Project Information

Bid Title

Closed Circuit Television Inspection System

Issuing Agency

City of Derby

Location

Kansas

Published Date

Jan 20, 2026

Closing Date

Feb 5, 2026

Government Level

State & Local

Status

Closed

Ref. #

2026-003

Original Source

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Bid Documents

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Project Description

Bid Number:	2026-003
Bid Title:	Closed Circuit Television Inspection System
Category:	Motor Vehicles & Equipment
Status:	Open

Description: REQUEST FOR BIDS #2026-003CLOSED CIRCUIT TELEVISION INSPECTION SYSTEMCITY OF DERBY January 20, 2026 The City of Derby, Kansas (hereinafter referred to as the “City”) invites bids from vendors for a New/unused 2025 or newer Closed Circuit Television Inspection System for the City of Derby, Kansas. Please carefully review this document. If you are interested in making a proposal consistent with the conditions, instructions, requirements, and specifications as contained herein, submit one copy of the Bid Form together with a comprehensive proposal in a sealed envelope no later than 2:00 P.M. on Thursday, February 5, 2026. The outside of the envelope should be clearly marked with the Proposer’s name and address and identified as “Closed Circuit Television Inspection System”.  The sealed envelope should be addressed as follows: Derby City Clerk Attn: CCTV Inspection System 611 N. Mulberry Road, Suite 300 Derby, KS 67037 Bid #2026 - 003 All bids must be valid for ninety (90) days. The City of Derby reserves the right to reject any or all bids. The Closed-Circuit Television Inspection System shall meet the minimum specifications attached. Bidder shall verify compliance with the attached specifications by so denoting next to each item. If submitted by mail, the sealed envelope containing the proposal must be enclosed in another envelope addressed to the City Clerk, 611 N. Mulberry, Suite 300, Derby, Kansas 67037. It is the sole responsibility of the bidder to see that its response and the appropriate documents are delivered on time. Any response received after the scheduled closing time for receiving proposals will be returned to the proposer unopened and will not be considered.  It is the responsibility of the contractor to check Derby’s website for information and updates. The results will be tabulated and posted to the City of Derby website at https://www.derbyks.gov . 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 proposal 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 proposal, 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. Tony Koerner Wastewater Superintendent Publication Date/Time: 1/20/2026 12:00 AM Closing Date/Time: 2/5/2026 2:00 PM Submittal Information: See submittal information in full bid document. Bid Opening Information: 2/5/26 @ 2PM, City Hall Contact Person: Tony Koerner, Wastewater Superintendent, tonykoerner@derbyks.gov or 316-788-0301 Business Hours: 7:30-5:30 M-TH, 7:30-1:00 F Related Documents: 2026-003 Closed Circuit Television Inspection System

Attachment Preview

REQUEST FOR BIDS #2026-003

CLOSED CIRCUIT TELEVISION INSPECTION SYSTEM

CITY OF DERBY

January 20, 2026

The City of Derby, Kansas (hereinafter referred to as the “City”) invites bids from vendors for a New/unused 2025 or

newer Closed Circuit Television Inspection System for the city of Derby, Kansas. Please carefully review this

document. If you are interested in making a proposal consistent with the conditions, instructions, requirements, and

specifications as contained herein, submit one copy of the Bid Form together with a comprehensive proposal in a

sealed envelope no later than 2:00 P.M. on Thursday, February 5, 2026. The outside of the envelope should be clearly

marked with the Proposer’s name and address and identified as “Closed Circuit Television Inspection System”. The

sealed envelope should be addressed as follows:

Derby City Clerk

Attn: CCTV Inspection System

611 N. Mulberry Road, Suite 300

Derby, KS 67037

Bid #2026 - 003

All bids must be valid for ninety (90) days.

The City of Derby reserves the right to reject any or all bids.

The Closed-Circuit Television Inspection System shall meet the minimum specifications attached. Bidder shall verify

compliance with the attached specifications by so denoting next to each item.

If submitted by mail, the sealed envelope containing the proposal must be enclosed in another envelope addressed to

the City Clerk, 611 N. Mulberry, Suite 300, Derby, Kansas 67037.

It is the sole responsibility of the bidder to see that its response and the appropriate documents are delivered on time.

Any response received after the scheduled closing time for receiving proposals will be returned to the proposer

unopened and will not be considered. It is the responsibility of the contractor to check Derby’s website for

information and updates. The results will be tabulated and posted to the City of Derby website at

https://www.derbyks.gov.

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 proposal 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

proposal, 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.

Tony Koerner

Wastewater Superintendent

GENERAL INFORMATION

This request is for One (1) New/unused 2025 or newer Closed Circuit Television Inspection System for the city of Derby,

Kansas. It is the intent of these specifications to describe a Closed-Circuit Television Inspection System that is capable

to accommodate the needs of the city.

Questions regarding this document must be submitted in writing to Tony Koerner, Wastewater Superintendent, at

tonykoerner@derbyks.gov,

INSTRUCTION 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:

City Clerk

City of Derby

Attn: CCTV Inspection System

611 Mulberry Suite 300

Derby, Kansas 67037

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 ninety (90) 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.

MANDATORY REQUIREMENTS

The City of Derby is interested in bids that will provide quality services at competitive rates. The proposals will be

evaluated on experience, quality, price, and availability.

Bid Specifications to include:

Closed Circuit Television Inspection Van:

Comply Y/N:

Ford Transit van with no higher than 72-inch interior

cargo height and no longer that 148-inch wheelbase.

____________

Unleaded 3.5L V-6 engine with automatic transmission. ____________

Hydraulic disc brakes with ABS

____________

Swing opening rear doors without windows

____________

Sliding passenger side door without window

____________

The cab and chassis shall contain all standard equipment

and meet all current Federal DOT and State Highway

motor vehicle standards

____________

Van shall be equipped with air conditioning, heat, defroster,

AM/FM radio, driver and passenger seats, sun visors,

intermittent windshield wipers with washer, and 12V

dome light.

____________

Back-up warning device

____________

Rear back-up camera

____________

Two rear facing LED worklights

____________

Rear facing LED arrow board traffic advisor with in cab

controls.

____________

Omni-directional strobes at front and rear bumper with

in cab controls.

____________

Partition wall between office and work area with window

for visual observation.

____________

Notes:

______________

______________

______________

______________

______________

______________

______________

______________

______________

______________

______________

______________

______________

LED lights in both office and work area with on/off switch. ____________

Passage door with one window. Door must latch from

inside and out.

____________

Automatic shore power / generator switch.

____________

Exterior shore power plug / receptacle, appropriate Amps

with 30-foot extension cord.

____________

All fuse / breakers mounted and wired as required.

____________

MEPS or quiet style generator power system appropriate

to operate all necessary equipment.

_____________

Minimum three 110V AC outlets with GFI protection in

work area circuit.

_____________

Minimum three 110V AC outlets with GFI protection in

office area circuit.

_____________

10-gallon freshwater tank with 12VDC pump with on/off

switch, tank monitor, and washdown hose with nozzle. _____________

FRP covered walls and ceiling in office and work area.

White in color.

_____________

Strobe mounted on front roof with switch located for driver

operation.

_____________

Directional LED arrow board on rear of vehicle with in cab

controls.

_____________

Backup camera with LCD Monitor.

_____________

Reel cabinet with locking drawer to store crawler and

camera under or beside reel.

_____________

______________

______________

______________

______________

______________

______________

______________

______________

______________

______________

______________

______________

______________

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Commodity Codes

• NAICS 561621Security Systems Services (except Locksmiths)

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