Project Information

Bid Title

Police Department Vehicle Upfitting

Issuing Agency

City of Lancaster

Location

South Carolina

Published Date

Feb 26, 2026

Closing Date

Mar 13, 2026

Government Level

State & Local

Status

Closed

Ref. #

#738-02-26-03-13-26

Original Source

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Bid Documents

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Project Description

Bid Number:	#738-02-26-03-13-26
Bid Title:	Police Department Vehicle Upfitting
Category:	Equipment/Supplies
Status:	Open

Description: The City of Lancaster is soliciting bids from qualified vendors to furnish and install equipment for the upfitting of four (4) new 2026 Chevrolet Silverado Police Pursuit Quad Cab trucks. Publication Date/Time: 2/26/2026 12:00 AM Closing Date/Time: 3/13/2026 2:00 PM Related Documents: 738- Police Department Vehicle Upfitting

Attachment Preview

Police Vehicle Upfit Equipment

Invitation For Bid

City of Lancaster

City Clerk’s Office

P.O. Box 1149

216 S. Catawba Street (29720)

Lancaster, SC 29721

I. OVERVIEW

The City of Lancaster is soliciting bids from qualified vendors to furnish and install equipment for

the upfitting of four (4) new 2026 Chevrolet Silverado Police Pursuit Quad Cab trucks. The selected

vendor shall provide all new, unused equipment and accessories and complete the installation of all

components identified in the equipment section of this package. While equipment is listed by

preferred brand and/or model, specific manufacturer part numbers may be inaccurate – it is the

bidders responsibility to ensure compatibility.

Each vehicle will be outfitted with a primary roof-mounted Whelen light bar, with additional light

heads installed in the locations indicated in the attached photos. The total number of light heads shall

be consistent with the attached images (See Appendix enclosed). Vendors should review the photos

carefully and specify in their bid the appropriate quantity, model, and mounting configuration of lights

they propose to supply based on the vehicle design shown.

Upfitting shall also include the installation of City of Lancaster Police Department–supplied mobile

police radios and Motorola M500 in-car video equipment.

Police Department vehicle accessories are standardized to ensure compatibility across the fleet. Any

proposed substitutions must be clearly identified and accompanied by documentation demonstrating

compatibility with existing systems. The successful vendor shall provide a complete and fully

functional upfitting system that complies with all applicable State of South Carolina and City of

Lancaster codes, standards, and regulations.

Any questions related to products and or product placement shall be directed to Deputy Chief Rice at

srice@lancastercitysc.com or 803-626-6639.

Any questions related to the bid submission must be submitted in writing and directed to City Clerk,

Kelli Stevens at kstevens@lancastercitysc.com

II. PROPOSAL PARAMETERS & GUIDELINES

Preparation and Submission:

• The City assumes no responsibility for unmarked or improperly marked envelopes.

• The City will not be responsible for any costs incurred to respond to this proposal request.

• Mail or deliver to the address noted in this document. The City is not responsible for delays

due to the Bidder’s choice of delivery service (USPS, UPS, FedEx, etc.).

• Electronic (email) or facsimile submissions will not be accepted.

• Responses not received by the time and date specified will not be opened or considered unless

the delay is the result of the City or its agents.

One copy of the proposal must be provided in a sealed envelope clearly marked “Response: Police

Department Vehicle Upfitting #738-02-26-03-13-26” by 2:00 p.m. on March 13th, 2026. Electronic

(email) or facsimile submissions will not be accepted, and late submittals will be rejected. All

questions must be in writing and directed to Kelli Stevens at kstevens@lancastercitysc.com.

Proposals should be submitted to:

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IFB – Police Department Vehicle Upfitting

Kelli Stevens, City Clerk

P.O. Box 1149

Lancaster, SC 29721

Physical address:

216 S. Catawba Street

Lancaster, SC 29720

Errors in Proposal

Bidders or their authorized representatives are expected to fully inform themselves as to the

conditions, requirements, and specifications before submitting a proposal. Failure to do so will be at

the Bidders own risk. The City reserves the right to waive any informalities, technical defects, and

minor irregularities in proposals received.

Award Criteria:

The City shall award the contract to the Bidder who submits a responsible and responsive proposal

taking into consideration compliance with stated terms, conditions, and specifications. The City

reserves the right to reject any or all proposals, and to accept any proposal submitted that best meets

the needs of the City in the sole judgement of the City.

Disclosure:

Trade secrets of proprietary information submitted by the Bidder in connection with a procurement

shall not be subject to public disclosure under the Freedom of Information Act (FOIA); however, the

Bidder must invoke the protection of this section prior to or upon submission of the data or other

materials, and must identify the specific area or scope of data or other material to be protected and

state the reasons why the protection is necessary. An all-inclusive statement that the entire document

is proprietary is unacceptable and will be disregarded. A statement that the costs are to be protected

is unacceptable and will not be honored.

Suspension and Debarment:

The Bidder certifies, by submission of this proposal, that neither it nor its principal are presently

debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from

participation in the transaction by any federal, state or local agency. Where the Bidder is unable to

certify to any of the statements in this certification, such Offeror shall attach an explanation to this

proposal.

SubBidders:

The successful Bidder agrees that they shall not delegate, subcontract or assign all or any portion of

the project to any third party without the express written consent of the City Administrator.

Certificate of Insurance

The successful Bidder shall provide evidence of the required minimum insurance by providing the

City a copy of the Certificate of Insurance in forms acceptable to the Risk Manager for the City, prior

to any work under the contract begins.

The City of Lancaster shall be named as an additional insured. The policy shall be issued by an

insurer rated in the Best’s Insurance Guide with a financial rating of AAA or better. The policy shall

provide that the insurance coverage shall not be canceled or reduced by the insurance carrier without

the City having been given ten (10) days prior written notice.

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IFB – Police Department Vehicle Upfitting

Insurance

The Bidder will maintain general automobile liability insurance in the amount of $1,000,000 per

occurrence for each vehicle and $1,000,000 in aggregate for all vehicles which the Bidder brings onto

City property or use in any manner in the provision of any service, including transportation to and

from the site(s) where the services are rendered.

The Bidder will maintain general liability insurance in the amount of at least $1,000,000 per

incident/occurrence and $1,000,000 in aggregate for all incidents/occurrences during the policy

period.

The Bidder will maintain Workers Compensation insurance on all of the Company’s workers in the

amount of at least $1,000,000 per incident/occurrence and $1,000,000 in aggregate for all

incidents/occurrences during the policy period.

The Bidder will provide in a form acceptable to the City, certificates of Worker’s Compensation

Insurance, Automobile Liability Insurance and General Liability Insurance. Certificate holder shall

state the City of Lancaster.

The successful Bidder shall furnish the City, upon agreement, with a copy of a certificate of insurance

evidencing policies required in the paragraphs above. Such certificate shall specifically indicate that

the Insurance includes all extensions of coverage required above. If coverage on said certificate(s) is

shown to expire prior to completion of all terms of the Contract, the successful Bidder(s) shall furnish

a certificate of insurance evidencing renewal of such coverage to the City. The certificate of insurance

shall be required in advance of the Contract execution.

Contact Safety Manager, Tim Harper at 803-320-3005 or for questions regarding limit requirements

or COI.

Responsibility for Vehicle Damage

The Bidder/Vendor shall assume full responsibility and liability for any loss of, or damage to, vehicles

while such vehicles are in the care, custody, or control of the Bidder/Vendor, including while located

on the Bidder/Vendor’s premises or being operated by the Bidder/Vendor or its employees, agents,

or subcontractors.

This responsibility includes, but is not limited to, damage resulting from theft, vandalism, fire,

weather conditions, negligence, improper handling, or failure to properly secure vehicles.

The Bidder/Vendor shall promptly repair or replace, at no cost to the City, any vehicle damaged while

in the Bidder/Vendor’s possession. Repairs shall restore the vehicle to its condition immediately prior

to the damage, reasonable wear and tear excepted and shall be completed to the satisfaction of the

City.

Insurance Requirements

Upon request, the Bidder/Vendor shall provide certificates of insurance naming the City as an

additional insured where applicable. Coverage shall remain in effect for the duration of the contract.

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IFB – Police Department Vehicle Upfitting

The Bidder/Vendor shall maintain, at its own expense, insurance coverage sufficient to protect

against claims for damage to vehicles in its care, custody, or control.

Indemnification and Hold Harmless

To the fullest extent permitted by South Carolina law, the Bidder/Vendor shall indemnify, defend,

and hold harmless the City, its elected officials, officers, employees, and agents from and against any

and all claims, damages, losses, liabilities, costs, and expenses (including reasonable attorney’s fees)

arising out of or resulting from damage to vehicles while in the care, custody, or control of the

Bidder/Vendor, except to the extent caused by the sole negligence of the City.

Invoicing and Payment

The successful Bidder shall be paid upon submission of proper invoices to the City of Lancaster

Accounts Payable Department by email at accountspayable@lancastercitysc.com or by mail at P.O.

Box 1149, Lancaster, SC 29721 at the price stipulated on the contract, within thirty (30) days of

submission of the proper invoice. Invoices shall contain the Purchase Order Number and are to be

submitted by the company shown on the Purchase Order within fifteen (15) calendar days.

Compliance

The Bidder shall fully comply with all applicable federal, state, county, or municipal laws, rules,

regulations, ordinances, including the Americans with Disabilities Act (“ADA”) and the regulations

promulgated thereunder, including ADA Title II, and shall hold the City harmless from any liability

resulting from failure of such compliance.

The Bidder certifies that all federal, state, county, or municipal orders regarding affirmative action

are followed to ensure equal employment opportunities and fair employment practices. The Bidder

agrees not to discriminate against any employee or applicant for employment because of race,

religion, color, sex, gender identity, sexual orientation, age, handicap, or national origin; however,

some conditions may be a bona fide occupational qualification reasonably necessary for the normal

operations of the Bidder.

The Bidder will comply with the requirements of Chapter 14, Title 8 of the South Carolina Code of

Laws titled Unauthorized Aliens and Public Employment and agrees to provide the City of Lancaster

any documentation required to establish either; (a) the applicability of such law to the Bidder and

subBidders; or (b) the compliance with this law by the Bidder and any subBidders.

Conflict of Interest

All Bidders must disclose with their proposal the name of any officer, director, or agent who is also

an employee of the City of Lancaster or becomes a City of Lancaster employee during the duration

of the project. Further, all Bidders must disclose the name of any City employee who owns directly

or indirectly, an interest in the Bidder’s firm or any of its branches. With the submission of this

proposal, the Bidder certifies that the proposal submitted was made without fraud, that it has not

offered or received any kickbacks or inducements in connection with the offer, and that it has not

conferred on any public employee, or public official. The Bidder certifies with the submission of a

proposal that no relationship exists between itself and the City, another person, or organization that

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IFB – Police Department Vehicle Upfitting

Commodity Codes

• NAICS 441310Automotive Parts and Accessories Stores
• NAICS 811118Other Automotive Mechanical and Electrical Repair and Maintenance
• NAICS 811198All Other Automotive Repair and Maintenance

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