Project Information

Bid Title

Police Firearms Ammunition

Issuing Agency

City of Derby

Location

Kansas

Published Date

Dec 4, 2025

Closing Date

Dec 22, 2025

Government Level

State & Local

Status

Closed

Ref. #

2025-037

Original Source

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Bid Documents

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Project Description

Bid Number:	2025-037
Bid Title:	Police Firearms Ammunition
Category:	Public Safety Equipment
Status:	Open

Description: REQUEST FOR BIDS #2025-037 Police Firearms Ammunition for the City of Derby December 4, 2025 The City of Derby, Kansas (hereinafter referred to as the “City”) invites bids from vendors to provide Police Firearms Ammunition. 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 10:00 A.M., on Monday, December 22, 2025. The outside of the envelope should be clearly marked with the bidder’s name and address and identified as “Police Firearms Ammunition”. The sealed envelope should be addressed as follows: Derby City Clerk ATTN: Police Firearms Ammunition 611 N. Mulberry Road, Suite 300 Derby, KS 67037 RFP # 2025-037 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: 2025-037 Police Firearms Ammunition

Attachment Preview

REQUEST FOR BIDS

#2025-037

Police Firearms Ammunition for the City of Derby

December 4, 2025

The City of Derby, Kansas (hereinafter referred to as the “City”) invites bids from vendors to

provide Police Firearms Ammunition. 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 10:00 A.M., on Monday, December 22, 2025. The outside of the envelope should

be clearly marked with the bidder’s name and address and identified as “Police Firearms

Ammunition”. The sealed envelope should be addressed as follows:

Derby City Clerk

ATTN: Police Firearms Ammunition

611 N. Mulberry Road, Suite 300

Derby, KS 67037

RFP # 2025-037

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 Police Firearms Ammunition that meet the specifications listed. It is the

intent of these specifications to describe Police Firearms Ammunition 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 Firearms Ammunition

611 N. Mulberry Road, Suite 300

Derby, KS 67037

RFP # 2025-037

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 Firearms Ammunition

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:

Derby City Clerk

ATTN: Police Firearms Ammunition

611 N. Mulberry Road, Suite 300

Derby, KS 67037

RFP # 2025-037

Attachment: Bid Form

REQUEST FOR BIDS

#2025-037

Police Firearms Ammunition for the City of Derby

Company: _______________________________________________

Proposal Submitted by: _____________________________________

Name / Title

Address: ________________________________________________

City/State/Zip: ____________________________________________

Phone: __________________________

Email: ___________________________

Taxpayer I.D. Number: _____________________________________

Option A

Total Bid Price for 35,000 rounds

(FOB City of Derby, Kansas):

_______________________

(includes shipping costs)

Estimated Delivery time: _________ weeks

Option B

Total Bid Price for 50,000 rounds

(FOB City of Derby, Kansas):

______________________

(includes shipping costs)

Estimated Delivery time: ________ weeks

9mm Ammunition Specifications

1. 115 or 124 grain full metal jacket.

2. Casing may be new or remanufactured – vendor must specify in bid.

3. Bid must include shipping costs.

4. Ammunition may be packaged in 50-round boxes with 500 or 1000 rounds per case.

5. Ammunition may be packaged in 500-round or 1000-round value packages.

6. Amount of ammunition must be 50,000 rounds total.

Circle One

New casing

50 round boxes

500/1000 round value packs

Remanuf. Casing

500/1000 round cases

.

Comments:

_________________________________________________________________________

_________________________________________________________________________

_________________________________________________________________________

_____________________________________________________

In submitting a bid, firm acknowledges every section of this Request for Bids document

including all requirements, terms, conditions, and sections of this document. Bid submission

format should be by order in which document is outlined. Exceptions to any part of this

Commodity Codes

• NAICS 332994Small Arms, Ordnance, and Ordnance Accessories Manufacturing

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