Request for Proposals

The City of Garden City Police Department will receive sealed bids for the provision of one (1) New 2023 or Newer Mobile Command Vehicle on a 2023 Freightliner M2 chassis as per the attached specifications for the Garden City Police Department. Bids must be received by 12:00 PM on December 11th, 2023. Late bids will not be considered nor returned.

PART ONE GENERAL TERMS AND INSTRUCTIONS SECTION I - TERMS AND CONDITIONS

1.1 All bids submitted shall be valid for a minimum of 1 year, unless otherwise specified.

1.2 The equipment furnished under these specifications shall be the latest improved model in current, as offered to commercial trade, and shall be of quality workmanship and material. The bidder represents that all equipment offered under this specification shall be new. USED, SHOPWORN DEMONSTRATOR, PROTPTYPE OR DISCONTINUED MODELS ARE NOT ACCEPTABLE, UNLESS SPECIFICALLY STATED OTHERWISE IN THE SPECIFICATIONS.

1.3 The City reserves the right to cancel or make null and void, any purchase order, if delivery cannot be made on the specified delivery date.

1.3.1 In case of default by the contractor, the City may procure the articles or services from other sources and hold the contractor responsible for any excess cost occasioned thereby.

1.4 The bidder agrees if their proposal is accepted to guarantee the design, material and workmanship of the unit bid upon the current factory warranty, and to replace free of charge F.O.B. delivery point, any parts that fail to meet this guarantee. Any part or assembly parts failing due to design, material or workmanship within the warranty period must be replaced by the bidder free of charge to the City of Garden City, Kansas, and any labor involved in these failures must be furnished or paid for by the bidder for the warranty period. The dealer shall furnish a properly executed service and warranty with the vehicles. All items shall be delivered F.O.B. destination. Delivery costs and charges shall be included in the bid, unless otherwise stated in the specifications or proposal.

1.5 The name and manufacturer, trade name, manufacturer or vendor catalog number mentioned in the specifications and proposal sheet is for the purpose of designating a minimum standard of quality and type and for no other reason. Such references are not intended to be restrictive. Bids will be considered for any brand which meets or exceeds the quality of the specifications listed for any items unless, otherwise stated in the specifications or proposals.

1.6 Materials shall be of good commercial quality for the intended service and shall be produced by use of current manufacturing processes. Material shall be treated to resist rust, corrosion and wear. The design of the mechanical members shall be such that the stress imposed through normal shock loads at maximum torque shall not cause rupture or permanent deformations or undue wear on any member.

1.7 The bidder shall satisfy the purchasing official that they maintain a store or branch staffed with qualified servicemen and with provisions for securing parts from the manufacturer within a reasonable length of time.

1.8 Bid awards are not official until a purchase order is issued or the Police Department is notified of the successful vendor in writing. Awards will be made to the best responsible bidder. The quality of the articles to be supplied, their conformity with the specifications, their suitability to requirements, deliver terms and guarantee clauses shall all be taken into consideration.

1.9 Bidders must submit with their bid the latest printed specifications and advertising literature on the unit they propose to furnish. Bidder shall supply one (1) parts book, one (1) service and repair manual. The sum of $500.00 will be retained from payment until all manuals are provided as specified.

1.10 The bidder shall be responsible for making arrangements for pick up and return of the vehicle to the City of Garden City, Kansas Fleet Maintenance Shop, 103 S. Ninth Street, Garden City, Kansas 67846 for all warranty repairs through a local authorized dealer.

1.11 The bidder shall list on a separate sheet of paper any variations from, or exceptions to, the conditions and specification of this bid. This sheet is labeled “Exception(s) to Bid Conditions and Specifications,” and shall be attached to the Bid.

1.12 The purchaser reserves the right to reject any or all bids, to waive any informality to bids, to accept in whole or in part such bid or bids as may be deemed in the best interest of the purchaser.

1.13 Inspection of the vehicles will be made as soon as possible. Vehicles with missing equipment or otherwise failing to meet or comply with specifications will not be accepted and will become the vendor’s responsibility.

1.14 Delivery of vehicle by delivery date specified on Bid Quotation Form is a material condition of bid. Failure to deliver vehicle by delivery date stated on Bid Quotation Form shall result in liquidated damages of .1 percent per day after deliver date until delivery of the vehicle. The liquidated damages will be withheld from final payment to bidder. As an additional or alternative remedy if bidder is not able to meet the delivery date and the delivery date is more than 30 days past the original delivery date stated on Bid Quotation Form, the City of Garden City shall have the option to rescind acceptance of this bid and any purchase contract.

1.15 The City, in accordance with Title VI of the Civil Rights Act of 1964, 78 Stat. 252, 42 U.S.C. 2000d to 2000d-4 and 49 CFR Part 21, Nondiscrimination in Federally-Assisted Programs of the Department of Transportation issued pursuant to such Act, hereby notifies all bidders that it will affirmatively ensure that in any contract entered into pursuant to this advertisement, disadvantaged business enterprises as defined at 49 CFR Part 26 will be afforded full opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, national origin, or sex in consideration for an award.

SECTION II - SUBMISSION OF BID

2.1 Bid received after the designated date and time will not be opened nor returned.

2.2 All bids shall be submitted on and in accordance with forms for this purpose, which are available from the Police Department. Additional supplementary documentation, when requested, shall be submitted on the bidder’s letterhead.

2.3 All bids are to be submitted in sealed, plainly marked envelopes. Envelopes shall be marked in the bottom left corner with the “Police Department Bids”. Emailed bids are acceptable and will not be opened until the day of bid opening.

2.4 An authorized officer or agent of the company submitting the bid must sign all bids in order to be considered.

2.5 Bids, which show omission, irregularity, alteration of forms, additions not called for, or conditional or unconditional unresponsive bids may be rejected.

2.6 Any bids submitted with corrected errors shall have the correction initialed by the person signing the bid.

2.7 Bidder shall submit with bid, the latest information and detailed specifications on equipment they propose to furnish. This literature is for informational purpose only and shall be used to help determine a product’s compliance with specifications.

SECTION III - BID EVALUATION

3.1 The City reserves the right to evaluate all bids, waive any technical or informalities, reject any and/or bids and proposals, and further specifically reserves the right to make the award and/or awards in the best interest of the City. 3.2 After the bids are opened, each will be carefully reviewed. Generally, a decision as to who the best bidder is will be made within 24 hours after the bids are opened but will await approval from the City Commission.

3.2 The bid evaluation will be made on the following criteria:

3.2.1 Bid price

3.2.2 Compliance with specifications

3.2.3 Product features and serviceability

3.2.4 Availability of warranty service and parts

3.2.5 Prompt pay discount, if offered, and meeting requirements

3.2.6 Delivery date.

3.3 The City may waive minor differences in specifications, provided these differences do not violate the specification intent, materially affect the operation for which the item or items being purchased nor increase the estimated maintenance and repair cost to the City.

3.4 In order for a prompt pay discount to be considered as a factor in the award of this bid, the minimum days allowed for payment to receive discount shall be 15 days after the receipt of a correct invoice.

3.5 The City reserves the right to award all bids in their entirety or part, whichever, in its opinion, best serves the interest of the City.

3.6 Unless clearly shown on the bid that it is the intent a reduced total price is being offered on the basis of receiving an award of all items covered by the total, a total should be the actual sum of the extension of unit prices; otherwise, in the event of any discrepancy between a unit price(s), extended price(s) and/or total price(s), unit price shall govern and the bid will be refigured accordingly.

3.7 The City shall be the sole judge as to an item meeting or exceeding the specifications. 3.8 Time of delivery is a part of the consideration and must be stated.

3.9 If there are bids from a bidder having a principal place of business in Finney County, Kansas (local bidder), and a bidder with a principal place of business outside of Finney County, Kansas, and the lowest bid is submitted by a bidder which is not a local bidder, the Governing Body may award the bid to the local bidder, under the following conditions: (i) For City vehicles, the amount of the bid of the local bidder is not more than 2% greater than the amount of the low bid.

3.10 NON-COLLUSION: Vendors, by submitting a signed bid, certify that the accompanying bid is not the result of, or affected by, any unlawful act of collusion with any other person or company engaged in the same line of business or commerce, or any other fraudulent act punishable under Kansas or United States law.

SECTION IV - BILLING AND PAYMENT

4.1 The vendor shall submit an invoice in duplicate to: Garden City Police Department Attn: Josh Urteaga 304 N 9th Street Garden City, KS 67846 4.2 The City of Garden City is tax exempt. Total bid is to be F.O.B. Garden City, Kansas. The City of Garden City reserves the right to reject any and all bids.

4.3 Payment by the City shall be made within thirty (30) days after delivery, unless otherwise specifically provided, subject to any discounts offered.

4.3.1 Payment will be made by the City to the vendor upon receipt of invoice, a copy of the certificate of Origin, Bill-of-Sale, and acceptance of the vehicle by the City.

4.3.2 Any prompt pay discount will be computed from the date of delivery of the equipment, supplies, or materials at destination, when final inspection and acceptance are at those points, of from the date the correct invoice is received, if the latter is later than the date of delivery.

4.4 The current budgeted allotment for this Mobile Command Vehicle for the City of Garden City is $1,000,000, including funding from Federal Grants, E-911, and a portion from the City’s General Operating Fund. Should the bid price received be more than the $1,000,000 currently budgeted, the City may determine to adjust the bid specifications to accommodate budget limitations.

For specifications and requirements click here.