Project Information

Bid Title

Emergency Vehicle Upfitting

Issuing Agency

City of Suffolk

Location

Virginia

Published Date

May 4, 2026

Closing Date

Jun 4, 2026

Government Level

State & Local

Status

Closed

Ref. #

RFP 26133-KR

Original Source

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Project Description

Bid Number:	RFP 26133-KR
Bid Title:	Emergency Vehicle Upfitting
Category:	Purchasing Bid Board Posting
Status:	Open

Description: The purpose of this Request for Proposal (RFP) is to solicit proposals from qualified Contractors to furnish and provide Emergency Vehicle Upfitting services, including the supply, installation, and integration of emergency equipment, accessories, and related systems for the City’s vehicle fleet. Publication Date/Time: 5/4/2026 12:00 AM Closing Date/Time: 6/4/2026 3:00 PM Pre-bid Meeting: May 21, 2026 @ 10:00 AM Contact Person: Kimberly Rogerson, VCA Buyer City of Suffolk Purchasing Division 442 W. Washington Street Suffolk, VA 23434 Office: (757)514-4145 Miscellaneous: Pre-Proposal Conference (Mandatory): Thursday, May 21, 2026 @ 10:00 AM Conference Room #3 – Suffolk City Hall 442 W Washington Street Suffolk, VA 23434 Related Documents: RFP 26133-KR Emergency Vehicle Upfitting

Attachment Preview

Request for Proposal

City of Suffolk

RFP #26133-KR

May 4, 2026

Purchasing Division

442 West Washington Street, Room 1086

Suffolk, VA 23434-5237

Phone: (757) 514-7520 / Fax: (757) 514-7524

http://www.suffolkva.us/739/Purchasing-Division

Emergency Vehicle Upfitting

Electronic proposals will be received at the office of the Purchasing Agent listed above, until the time and date

shown below (local prevailing time), for furnishing the items or services described in the solicitation. Offers should

be sent by e-mail attachment to: proposals@suffolkva.us with the RFP number and title in the subject line.

The City of Suffolk has issued this sealed Request for Proposal (RFP) for the sole purpose of obtaining responsive

proposals from qualified contractors to furnish the goods and/or services described herein on an as needed basis.

The City’s intent is to establish an annual contract with multiple qualified Contractors for these services.

The Buyer, Kimberly Rogerson is the Contract Officer for the City of Suffolk with respect to this RFP. All questions

and/or comments should be directed to her at: krogerson@suffolkva.us The respondents to this RFP must not

contact, either directly or indirectly, any other employee or agent of the City regarding this RFP.

Pre-Proposal Meeting (Mandatory): Thursday, May 21, 2026 @ 10:00 AM

Proposals are due: 3:00 p.m., June 4, 2026

Contract Officer:

Kimberly Rogerson

Kimberly Rogerson, VCA, Buyer, krogerson@suffolkva.us

OFFEROR:

Company Name:

Address:

City / State / Zip:

Telephone:

E-mail:

Print Name:

Signature:

**AN ELECTRONIC DOCUMENT SHALL BE PROVIDED**

FAX No.:

Title:

Date:

RFP 26133-KR

Page 1

In compliance with this Request for Proposal, and subject to all the conditions thereof, the offeror, if

the offer is accepted within ninety (90) calendar days from the date of the receipt of proposals, to

furnish any or all of the items and/or services upon which prices are quoted, at the price set, to be

delivered at the time and place specified herein. The prior page signed certifies the offeror has read,

understands, and agrees to all terms, conditions, and requirements of this Request for Proposals, and

is authorized to contract on behalf of firm named in this RFP.

SOLICITATION DOCUMENTS

Request for Proposal documents are available on the Purchasing website:

https://www.suffolkva.us/Bids.aspx?CatID=17 or on the Commonwealth’s bid board (eVA), or at

Demandstar.com. An e-mail request for the complete RFP form may be sent to the Contract Officer

listed on the front page.

Questions concerning this project must be in writing (email is preferred) and addressed to the Contract

Officer listed on the front page of this solicitation, and, should be received no later than five (5)

business days preceding the date that the proposals are to be received. E-mail is the preferred method

and will get a more timely response.

ELECTRONIC PROPOSAL SUBMITTAL

An electronic document must be submitted by e-mail attachment to proposals@suffolkva.us with the

RFP number and title in the subject line. Electronic copies (CD or thumb drive) may be delivered to

the Purchasing Office, 442 West Washington Street, Room 1086, Suffolk, Virginia prior to the closure

date shown, if desired. Documents should be saved as a .pdf document and should conserve disk

space to allow transfers of data. ZIP files cannot be accepted; they do not work in the City’s

system. To receive confirmation of receipt of proposal, send request to the contracting officer at

krogerson@suffolkva.us Do NOT send proposal directly to contracting officer. Paper proposals will

not be accepted. Do not send printed copies of proposal.

Proposals will be accepted through eVA.

IF YOU NEED ANY REASONABLE ACCOMMODATION FOR ANY TYPE OF DISABILITY

IN ORDER TO PARTICIPATE IN THIS PROCUREMENT, PLEASE CONTACT THIS

DIVISION AS SOON AS POSSIBLE.

Pre-Proposal Conference (Mandatory): Thursday, May 21, 2026 @ 10:00 AM

Conference Room #3 – Suffolk City Hall

442 W Washington Street

Suffolk, VA 23434

RFP 26133-KR

Page 2

REQUEST FOR PROPOSAL

Emergency Vehicle Upfitting

SECTION/TITLE

1.0 PURPOSE................................................................................................................................ 4

2.0 COMPETITION INTENDED ................................................................................................. 4

3.0 TERM OF CONTRACT.......................................................................................................... 4

4.0 SCOPE OF SERVICES ........................................................................................................... 5

5.0 INSTRUCTIONS FOR SUBMITTING PROPOSALS ........................................................ 16

6.0 SPECIFIC PROPOSAL REQUIREMENTS ......................................................................... 18

7.0 EVALUATION AND AWARD CRITERIA ........................................................................ 20

8.0 ADDITIONAL INSTRUCTIONS......................................................................................... 21

9.0 CONTRACT TERMS AND CONDITIONS ........................................................................ 24

PRICING SCHEDULE ........................................................................................................................ 34

SIGNATURE SHEET .......................................................................................................................... 40

PROPRIETARY/CONFIDENTIAL INFORMATION IDENTIFICATION ...................................... 41

EXCEPTIONS TO RFP ....................................................................................................................... 42

ANTICOLLUSION.............................................................................................................................. 43

PROOF OF AUTHORITY TO TRANSACT BUSINESS IN VIRGINIA .......................................... 44

RFP 26133-KR

Page 3

1.0 PURPOSE

The purpose of this Request for Proposal (RFP) is to solicit proposals from qualified

Contractors to furnish and provide Emergency Vehicle Upfitting services, including the supply,

installation, and integration of emergency equipment, accessories, and related systems for the

City’s vehicle fleet.

Services may include, but are not limited to, installation of emergency lighting and sirens,

communication equipment, vehicle graphics, door wrapping and optional painting, window

tinting, electrical systems, and other specialized upfitting components required for public safety

and municipal operations.

Services may be required for a variety of City-owned vehicles, including, but not limited to:

Passenger Cars

Police Vehicles

Light Duty Trucks

Heavy Duty Trucks

Vans

Other City Equipment as Requested

It is the City’s intent to establish an annual contract with multiple Contractors to ensure timely

and high-quality service. The City may, at its sole discretion, make multiple awards from this

solicitation. Where multiple awards are made, work may be assigned on a rotational basis;

however, the City reserves the exclusive right to allocate work in the manner deemed most

advantageous to the City’s operational needs, without limitation.

If a Contractor is unable to perform services within the required timeframe or to the City’s

satisfaction, the City reserves the right to reassign the work to another Contractor without

penalty. All work performed must comply with applicable federal, state, and local laws,

regulations, and industry standards.

2.0 COMPETITION INTENDED

It is the City’s intent that this Request for Proposal (RFP) permits competition. It shall be the

offeror’s responsibility to advise the Contract Officer in writing if any language requirement,

specification, etc., or any combination thereof, inadvertently restricts or limits the requirements

stated in this RFP to a single source. Such notification must be received by the Purchasing

Agent not later than five (5) business days prior to the date set for acceptance of proposals.

3.0 TERM OF CONTRACT

The contract shall cover the period from date of award through June 30, 2027.

The City reserves the option to renew this agreement for four (4) additional one-year periods

ending June 30, 2031. Unless notified in writing thirty (30) days prior to the expiration date,

the contract will automatically renew during these periods.

Initial rates and subsequent renewal rates must be guaranteed for a minimum of 12 months.

Any request for an increase in rates following the initial contract period shall be determined by

the percentage defined in the “Transportation” Category of the PI-W section of the Consumer

RFP 26133-KR

Page 4

Price Index of the United States Bureau of Labor Statistics for the latest twelve (12) months for

which statistics are available. Price increases shall be justified in writing and must be approved

by the City. The City does not guarantee approval of any rate increase.

4.0 SCOPE OF SERVICES

A. BACKGROUND

Primary users of this Contract include, but are not limited to:

• Police Department

• Fire & Rescue

• Sheriff’s Office

• Other City departments

B. SCOPE OF WORK

The Contractor shall provide Emergency Vehicle Upfitting services, including furnishing all

labor, materials, equipment, and installation necessary for complete upfitting.

Upfitting includes, but is not limited to:

• Emergency lighting, sirens, camera system and GPS/AVL’s

• Vehicle equipment, parts, and accessories

• Electrical systems, wiring and programing

• Window tinting

• Vehicle graphics (materials and installation)

• Door wrapping and optional painting services

• Associated hardware (wiring, connectors, mounts, etc.)

All equipment shall be specifically designed for emergency service vehicles.

C. EMERGENCY VEHICLE UPFITTING

General Requirements

1. Services & Materials

• All goods and services shall be provided on an as-needed basis.

• Contractor shall furnish all labor and materials unless otherwise specified.

• All equipment shall be new, unused OEM, unless otherwise approved by the City.

RFP 26133-KR

Page 5

Commodity Codes

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

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