Police Vehicle Mobile Data Terminal (MDT) Mounting Systems and Installation Services

INVITATION FOR BID (IFB)
IFB No. 260-26C
Police Vehicle Mobile Data Terminal (MDT)
Mounting Systems And Installation Services
Purchasing Analyst of Record: Joshua Houston
Joshua.Houston@thorntonco.gov
City Hall - 2nd Floor
Contracts and Purchasing Division
9500 Civic Center Drive
Thornton, CO 80229-4326
Main Phone: (303) 538-7325

IFB No. 260-26C
Police Vehicle MDT Mounting Systems and
Installation Services
TABLE OF CONTENTS
SCHEDULE, PURCHASING ANALYST OF RECORD, AND GENERAL
SUMMARY OF NEEDS ............................................................................................................. 4
A.1 SCHEDULE OF EVENTS:............................................................................................... 4
A.2 PURCHASING ANALYST OF RECORD: ....................................................................... 4
A.3 GENERAL SUMMARY OF PROCUREMENT NEEDS: .................................................. 4
CURRENT STATE, SCOPE OF WORK, AND SPECIAL CONSIDERATIONS .. 5
B.1 CURRENT STATE: ......................................................................................................... 5
B.2 SCOPE OF WORK: ......................................................................................................... 5
B.3 QUANTITIES: .................................................................................................................. 7
B.4 INSTALLATION PROCESS: ........................................................................................... 8
B.5 INSTALLATION PERIODS: ............................................................................................ 9
B.6 DELIVERY CONSIDERATIONS: .................................................................................... 9
B.7 WARRANTY: ................................................................................................................. 10
B.8 DAMAGE DURING INSTALLATION PROCESS: ......................................................... 10
B.9 PURCHASE ORDERS: ................................................................................................. 10
B.10 INVOICING REQUIREMENTS: ................................................................................... 10
B.11 PALLET CHARGE: ..................................................................................................... 11
B.12 FELONY DISQUALIFICATION: .................................................................................. 11
B.13 VENDOR PERFORMANCE MANAGEMENT: ............................................................ 11
B.14 COOPERATIVE PURCHASING: ................................................................................ 11
PRICING AND BID ITEMS ................................................................................ 12
C.1 PRICING INFORMATION: ............................................................................................ 12
C.2 VENDOR PRICING SUBMITTAL: ................................................................................. 12
C.3 PRICING: ....................................................................................................................... 12
C.4 PROPOSAL ITEMS: ..................................................................................................... 12
PROPOSAL INSTRUCTIONS, EVALUATION, AND AWARD ......................... 15
D.1 IFB POSTED LOCATIONS: .......................................................................................... 15
D.2 QUESTIONS: ................................................................................................................ 15
D.3 ADDENDA: .................................................................................................................... 15
D.4 SPECIAL RESPONSIBILITY CRITERA: ...................................................................... 15
D.5 SUBMISSION OF BIDS: ............................................................................................... 16
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IFB No. 260-26C
Police Vehicle MDT Mounting Systems and
Installation Services
D.6 DOCUMENTS FOR FINAL VENDOR SUBMISSION: .................................................. 16
D.7 LATE BID SUBMISSIONS: ........................................................................................... 17
D.8 BID OPENING: .............................................................................................................. 17
D.9 ACCEPTANCE PERIOD: .............................................................................................. 17
D.10 AWARD: ...................................................................................................................... 17
D.11 POST AWARD PURCHASE ORDER: ........................................................................ 18
D.12 STANDARD PROPOSAL/BID CONSIDERATIONS: .................................................. 18
SAMPLE AGREEMENT .................................................................................... 19
E.1 SAMPLE AGREEMENT: ............................................................................................... 19
REQUIRED VENDOR SIGNATURE FORMS .................................................... 20
F.1 ACCEPTANCE AND ADDENDA ACKNOWLEDGEMENT FORM: .............................. 20
F.2 SAMPLE AGREEMENT ACKNOWLEDGEMENT FORM: ............................................ 21
F.3 REFERENCES AND AUTHORIZATION AND RELEASE FORM: ................................ 22
F.4 DISCLOSURE OF GENERATIVE ARTIFICIAL INTELLIGENCE (A.I.) USAGE FORM:
............................................................................................................................................. 24
AUTHORIZATION FOR SOLICITATION POSTING ......................................... 26
G.1 PURCHASING MANAGER FORM: .............................................................................. 26
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IFB No. 260-26C
Police Vehicle MDT Mounting Systems and
Installation Services
SCHEDULE, PURCHASING ANALYST OF RECORD, AND GENERAL
SUMMARY OF NEEDS
A.1 SCHEDULE OF EVENTS:
The following is a list of important items, dates, and times that pertain to this solicitation. All
times listed below are in reference to the local Thornton, Colorado time.
Solicitation Item Date Time
Solicitation Issued 07/20/26
Deadline to Submit Questions 08/04/26 4:30 P.M.
Thornton Response to Written Questions 08/06/26
Bid Due Date 08/14/26 4:30 P.M.
Virtual Bid Opening 08/17/26 9:00 A.M.
A.2 PURCHASING ANALYST OF RECORD:
The Purchasing Analyst of Record for this solicitation will be the central point of contact
throughout the solicitation process. All questions and inquiries must be submitted in writing via
direct email to the Purchasing Analyst. No communication is to be directed to any other Thornton
personnel.
The Purchasing Analyst of Record's contact information is as follows:
Name: Joshua Houston
Title: Senior Purchasing Analyst
Email: Joshua.Houston@thorntonco.gov
A.3 GENERAL SUMMARY OF PROCUREMENT NEEDS:
The City of Thornton, Colorado (hereafter, "Thornton" or "the City") is seeking a qualified firm to
(1) supply the City with Havis vehicle docking stations and associated antenna connections and
power supply, motion attachment/slide arms, Parsec antennas, and all required fasteners,
adapters, and materials, and (2) install this equipment in the City's existing fleet of Police
vehicles.
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IFB No. 260-26C
Police Vehicle MDT Mounting Systems and
Installation Services
CURRENT STATE, SCOPE OF WORK, AND SPECIAL CONSIDERATIONS
B.1 CURRENT STATE:
The Thornton Police Department is upgrading its vehicle mobile data terminals (MDTs) from
Zebra rugged tablets to the Panasonic Toughbook 56 laptop. In doing so, new docking stations
must be installed in the vehicles to accommodate the new MDTs.
Thornton Police Department's marked vehicle fleet is composed of Ford SUV Interceptors. The
unmarked fleet is composed of various other makes and models.
Thornton is upgrading its MDTs in two phases. The first phase will occur on or about
October 2026, when the first half of the fleet will have new docking stations installed to
accommodate the new Panasonic Toughbooks. This first phase will include all Ford SUV
Interceptors. In the second phase, which Thornton intends to occur on or about March 2027, the
second half of the fleet will have the new docking stations installed. The second phase will
include a mix of Ford SUV Interceptors and other makes and models (the unmarked fleet).
The second phase in March 2027 is contingent on Thornton's City Council appropriating funds
for the second phase of this Project.
B.2 SCOPE OF WORK:
The awarded Vendor will perform the following tasks for each phase:
B.2.1 Furnish vehicle docking stations, motion attachment/slide arms, antennas, and all
required fasteners, adapters, and materials.
a For each vehicle, furnish one (1) Havis docking station for the Panasonic
Toughbook 56 with standard port replication and dual pass-through antenna
connections with Havis power supply, manufacturer's item number DS-PAN-
435N-2. This specific product and brand name are required.
b For each vehicle, furnish a motion attachment arm that is compatible with the
make/model of the vehicle.
i. For Ford SUV Interceptors, one (1) motion attachment/slide arm that is the
same or equal to the Gamber-Johnson Mongoose 9" locking slide arm with
short clevis, manufacturer's item number 7160-0928. This item attaches to
the docking station and the existing Gamber-Johnson center console box in
the vehicles.
ii. For other make and model vehicles (namely, the unmarked fleet), an
appropriate motion attachment arm for the Havis docking station. This may
include side or floor mounted configurations depending on the vehicle.
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IFB No. 260-26C
Police Vehicle MDT Mounting Systems and
Installation Services
c For each vehicle, furnish one (1) Parsec Technologies Border Collie PTA 5:1
antenna, manufacturer's item number PTA5BC2L2WG15B. This specific
product and brand name are required.
d For each vehicle, furnish all fasteners, adapters, and materials required to install
the docking station.
B.2.2 Install the new vehicle docking station and associated equipment in police vehicles.
a Remove existing mounts and related equipment for the Zebra MDTs (including
power supply, antennas). See Appendix 1 for photos of the current equipment
installed in Thornton Police Department Ford SUV Interceptor vehicles. All
uninstalled mounts and related equipment will be returned to Thornton.
b Install the new docking stations, motion attachment/slide arms, antennas, and
all required fasteners, adapters, and materials in accordance with manufacturer
requirements and guidelines. Awarded Vendor shall ensure that installations do
not interfere with vehicle safety equipment (e.g. airbags) or operation of the
vehicle (e.g., shifter).
c After the installation of the new docking stations is complete, dock the
Panasonic Toughbook assigned to the vehicle (to be provided by Thornton
Police Department).
B.2.3 Conduct acceptance testing.
a After each installation is complete, conduct acceptance testing with the
Thornton Police Department in accordance with Appendix 2.
B.2.4 Perform Project closeout.
a Furnish to the Thornton Police Department a full list of all equipment, by model
and serial number, installed in each vehicle by VIN and unit number.
b Remove all Vendor items and trash from the installation site at the end of each
phase. Before departing the site, confirm with the Thornton Police Department
that the site is being left in an acceptable condition.
Thornton has already purchased the Panasonic Toughbooks themselves; procurement of the
Toughbooks is therefore not within the scope of this Project.
Should a vehicle delivered by Thornton Police Department to the awarded Vendor for the
docking station upgrade be found to have defects that would prohibit the installation of the new
docking station, that vehicle will be removed from the Project. The awarded Vendor will not
charge installation services for any vehicle removed from the Project for this reason. The
awarded Vendor will, however, furnish the vehicle docking stations, motion attachment/slide
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IFB No. 260-26C
Police Vehicle MDT Mounting Systems and
Installation Services
arms, antennas, and all required fasteners, adapters, and materials for these vehicles to
Thornton.
Annually, Thornton Police Department introduces a quantity of new vehicles to its fleet and
retires others. The installation of new docking stations in new vehicles is outside the scope of
this Project; that work will be performed by Thornton's existing vehicle upfitter. This Project
pertains only to the installation of new docking stations in vehicles that are currently in service
as part of the Thornton Police Department fleet. The awarded Vendor under this Project will,
however, furnish the vehicle docking stations and associated equipment for new vehicles
Thornton introduces into its fleet in 2027, contingent on funds being appropriated by Thornton
City Council for this purpose.
The following table summarizes what is in- and out-of-scope of this Project:
Phase
Activity
October 2026 March 2027
Purchase of new Panasonic Toughbooks. Out-of-scope (purchased separately).
Ford SUV Interceptors
In-scope.
(standard patrol fleet).
For
Purchase
existing
Out-of-scope (not
of docking
Other makes/models
vehicles.
being upgraded until
stations
(unmarked fleet).
March 2027).
and
associated
Ford SUV Interceptors Out-of-scope (already
equipment
(standard patrol fleet). purchased).
(Task For new
Out-of-scope (not In-scope.
B.2.1). vehicles.
Other makes/models
being upgraded until
(unmarked fleet).
March 2027).
Ford SUV Interceptors
In-scope.
(standard patrol fleet).
For
Installation existing
Out-of-scope (not
Other makes/models
services vehicles.
being upgraded until
(unmarked fleet).
(Tasks
March 2027).
B.2.2,
Ford SUV Interceptors
B.2.3, and
(standard patrol fleet).
B.2.4). For new Out-of-scope (being performed by Thornton's
vehicles. existing vehicle upfitter).
Other makes/models
(unmarked fleet).
B.3 QUANTITIES:
In the first phase, occurring on or about October 2026, the awarded Vendor will:
Furnish docking stations and associated equipment (Task B.2.1) for forty-one (41) Ford
SUV Interceptors in Thornton's existing fleet. This is a firm quantity.
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IFB No. 260-26C
Police Vehicle MDT Mounting Systems and
Installation Services
Perform installation services (Tasks B.2.2, B.2.3, and B.2.4) for forty-one (41) Ford SUV
Interceptors in Thornton's existing fleet. This is a firm quantity.
In the second phase, occurring on or about March 2027, the awarded Vendor will:
Furnish approximately fifty-eight (58) docking stations and associated equipment
(Task B.2.1) for Ford SUV Interceptors and vehicles of other makes/models, both in
Thornton's existing fleet and for new vehicles.
Perform installation services (Tasks B.2.2, B.2.3, and B.2.4) for approximately
forty-one (41) Ford SUV Interceptors and vehicles of other makes/models in Thornton's
existing fleet.
The exact numbers and types of vehicles that will be part of the second phase will be confirmed
with the awarded Vendor by December 31, 2026. During the first phase, the Vendor will have
the opportunity to inspect Thornton's existing fleet of unmarked vehicles to determine
appropriate mounting configurations for the docks that will be installed in these vehicles in the
second phase. The second phase in March 2027 is contingent on Thornton's City Council
appropriating funds for the second phase of this Project.
B.4 INSTALLATION PROCESS:
All installations will occur on-site in the sally port area of the Thornton Police Department
headquarters building, located at 9551 Civic Center Dr, Thornton, CO 80229 (hereafter, the
"worksite"). See Appendix 3 for a photo of this area. This worksite includes parking for the
awarded Vendor, artificial lighting, and AC power access. Thornton Police Department will
provide a dumpster for the awarded Vendor to use during the installation process. The awarded
Vendor may store tools and equipment on-site overnight in Thornton's secured area.
The worksite is in a restricted, non-public area. Access to the worksite will be coordinated
between the awarded Vendor and the Thornton Police Department. The awarded Vendor will be
escorted to the worksite from the entrance gate by the Thornton Police Department. Access to
the worksite will be available between 8:00 a.m. and 5:00 p.m., Monday through Friday,
excluding Thornton holidays.1
Thornton Police Department will assign a single point of contact for the awarded Vendor
(hereafter, the "POC"). The POC will escort the vendor in and out of the Police facility and remain
continuously available to the awarded Vendor throughout the day.
The awarded Vendor shall conduct a throughput of a minimum of five (5) vehicles installed with
the new docking station and associated equipment each day the awarded Vendor is on site, and
a maximum throughput of ten (10) vehicles per day. The awarded Vendor will coordinate with
1 As relevant to this Project, Thornton does not observe Columbus Day, occurring this year on October 12, 2026.
Thornton does observe Veteran's Day, occurring this year on November 11, 2026. Thornton also observes
Thanksgiving, the day after Thanksgiving, Christmas Eve, Christmas Day, New Year's Day, MLK Day, President's
Day, Memorial Day, Juneteenth, Independence Day, and Labor Day, although performance of this Project is not
expected to overlap any of these holidays.
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IFB No. 260-26C
Police Vehicle MDT Mounting Systems and
Installation Services
the Thornton Police Department for the entry and exit of vehicles through the installation process.
All vehicles that enter the installation process will exit the same day; the awarded Vendor shall
not hold any in-progress vehicles overnight.
Thornton expects the awarded Vendor will conduct the installation process during consecutive
business days (Monday through Friday, excluding holidays) until installation is complete in all
vehicles being upgraded during each phase.
Thornton Police Department will clean out vehicles of all personal items and removable
equipment prior to delivery to the awarded Vendor for the installation of the new docking station.
Thornton Police Department will provide a full list by VIN and unit number of each vehicle to be
upgraded during each phase of the Project.
Once installation of the new docking station is complete, the awarded Vendor will notify the POC
that the vehicle is ready for acceptance testing. The awarded Vendor will then conduct
acceptance testing per Task B.2.3 in the presence of the POC. Once testing is deemed
successful by the POC, the awarded Vendor and POC will complete and sign the vehicle testing
and acceptance form (Appendix 2) and the installation for that vehicle is considered complete.
B.5 INSTALLATION PERIODS:
The installation period for the first phase is projected to start October 5, 2026. The Vendor shall
be able to start work on this date, or within two (2) weeks of this date (through October 19, 2026).
The start date is contingent on Thornton receiving the new Panasonic Toughbooks from its
supplier and imaging the Toughbooks in preparation for their installation in the vehicles. If
Thornton is delayed in being able to start the installation beyond this window of October 5th
through 19th, Thornton and the Vendor will work together on a mutually acceptable revised
schedule.
The installation period for the second phase is projected to start in March 2027. This date will
be refined further between Thornton and the Vendor.
B.6 DELIVERY CONSIDERATIONS:
The awarded Vendor may ship the new docking stations and associated equipment to the
Thornton Police Department in advance of the installation period. Alternatively, the awarded
Vendor may bring the new docking stations and associated equipment to the worksite
themselves concurrent to the installation period.
If the new docking stations and associated equipment are shipped to the Thornton Police
Department in advance of the installation period, the Thornton Police Department will receive
the items from the shipper and place them in a secure, climate-controlled area, without opening
or inspecting the contents. The awarded Vendor retains full risk for these items until the boxes
are opened by the awarded Vendor during the installation period, and if any of the items are
found to be damaged upon unpacking by the awarded Vendor, the awarded Vendor shall obtain
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IFB No. 260-26C
Police Vehicle MDT Mounting Systems and
Installation Services
replacements at no cost to Thornton, except for any damage to the items caused by Thornton's
own negligence or willful misconduct while the items were held in Thornton's custody.
B.7 WARRANTY:
The awarded Vendor shall convey to Thornton a three (3) year manufacturer's warranty on the
new docking stations and a one (1) year labor/workmanship warranty on the installation. The
awarded Vendor shall correct, at no cost to Thornton, any installation defects discovered during
the one (1) year warranty period. The awarded Vendor shall perform any registration or other
administrative requirements on Thornton's behalf necessary to activate these warranties and
provide such documentation to Thornton.
B.8 DAMAGE DURING INSTALLATION PROCESS:
Should the awarded Vendor cause damage to Thornton's vehicles, including the existing
electrical system and other installed components in each vehicle, or other property during the
installation process, the awarded Vendor shall be liable for the repair of the damaged property.
B.9 PURCHASE ORDERS:
Thornton intends to issue a purchase order to the awarded Vendor for the first phase of the work
to occur on or about October 2026. This purchase order will be issued shortly after award.
Thornton intends to issue a second, separate purchase order to the awarded Vendor for the
second phase of the work to occur on or about March 2027. This purchase order will be issued
in early January 2027, contingent on Thornton's City Council appropriating funds for the second
phase of the Project.
B.10 INVOICING REQUIREMENTS:
Thornton's Accounts Payable Division is the only division within Thornton that issues payments
to Vendors whom have submitted invoices. Thornton only issues payments from invoices and
will not issue payments to Vendors off of quotes.
The Vendor must be capable of providing invoices that include the following details:
Invoice number;
Invoice date;
Itemized charges, including unit of measurement;
Total charge;
Service date(s) or service period;
Delivery location (Building name and address).
Thornton's standard payment terms are net thirty (30) Calendar Days after receipt of an invoice.
All invoices submitted shall be emailed to AP.Invoices@ThorntonCO.gov. In lieu of email,
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