Project Information

Bid Title

Vehicle Upfitting Equipment

Issuing Agency

City of Wheaton

Location

Illinois

Published Date

May 6, 2026

Closing Date

May 27, 2026

Government Level

State & Local

Status

Closed

Ref. #

26-95

Original Source

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Bid Documents

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Project Description

Bid Number:	26-95
Bid Title:	Vehicle Upfitting Equipment
Category:	City of Wheaton Bids - Motor Vehicles & Equipment
Status:	Open

Description: The City of Wheaton is soliciting proposals from qualified Vendors to supply equipment to upfit public safety vehicles, including but not limited to construction, utility, and emergency vehicle warning lights, consoles, prisoner partitions, prisoner seats, window bars, pre-emption devices, weapon racks, mobile computer mounts, and related equipment. THIS RFP IS FOR EQUIPMENT ONLY, NO INSTALLATION. The bid will establish a discount percentage by equipment manufacturer that includes all costs to deliver the requested equipment to the City. Publication Date/Time: 5/6/2026 12:00 AM Closing Date/Time: 5/27/2026 11:00 AM Related Documents: 26-95 Upfitting Equipment Final

Attachment Preview

NOTICE TO BIDDERS

REQUEST FOR PROPOSAL #26-95 VEHICLE UPFITTING EQUIPMENT

Issue Date:

May 6, 2026

Last Date for Questions:

May 15, 2026 at 11:00 am (CST)

Due Date:

May 27, 2026 no later than 11:00 am (CST)

To be considered responsive, the following documents shall be included with your submittal:

Proposed Discount Form (Exhibit D)

Notice of Deviations Form (Exhibit E)

Listing of Subcontractors, Consultants and Agents Form (Exhibit F)

Vendor Certification Form (Exhibit G)

Vendor Information Reporting Form (Exhibit H)

W-9 Form

Return submittal to:

City of Wheaton

Procurement Services

303 W. Wesley Street

Wheaton, IL 60187-0727

Attn: Tony Sperkowski

The successful Vendor will be required to submit the following additional documents:

• Certificate of Insurance with signed endorsements

• Signed Agreement

Page 1 of 1

Notice to Bidders

EXHIBIT A

REQUEST FOR PROPOSAL #26-95

VEHICLE UPFITTING EQUIPMENT

INTRODUCTION

The City of Wheaton is soliciting proposals from qualified Vendors to supply equipment to upfit public safety vehicles,

including but not limited to construction, utility, and emergency vehicle warning lights, consoles, prisoner partitions,

prisoner seats, window bars, pre-emption devices, weapon racks, mobile computer mounts, and related equipment.

THIS RFP IS FOR EQUIPMENT ONLY, NO INSTALLATION. The bid will establish a discount percentage by equipment

manufacturer that includes all costs to deliver the requested equipment to the City.

TERM OF CONTRACT

The term of the contract shall be for one (1) year, with the option to renew for two (2) additional one-year terms.

VENDOR MINIMUM QUALIFICATIONS

• Vendor must be located within 20 miles of the City of Wheaton

• Prior experience serving a minimum of three (3) municipalities within the last five (5) years.

• Vendor shall provide unlimited product support, in person if requested, to the City’s installation Vendor or

City staff performing installation of equipment within 24 hours of request.

• Vendor shall accept returns and issue a complete refund for returned unused product, for any reason, for a

period of 18 months after delivery.

• The successful Vendor shall be in compliance with the City’s requirements for insurance, as listed in Exhibit

C-Insurance Requirements.

BACKGROUND

The City of Wheaton operates a fleet of Police, Fire, Public Works, and Administration vehicles to serve the citizens

of the community. When new vehicles are purchased, many require specialized equipment to be installed to make

the vehicles ready for use.

SCOPE OF SERVICES

The number of vehicles that require upfitting equipment averages around 8-10 units per year. Additional

replacement equipment may be purchased on an as needed basis throughout the period of the contract by way of

Purchase Orders.

SUBMITTAL REQUIREMENTS

THE CITY OF WHEATON ASKS THAT YOUR RESPONSE INCLUDE THE FOLLOWING INFORMATION, IN TABBED

SECTIONS, FOR EVALUATION.

Company Information

Vendors shall provide the following information about their company.

o Vendor name and address; Contact name, phone number and email.

o Number of employees.

o Number of years in business.

o Provide a brief description of your company.

o Days and hours of operation.

o A brief statement of the Proposer’s understanding of the work to be done.

DO NOT SUBMIT PERFORATED PAGES, NOR BIND YOUR PROPOSAL IN ANYTHING OTHER THAN PAPER CLIPS OR

BINDER CLIPS.

Page 1 of 3

Scope of Services

EXHIBIT A

REQUEST FOR PROPOSAL #26-95

VEHICLE UPFITTING EQUIPMENT

Warranty

Vendor must provide a five (5) year warranty on all components. Vendor will also provide advance replacement of

components deemed deficient or inoperative by the City and not require the City to provide the failed part before

sending the replacement.

Product Support

Vendor shall provide unlimited product support including programming assistance, in person if requested, to the

City’s installation Vendor or City staff performing installation of equipment within 24 hours of request at no

additional charge.

Vendor shall provide an evaluation of the equipment currently installed in units to be replaced and make

recommendations on what equipment can be re-used vs. replaced. At the request of the City, the vendor will submit

a complete equipment list identifying new equipment needed and what can be re-used for each unit proposed for

replacement.

Acceptable Manufacturers

• Federal Signal

• Havis Inc.

• Kussmaul Electronics

• Lund Industries

• Pro-gard Products LLC

• Setina Manufacturing

• SoundOff Signal

• Tomar Electronics Inc.

• Whelen Engineering

Prior Experience and References

Provide a minimum of three (3) government references of similar nature and scope, including the company name,

contact name and contact information for each reference where all information can be verified. Include a brief

description of the services provided for each reference. Provide a description of qualifications and skills of specific

personnel who will be assigned to the City’s account.

Equipment Cost Proposal

Provide the discounted amount off manufacturer’s list price for each of the manufacturers listed in the “Acceptable

Manufacturers” section. Shipping costs, if any, are required to be included in the discount amount. Pricing shall

reflect any discounts offered. Additional discounts or incentives available at the time the order is placed will be

applied to the order. Discounts shall be listed on a separate line in the cost proposal.

Prices are to remain firm for the term of the contract. The City is tax exempt. Prices shall not include taxes.

CRITERIA FOR REVIEW

• Company Information

• Warranty

• Prior Experience and References

• Equipment Cost Proposal

Page 2 of 3

Scope of Services

EXHIBIT A

REQUEST FOR PROPOSAL #26-95

VEHICLE UPFITTING EQUIPMENT

EVALUATION OF PROPOSALS

City staff will evaluate submittals based on the requirements listed above. During or after the evaluation of

submittals, City staff may submit written questions and requests for clarification. The Vendor to be recommended

for award will be the one whose proposal is determined to be the most advantageous to the City, in consideration

of price and the evaluation factors set forth in the Request for Proposal.

DUE DATE FOR WRITTEN QUESTIONS

All questions, either administrative or technical, shall be submitted via email to Tony Sperkowski at

asperkowski@wheaton.il.us no later than May 15, 2026, at 11:00 am CST.

ADDENDA

All questions, clarifications or revisions regarding this solicitation will be issued via a written addendum and published

on the City’s website and on DemandStar. Each Vendor shall acknowledge receipt of any addenda on the Cost

Proposal form. Each Vendor, by acknowledging receipt of any addenda, is responsible for the content of the addenda

and any changes to the solicitation. Failure to acknowledge issued addenda may cause your submittal to be rejected.

RFP SUBMITTAL

Submittals must be received no later than May 27, 2026, at 11:00 am. CST Late submissions will not be accepted.

Submit a hard copy to:

City of Wheaton

303 W. Wesley Street - 1st Floor Finance Counter

Wheaton, IL 60187-0727

Attn: Tony Sperkowski, Procurement Officer

All hard copy proposals shall be submitted in a sealed package marked with the following information:

• Proposal Name & Number

• Proposal Closing Date

• Proposal Closing Time

• Vendor Name and address

It is the sole responsibility of the Vendor to ensure that their proposal is delivered by the stated opening date/time.

The City is not responsible for misdirected packages.

CONFIDENTIAL INFORMATION:

Vendors claiming any portion of their proposal as proprietary or confidential must specifically identify what

documents or portions of documents they consider confidential. Failure to do so may result in information becoming

public record.

COSTS INCURRED IN RESPONDING

All costs incurred by the Vendor for proposal preparation and participation in this procurement will be the sole

responsibility of the Vendor. The City will not reimburse any Vendors for such costs.

Page 3 of 3

Scope of Services

EXHIBIT A

GENERAL INSTRUCTIONS REGARDING THE SOLICITATION OF

CONSTRUCTION AND CONTRACTED SERVICES

Solicitations are open to all business firms actively engaged in providing the materials, equipment,

and services specified and inferred. Active engagement will be verified via references. These General

Instructions Regarding the Solicitation of Construction and Contracted Services apply to all

solicitations for contracted services by the City of Wheaton and shall be incorporated as part of the

written and signed Agreement with the successful Bidder along with any addenda items which are

issued, unless otherwise specified.

For solicitations involving the IDOT “Standard Specifications for Road and Bridge Construction”:

Section 102 of the IDOT “Standard Specifications for Road and Bridge Construction,” (the “Standard

Specifications”), Adopted January 1, 2022, pertaining to the advertisement, bidding, award, and

contract execution shall not apply to this solicitation and contract. Where these General Instructions

Regarding the Solicitation of Contracted Services (the “Solicitation Instructions”) are inconsistent

with any provision of the IDOT Bureau of Local Roads and Streets Special Provision for Bidding

Requirements and Conditions for Contract Proposals, these Solicitation Instructions shall control.

A. DEFINITIONS:

The following words and phrases, when used in these General Instructions Regarding Solicitations of

Construction and Contracted Services document shall have the meanings as specified herein.

A-1) Agreement: The written contract between the City and the Bidder covering the work or services

to be performed, which includes all other documents that are attached to the Agreement or

incorporated by reference and made a part thereof. It shall be understood that the words

“Contract” and “Agreement” are synonymous in these documents.

A-2) Proposal or Bid: The complete and properly signed bid to do the work or services for the sum

stipulated therein, submitted in accordance with the bidding or proposal documents. It shall be

understood that the words “bid”, and “proposal” are synonymous in these instructions and in

the Invitation to Bid documents.

A-3) Bidder/Proposer: The person, firm, or corporation submitting a bid or proposal.

A-4) City: The City of Wheaton, Illinois, an Illinois Municipal Corporation.

A-5) Offer: A signed Proposal or Bid that is timely delivered to the City.

A-6) Solicitation: The City’s request for an offer from a Bidder for the provision of work, services

and/or goods. It shall be understood that the words “solicitation” and “invitation to bid” are

synonymous in these instructions and in the Invitation to Bid documents.

B. SOLICITATION PROCESS:

The City intends to award a contract to a Bidder who has the experience and equipment to

successfully complete the project or provide the service solicited. The Bidder shall be responsible for

performing all work or services as outlined in the specifications contained within the Invitation to Bid

and shall provide and furnish all labor, materials, equipment and supplies, vehicles, and

transportation services required to perform and complete the required work or service in strict

accordance with the Invitation to Bid documents. The Proposer desiring to furnish a Proposal or Bid

for such work or services shall submit a sealed Bid in accordance with these General Instructions

Page 1 of 17

General Instructions Regarding the Solicitation of Construction and Contracted Services

Revised May 2026

Commodity Codes

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

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