registration, or other credentials
legally required to sell and deliver the motorcycles.
4) The City may consider the Bidder's experience, qualifications, ability to provide the
required motorcycles, warranty support, delivery capability, and overall responsiveness to
the requirements of the solicitation
5) The successful bidder shall comply with all applicable City of Hendersonville business
licensing requirements prior to delivery or performance under the contract.
6) The Bidder shall provide sufficient information to demonstrate that the proposed
motorcycles meet or exceed all requirements contained in the specifications.
7) The Bidder shall include manufacturer or dealer specification information sufficient for
the City to verify compliance.
8) The contractor shall supply proof of insurance in accordance with General Conditions,
Section F. Insurance Requirements.
9) Contract/Project Administration: The Chief of Police, or their designated
representative(s), shall serve as the owner's representative. All requests, correspondence
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and submittals pertaining to this contract shall be addressed, in writing, to the attention
of:
Angelique Early, Purchasing Tech
Police Department
3 Executive Park Drive
Hendersonville TN 37075
10) The City reserves the following rights:
* Waive any informalities
* Reject any or all bids
* Award to the bidder that best meets the needs of the City of Hendersonville
* Make multiple awards, if applicable, if it is deemed to be in the best interest of the
City.
11) Bid prices shall include all costs necessary for the Bidder to provide the motorcycles and
fulfill its obligations under the lease, including applicable delivery, freight, administrative,
overhead, and other incidental costs unless specifically identified as a separate bid item.
12) All addenda issued prior to bid opening shall become part of the contract documents. It is
the bidder's responsibility to confirm receipt of all addenda.
13) Bidder agrees that its submitted pricing shall remain firm for one hundred twenty (120)
calendar days following the bid opening to allow the City sufficient time to review the
bids, make an award, and complete the contracting process.
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SCOPE OF WORK OVERVIEW
The City of Hendersonville Police Department is seeking bids for the purchase of three (3) 2026
or newer Harley-Davidson Road Glide FLTRXP police motorcycles.
A. Quantity
The City intends to purchase:
* Three (3) motorcycles
* All three motorcycles shall meet the specifications contained in this solicitation.
B. Required Motorcycle
Each motorcycle shall be:
* 2026 or newer Harley-Davidson Road Glide FLTRXP;
* Police model;
* Birch White in color;
* Equipped with an upgraded "Wind Splitter" twelve (12) inch windshield; and
* Covered by a minimum two (2) year factory warranty.
C. Purchase Pricing
The Bidder shall provide a total price for all three (3) motorcycles. The Total Cost shall
include all costs necessary to fulfill the requirements of the solicitation, including delivery,
freight, administrative costs, overhead, profit, and other incidental costs.
Any exceptions, exclusions, or additional , including applicable title, registration, tag, or
other governmental fees, shall be clearly identified in the Bidder's response.
D. Maintenance and Repairs
The City of Hendersonville will be responsible for recommended manufacturer-scheduled
maintenance associated with normal operation of the motorcycles.
The City currently anticipates scheduled maintenance at approximately:
* 1,000 miles;
* 5,000 miles; and
* 10,000 miles.
The Bidder shall clearly identify any maintenance, repair, service, or other charges for
which the City would be responsible in addition to the purchase cost.
Manufacturer warranty repairs shall remain the responsibility of the manufacturer and/or
authorized dealer in accordance with the applicable factory warranty.
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E. Insurance
The City of Hendersonville will be responsible for maintaining full-coverage insurance on
the motorcycles.
The Bidder shall identify any insurance requirements applicable to the dealer and shall
provide evidence of required coverage as specified by the City.
F. Warranty
All three motorcycles shall be covered by a minimum two (2) year factory warranty.
The Bidder shall provide warranty documentation identifying the applicable warranty
terms and conditions.
The Bidder shall identify the authorized service location(s) responsible for warranty
service.
G. Delivery and Acceptance
The Bidder shall deliver all three motorcycles to the location designated by the City.
Upon delivery, the City will inspect the motorcycles to verify compliance with the
specifications.
The City reserves the right to reject any motorcycle that does not conform to the
specifications or the Bidder's proposal.
Acceptance of the motorcycles shall not waive any warranty rights or other remedies
available to the City under the agreement or applicable law.
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GENERAL CONDITIONS
A. SELLER'S DUTIES
The Seller shall provide the motorcycles in accordance with all provisions of the
solicitation, specifications, accepted bi, and resulting agreement.
The Seller shall immediately notify the City in writing of any issue that may affect the
ability to meet the specifications, delivery schedule, warranty requirements, or other
contractual obligations.
B. MATERIALS
All motorcycles provided under this solicitation shall be new, unused 2026 or newer
Harley-Davidson Road Glide FLTRXP police motorcycles and shall meet the
specifications contained herein.
The motorcycles shall be free from defects in materials and workmanship and delivered in
good operating condition. Any motorcycle that does not conform to the specifications may
be rejected by the City.
C. CONTRACT DURATION
The resulting contract shall remain in effect through completion of delivery, acceptance of
all three (3) motorcycles, including all required equipment and documentation, and
completion of invoicing and payment in accordance with the contract terms.
The Seller shall deliver all three (3) motorcycles within the delivery timeframe proposed
in its bid and accepted by the City, unless otherwise approved in writing by the City.
D. DISPUTES
For the purpose of this contract, all disputes arising from this contract, or its
interpretation shall be in writing address to the Chief of Police. The Chief of Police's
decision shall be final.
E. UNIT PRICES
The Bidder's pricing shall include all costs necessary to provide the motorcycles and fulfill
the Seller's obligations under the agreement. The Bidder shall clearly identify any charges
not included in the purchase price.
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F. INSURANCE REQUIREMENTS
Contractors must possess the following insurance to be considered as a responsive bidder:
Worker's Compensation: $1,000,000
Employer's Liability:
Each accident: $1,000,000
Disease, policy limit $1,000,000
Disease, each employee $1,000,000
General Liability:
Each occurrence: $1,000,000
Aggregate: $2,000,000
Automobile Liability: $1,000,000
Professional Liability:
Each claim: $1,000,000
Aggregate: $2,000,000
The City may require certificates of insurance evidencing the required coverage prior to
delivery of the motorcycles and/or execution of the agreement.
The City shall be responsible for maintaining full-coverage insurance on the motorcycles
as specified in the Scope of Work.
Insurance requirements applicable to the successful Bidder shall not relieve the Bidder of
responsibility for loss or damage arising from the Bidder's acts or omissions, including
during delivery.
G. PAYMENT TO THE SELLER
Following delivery and acceptance by the City, Seller shall submit an invoice referencing
the City Purchase Order number. The invoice shall identify the motorcycles delivered,
quantities, cost of each unit, and total amount due, and any other information required by
the City.
H. GENERAL
The successful Bidder shall comply with all applicable federal, state, and local laws and
regulations.
The successful Bidder shall maintain any licenses, registrations, dealer authorizations,
business registrations, or other credentials legally required to provide the motorcycles.
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