Project Information

Bid Title

One (1) Mid-Sized Sports Utility Vehicle (SUV) Police

Issuing Agency

City of Derby

Location

Kansas

Published Date

Dec 4, 2025

Closing Date

Dec 22, 2025

Government Level

State & Local

Status

Closed

Ref. #

2025-036

Original Source

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Bid Documents

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Project Description

Bid Number:	2025-036
Bid Title:	One (1) Mid-Sized Sports Utility Vehicle (SUV) Police
Category:	Motor Vehicles & Equipment
Status:	Open

Description: REQUEST FOR BIDS#2025-036One (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 Publication Date/Time: 12/4/2025 12:00 AM Closing Date/Time: 12/22/2025 10:00 AM Submittal Information: See submittal information in full bid document. Bid Opening Information: 12/22/25 @10AM, City Hall Contact Person: Questions regarding this document must be submitted in writing to Captain Karensa Schiffel, karensaschiffel@derbyks.gov. Business Hours: 7:30-5:30 M-TH, 7:30-1:00 F Related Documents: 2025-036 Police Sports Utility Vehicle

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_

Commodity Codes

• NAICS 336112Light Truck and Utility Vehicle Manufacturing
• NAICS 423110Automobile and Other Motor Vehicle Merchant Wholesalers
• NAICS 532112Passenger Car Leasing

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