1-IFB4350 - Utility Terrain Vehicle.pdf

CITY OF JEFFERSON

JEFFERSON CITY, MISSOURI

INVITATION FOR BIDS

Bid No.: IFB4350

Subject: Utility Terrain Vehicle Jefferson City Police Department

Closing Date: Bids must be received no later than 1:30 p.m. on December 16, 2025. Bids should be submitted electronically through Bonfire. Hard-copy bids will also be accepted at the following address with the bid number and subject indicated on the envelope:

Office of the Purchasing Agent City of Jefferson 320 E McCarty St Jefferson City, MO 65101

Bids will be publicly opened at 1:30 p.m. on December 16, 2025 in the City Council Chambers.

Purchasing Agent: Megan Stephenson Mstephenson@jeffersoncitymo.gov 573-634-6324 mailto:Mstephenson@jeffersoncitymo.gov

Utility Terrain Vehicle

The City of Jefferson, Police Department, herein referred to as City, is requesting sealed bids for the purchase and delivery of one utility terrain vehicle. The submittal must satisfy all criteria established in this solicitation to qualify for an award, unless it is waived by the City as an informality, technicality, or irregularity, at the City’s sole discretion.

Information and Instructions to Bidders

Notice to Bidders

Before submitting the bid, each bidder shall become fully informed as to the extent and character of the specifications.

No allowance will be made in this regard for error; no consideration will be granted for any alleged misunderstanding of the equipment to be used or services to be required, it being understood that the submission of a bid is an agreement to all items and conditions referred to herein.

Questions

All questions regarding the bid specifications or process must be directed to Megan Stephenson, MStephenson@jeffersoncitymo.gov, 573-634-6324. All questions should be submitted no later than December 15, 2025.

Specifications

1. The City is requesting bids for one (1) side-by-side, four-wheel-drive, utility-type vehicle for use by the Police Department. The unit shall be designed for off-road and on-road operation within city limits, capable of safely transporting personnel and equipment under varying terrain and weather conditions.

The unit must be new, current production model, and meet or exceed the following minimum specifications.

2. Vehicle Configuration

• Crew-style side-by-side utility vehicle (minimum 4-passenger capacity)

• Four-stroke gasoline engine, minimum 900 cc displacement

• Automatic CVT or equivalent fully automatic transmission

• Selectable 2WD/4WD with differential lock

• Power steering required

• Independent front and rear suspension

• Hydraulic disc brakes on all wheels

• Minimum towing capacity: 2,000 lbs

• Minimum payload capacity: 1,000 lbs

• Minimum ground clearance: 12 inches mailto:MStephenson@jeffersoncitymo.gov

• All-terrain or off-road rated tires suitable for mixed use (approx. 28x10-14)

• Aluminum or steel wheels rated for off-road use

• Roof or bed-mounted cargo racks

• Lockable tool or weapons storage compartments

• Dark neutral tone (gray, black, or equivalent)

3. Cab and Body Features

• Fully enclosed cab with lockable doors and safety glass

• Heating and air conditioning system suitable for year-round operation

• Factory or dealer-installed roof and windshield (polycarbonate or glass)

• Side mirrors and rear-view mirror

• Interior dome lighting

• Seat belts for all occupants

• Rear cargo bed with tailgate and tie-down points

• Skid plates or underbody protection

4. Emergency Lighting and Equipment

The vehicle shall include a complete emergency lighting package suitable for police response and visibility. Systems should be programmable and compliant with Missouri emergency lighting regulations.

• Roof-mounted LED emergency light bar (minimum 360° visibility)

• Front and rear integrated emergency LED lights (red/blue configuration)

• 100-watt siren/PA system with microphone

• Auxiliary lighting (e.g., flood/work lights)

• All emergency equipment shall be weather-sealed and fused through a dedicated switch console accessible to the driver

5. Graphics and Identification Custom reflective law enforcement graphics package shall be included. Decals to include “POLICE” markings and departmental insignia, with layout subject to departmental approval.

6. Optional Accessories

• Winch (minimum 4,500 lbs capacity)

• Cooler or auxiliary storage boxes

• Blackout body panels or upgraded exterior finish

7. Warranty and Service

• Minimum one-year manufacturer’s warranty on the entire vehicle

• Minimum two-year powertrain warranty preferred

• Local service support or authorized service center within 100 miles of Jefferson City, MO

8. Delivery

• Delivery FOB Destination to Jefferson City Police Department

• Vehicle must be delivered fully assembled, tested, and ready for operation

• Vendor shall provide all manuals, warranty documentation, and training on operation and maintenance

9. Acceptable Equivalent Brands and models that meet or exceed these minimum specifications will be accepted.

No specific make or model is intended to be restrictive.

Bid Submittal

All bids must be as specified herein or equal. Any deviation from specifications must be clearly stated and fully described. All bids must be FOB Jefferson City, Missouri. The offeror shall state a fixed price for the total number of days that the price is firm. Bidders shall also indicate the number of days for delivery after receipt of order.

Bidders should submit complete descriptive literature, a manufacturers’ specification sheet of the brand/item bid, detailed instructions on how equipment is to operate and all warranty information.

Bidders will furnish all required information at the time the bid is submitted. Failure to include all required information may be cause for rejection of the bid.

Bids should be submitted electronically through Bonfire, the City’s free electronic procurement system: https://jeffersoncitymo.bonfirehub.com.

Bids may also be submitted hard copy with the bid number (IFB4350) indicated on the outside of the envelope and must be submitted to the following address:

City of Jefferson Purchasing Agent 320 E McCarty Street Jefferson City, MO 65101

Bids must be received no later than 1:30 p.m. on December 16, 2025.

Bids will be publicly opened at 1:30 p.m. on December 16, 2025 in City Council Chambers at 320 E McCarty St, Jefferson City, MO.

Evaluation and Award

Bids will be awarded to the lowest and best bid meeting the needs of the City.

The City reserves the right to make more than one award if deemed to be in the best interest of the City. The City reserves the right to award vendors per section or to award all to one bidder.

https://jeffersoncitymo.bonfirehub.com/

The City reserves the right to disqualify bids, before or after opening, upon evidence of collusion with intent to defraud or other illegal practice upon the part of the bidder.

Warranty

The manufacturer’s standard factory warranty shall apply to all vehicles. A properly executed warranty must be delivered with the UTV. The warranty shall not become effective until the vehicle is delivered to and accepted by the City.

Delivery

Items bid must include all shipping and handling (FOB Destination) to the following address:

401 Monroe St.

Jefferson City, MO. 65101

The award may be based upon delivery as well as price; whichever serves the best interest of the city.

Repair or Replacement of Damaged Equipment

The contractor will be responsible for repairing any item or components received in damaged condition at no cost to the City. In the event the item cannot be repaired or if the repairs would otherwise compromise the integrity of the equipment and the manufacturer’s warranty, then the contractor must replace the item or component in its entirety at no additional cost to the City.

This includes all delivery/transportation costs for returning the non-functional equipment to the contractor for replacement.

Withdrawal of Bids

Bidders may withdraw their bid after depositing with the Purchasing Agent at any time prior to the stipulated time for opening of such bids. No bid may be withdrawn within thirty (30) days after the opening thereof, unless obvious errors are apparent.

Right to Accept or Reject Bids

The right is hereby reserved to accept or reject all or part of any bid, to waive informalities and to request new bids as the interest of the City may require.

Tax Exempt Status

The City of Jefferson is tax exempt by law. Do not include tax in bidding. A federal tax-exempt certificate will be furnished when requested.

Contract with Third Parties

The bidder shall not enter into any contractual agreement with a third part for performance of any conditions under this bid without the express written approval of the City.

Invoicing and Payment

The contractor shall submit invoices for services to the Jefferson City Police Department, 401 Monroe Street, Jefferson City, Missouri 65101. The City shall only be liable for charges as indicated on the Pricing Form.

Restrictive Clause

Bidders must contact the Office of the Purchasing Agent at least five (5) days prior to the bid opening if any of the specifications contains restrictive language or requirements that render him unable to bid.

Americans with Disabilities Act

Individuals should contact the ADA Coordinator at (573) 634-6570 to request accommodations or alternative formats as required under the Americans with Disabilities Act. Please allow three

(3) business days to process the request.

Changes to Bid Documents

Changes to solicitation documents prior to bidding will be by addendum issued by the City.

Bidders shall acknowledge receipt of all addenda on bid forms.

Laws and Regulations

The contractor shall perform services in accordance with all applicable state, local and federal statutes and legal requirements in his performance of this contract. In addition, the bidder’s attention is directed to City Code, Chapter 17 – Licenses, Taxation and Miscellaneous Business Regulation.

Before an award of contract or purchase order can be made, bidders doing any service or business within the corporate city limits of the City of Jefferson must have a current business license and be registered and in good standing with the Missouri Secretary of State’s Office.

Proprietary Products

Any piece of equipment described herein that is a proprietary product, or the use of a manufacturers or vendor’s brand name, is referenced with the intent to indicate a standard of design desired by the buyer and shall not be construed to exclude other manufacturer’s products of comparable quality. The buyer reserves the right to determine the quality of the equipment offered.

Preference for U.S. Manufactured Goods

On purchases more than $25,000, the city shall select products manufactured, assembled or produced in the United States, if quantity, quality, and price are equal. Every contract for public works construction or maintenance more than $25,000 shall contain a provision requesting the contractor to use American products in the performance of the contract.

ATTACHMENT A – PRICING FORM

(Only use this form if submitting a hard-copy response)

Brands and models that meet or exceed these minimum specifications will be accepted.

No specific make or model is intended to be restrictive.

Crew-style side-by-side utility vehicle (minimum 4-passenger capacity)

Firm, Fixed Base Price Equipped as Specified Below: $ ___________________________

Model Year: _______________ Make:_________________ Model:______________

Delivery: ______________________ days ARO Warranty:______________

On-Lot of Off-Lot: _________________ Manufacturer Order Cut-Off Date:____________________________

In addition to the mandatory required equipment stated below, the vehicle shall be equipped with all standard equipment for the model specified

Mandatory Specifications

Vendor should provide a description of each specification below for the vehicle proposed or indicate compliance

Vehicle configuration: Four-stroke gasoline engine, minimum 900 cc displacement

Automatic CVT or equivalent fully automatic transmission

Selectable 2WD/4WD with differential lock

Power steering

Independent front and rear suspension

Hydraulic disc brakes on all wheels

Minimum towing capacity: 2,000 lbs

Minimum payload capacity: 1,000 lbs

Minimum ground clearance: 12 inches

All-terrain or off-road rated tires suitable for mixed use (approx. 28x10-14)

Aluminum or steel wheels rated for off-road use

Roof or bed-mounted cargo racks

Lockable tool or weapons storage compartments

Dark neutral tone (gray, black, or equivalent)

Cab and Body Features:

Fully enclosed cab with lockable doors and safety glass

Heating and air conditioning system suitable for year-round operation

Factory or dealer-installed roof and windshield (polycarbonate or glass)

Side mirrors and rear-view mirror

Interior dome lighting

Seat belts for all occupants

Rear cargo bed with tailgate and tie-down points

Skid plates or underbody protection

Emergency Lighting and Equipment:

The vehicle shall include complete emergency lighting package suitable for police response and visibility. Systems should be programmable and compliant with Missouri emergency lighting regulations.

Roof-mounted LED emergency light bar (minimum 360° visibility)

Front and rear integrated emergency LED lights (red/blue configuration)

100-watt siren/PA system with microphone

Auxiliary lighting (e.g., flood/work lights)

All emergency equipment shall be weather-sealed and fused through a dedicated switch console accessible to the driver

Graphics and Identification:

Custom reflective law enforcement graphics package shall be included. Decals to include “POLICE” markings and departmental insignia, with layout subject to departmental approval.

Warranty and Service:

Minimum one-year manufacturer’s warranty on the entire vehicle

Minimum two-year powertrain warranty preferred

Local service support or authorized service center within 100 miles of Jefferson City, MO

Optional Accessories

Vendor should provide firm, fixed pricing for options if not standard. If options are standard, the vendor should state “standard” in the pricing blank. If options are not available, the vendor should state “not available” or “N/A” in the pricing blank

Winch (minimum 4,500 lbs capacity) Cooler or auxiliary storage boxes

Blackout body panels or upgraded exterior finish

Are the items bid manufactured, or produced in the United States? YES_____NO_____

I/We the undersigned do hereby certify that the information presented in this proposal is true and accurate and agree to provide the specified products and services at the price and time stated if awarded the bid. I/We also certify that I am a duly authorized representative of the business entity below and that I possess the legal authority to sign on behalf of the business for which I am acting.

NAME OF COMPANY____________________________________________________

AGENT AND TITLE______________________________________________________

ADDRESS______________________________________________________________

TELEPHONE____________________________________________________________

EMAIL ADDRESS _______________________________________________________

BIDDERS SIGNATURE___________________________________________________

Form of Business: ___ Sole Proprietorship ___ Partnership ___ Corporation ___ Limited Liability Corporation