1-ITB250902 Police Fleet Equipment BID SOLICITATION.pdf

CITY OF COVINGTON, KENTUCKY

INVITATION TO BID

ITB250902

For:

Police Fleet Equipment

BID RESPONSES DUE

NO LATER THAN:

10:00 A.M. 2025 SEPTEMBER 25

Issue Date:

2025 September 10

For:

Departments of Police and Public Works

Fleet Management Division

By:

Department of Finance | Procurement Office

20 W Pike St Covington, KY 41011

I. LEGAL ADVERTISEMENT / PUBLIC NOTICE

Police Fleet Equipment

The City of Covington, Kentucky (“City”) invites bids from qualified, competent, knowledgeable, and experienced providers of fleet equipment vehicles, equipment, and/or related services as described in this Invitation To Bid (“ITB”), and in compliance with all applicable laws and regulations. Entities submitting bid responses shall be prepared to execute and perform a legally binding contractual agreement (“Agreement”) for the provision of requested goods and/or services as described herein and in accordance with this ITB.

Issue Date: 2025 September 10

RFP Title: Police Fleet Equipment

Issuing Agency: Public Works Department; Fleet Management Division

Contact: Peter Hager, Procurement Officer peter.hager@covingtonky.gov

(859) 292-2178

Bids shall be submitted to the City of Covington (City”) sealed, and clearly & conspicuously marked on the outside with:

• Respondent’s name, Respondent’s representative’s name, return mailing address, and telephone number - and

• "BID: POLICE FLEET - DO NOT OPEN WITH REGULAR MAIL."

RESPONSES SHALL BE SUBMITTED NO LATER THAN: THURSDAY 2025 SEPTEMBER 25 10:00

A.M. * to:

Covington City Hall Finance Department

First (1st) Floor Lobby Window 20 West Pike Street

Covington, Kentucky 41011 *Submittals received after this date and time will be deemed non-responsive.

Sealed bids will be publicly opened in the Covington City Hall Commission Chambers, 20 West Pike Street, 1st Floor, at the specified date and time. The Covington Board of City Commissioners reserves the right to reject any and all bids. Award shall be made based on the lowest evaluated bid price, to the most responsible and responsive bidder, as permitted by KRS 45A.365. A reciprocal preference will be afforded for resident bidders of the Commonwealth of Kentucky, in accordance with KRS 45A.494.

mailto:peter.hager@covingtonky.gov

TABLE OF CONTENTS

Reference Subject Page

I Solicitation Legal Advertisement / Public Notice 2

Table Of Contents 3

II ITB Schedule / Events Timeline 4

III Specifications / Scopes Of Work 4

IV Bid Format 7

V Evaluation Procedures 9

VI Bid Stipulations and Requirements 10

* Exhibit A-1 Bid Form; Marked Police Cruisers 15 *

* Exhibit A-2 Bid Form; Marked Police Cruisers Upfit 19 *

* Exhibit B-1 Bid Form; Unmarked Police Cruisers 31 *

* Exhibit B-2 Unmarked Police Cruisers Upfit 34 *

* Exhibit C-1 Unmarked Police Pickup Truck 38 *

* Exhibit C-2 Unmarked Police Pickup Truck Upfit 41 *

* Attachment 1 Non-Collusion Affidavit 45 *

* Attachment 2 Campaign Finance Affidavit 47 *

* Attachment 3 Certification Against Conflicts Of Interest, Gratuities, and Kickbacks

48 *

NOTE: Yellow Highlighted Items are required to be Completed, Properly Executed, and Submitted with and as integral part of Bid response.

II. TIMELINE OF EVENTS

BID EVENT SCHEDULE

ITB Issued / Bids Solicited 2025 September 10

Interested Parties' Requests For Information ("RFI") Must Be Submitted

To and Received By the City No Later Than

2025 September 17 11:00

A.M.

City's Responses to RFIs Will Be Published No Later Than 2025 September 18 3:00

P.M.

BIDS Shall Be SUBMITTED to and Received By the City NO LATER

THAN

2025 September 25

10:00 A.M.

(Estimated) Award Recommendation ~ 30 – 90 days after Bid

Opening

III. BID SPECIFICATIONS / SCOPES OF WORK

A. General Information

The City invites competitive bids for new/unused 2025 model year or newer motor vehicles to be used in its Police Department Works operations with optional accessories, equipment, and/or features installed as herein further described.

In accordance with Kentucky Revised Statutes (“KRS”) Section 45A.415, items considered equivalent to those named or described herein may be bid and furnished.

The City’s use of a Name-Brand-Or-Equal (“NBOE”) specification type is specifically not intended to express preference for any brand or model, or otherwise limit or restrict competition, but expressly for the purpose of effectively and efficiently conveying desired characteristics and standards of quality, performance, and fitness for intended use to satisfy operational needs of the City’s Public Works Department.

The City shall not be obligated to the listed quantities, which shall remain subject to express confirmation by the City at time of order placement. Interested parties may bid specified line items in whole or in part, however the City intends to award specified vehicle upfitting (parts, labor, and transportation) to a single supplier/source for each associated vehicle type / line item. Summary of equipment for which the City solicits competitive bids follows:

Remainder of page intentionally blank.

(Estimated)

QUANTITY

MODEL

YEAR

NBOE

MAKE

NBOE

MODEL

NBOE

SUB-

MODEL /

TRIM

VEHICLE

TYPE

UPFITTING

ASSOCIATED

2025, or

Newer Dodge Durango Pursuit

All Wheel

Drive

(“AWD”)

Police

Cruiser

Yes

2025, or

Newer Toyota Camry LE

AWD,

Hybrid

Sedan

Yes

2025, or

Newer Ford F150 Crew Cab

Four

Wheel

Drive

("4x4")

Pickup

Truck

Yes

Bidder, if recommended and approved for contractual award, shall be required to order from the Original Equipment Manufacturer (“OEM”) the equipment and quantities specified by the City within two (2) business days After Receipt of Order (“ARO”) properly approved by the City, verifiable confirmation of which shall be provided to the City, and which shall include order, quantity, and unit pricing specifications.

Bidders shall complete and submit to the City, as integral component of their bid, the attached Bid Form(s) and Product Pricing and Specification Worksheet(s) (labeled as Exhibits within this Bid solicitation). Bid pricing shall remain firm for the City’s consideration and/or acceptance for a minimum of sixty (60) days after bids are accepted and publicly opened by the City. If feasible to hold bid pricing firm for more than 60 days, and/or allow for additional, subsequent orders by the City, bids shall so stipulate. The City reserves rights to deviate from the listed quantities;

all quantities are subject to verification and final specification by the City at time of final order placement. The City reserves rights to place multiple (e.g., additional) orders for the duration of the Bidder’s stated firm pricing period, unless bids specifically state otherwise, and subject to dealer availability.

In accordance with KRS 45A.415, items considered equivalent to those named or described in the specifications may be furnished.

B. Minimum Qualifications Equipment bid shall be new / unused, 2025 model year or newer production models, complete with all standard equipment, unless otherwise specified, and shall meet or surpass current Department of Transportation and National Highway Traffic and Safety Administration safety standards and requirements. Any item that is designated as standard on the equipment bid, but not specified in the specifications set forth herein, is not to be deleted or removed from the equipment and shall be included.

C. Installation Requirements Equipment supplied by the Bidder to satisfy or exceed specifications shall be installed within the specified equipment and shall be new & unused and defect-free. The price(s) supplied, if any, for aftermarket equipment and installation shall be inclusive of all requisite parts and labor.

All equipment installation shall conform to industry and manufacturing standards. Some equipment may be provided by the City; Bidder shall not be required to warrant customer provided equipment but shall be required to warrant the installation of said equipment, if and as applicable.

D. Warranty Applicable, included warranty information shall be listed in sufficient detail on the attached Bid Form(s) and Product Pricing and Specification Worksheet(s) (labeled as Exhibits within this Bid solicitation). At minimum, Bidder shall meet or exceed any / all listed warranty requirements.

Bidder is both requested and encouraged to include express description(s), in sufficient detail, any warranties that shall be provided in excess of, or in addition to, those specified herein.

Warranty information may be a factor of evaluative consideration by the City in its determination of the lowest responsive and responsible bidder.

E. Delivery

1. Bidder shall provide an anticipated date of delivery for each unit bid (e.g., X calendar days

ARO). This anticipated date of delivery shall represent the time the Bidder will require from the date of order placement by the City with the Bidder to the complete, satisfactory delivery of that order to the City.

2. Order(s) shall be considered complete by the City upon delivery to, inspection and final acceptance by the City.

3. Delivery time shall take into consideration and include any and all preparation and/or specialization of the equipment, including the purchase and installation of aftermarket equipment.

4. Anticipated delivery and order turnaround times may be a factor of evaluative consideration by the City in its determination of the lowest responsive and responsible bidder.

5. Unless otherwise directed, all specified equipment shall be delivered, FOB: Destination, to the City’s Fleet Manager, located at 1730 Russell Street, Covington KY 41011. All equipment shall be delivered with the fuel tank(s) at least ½ full. Bidder shall properly submit an acceptable application for certificate of title within one (1) business day after delivery to and acceptance by the City. Bidder shall cause the title to each vehicle to be delivered within fifteen (15) days after delivery of vehicle(s) to the City’s Fleet Manager, whose contact information follows directly below and the office address for which shall serve as the delivery address and receiving point for all specified and ordered equipment and related documentation:

Mr. Steve Hedger, Fleet Manager City of Covington Division of Fleet Management

1730 Russell Street Covington, KY 41011

SHedger@covingtonky.gov 859-292-2286 mailto:SHedger@covingtonky.gov

6. Title documentation shall list the purchaser of all motor vehicle equipment as: CITY OF COVINGTON, KENTUCKY, 1730 Russell Street, COVINGTON KY 41011. Bidder shall also deliver with each unit ordered:

a. A complete and comprehensive Bill of Sale.

b. Manufacturers’ Statement(s) of Origin (“MSO”).

c. Temporary tags.

d. All applicable manufacturers’ warranty documentation.

e. All necessary and/or generally available Owners’, Operators’ and/or Users’ Manuals for each unit, inclusive of all installed optional and/or aftermarket accessories, equipment, and/or features.

F. Inspection & Final Acceptance The City’s final acceptance of all units is subject to the City’s inspection upon delivery. The City’s Fleet Manager, or his qualified designee, will perform inspections on-site at the time of delivery. Final acceptance of all units and integral components thereof will be conditioned upon and subject to (a) clear inspection report(s), and confirmation(s) of receipt of all specified and necessary documentation (this includes but is not limited to a copy of the Application for Certificate of Title, MSO, and temporary tags). Invoicing shall be considered to be approved by the City to commence from the date of the City’s acceptance of equipment, not (necessarily) the date of delivery to the City.

G. Liquidated Damages Bidder shall be reasonably obligated by the express anticipated delivery dates, as identified by and in its Bid, on the attached Bid Form(s) and Product Pricing and Specification Worksheet(s) (labeled as

Exhibits within this Bid solicitation). Absent any qualifying extenuating circumstances of Force

Majeure, the Bidder Contractor shall exercise all reasonable efforts, which are consistent with industry standards, to contractually perform in accordance with their stipulated ‘anticipated delivery date(s).’

The City shall impose a liquidated damages amount of $50/day/unit, to be deducted from the overall total unit costs, for each day after the express anticipated delivery date(s) during which final delivery and acceptance are not completed or delivered to the City’s satisfaction. The parties agree that this amount does not represent a penalty and that the actual amount of damages for delay cannot be readily ascertained at the time of this Bid solicitation.

IV. BID FORMAT

Bid information shall be indelibly affixed (printed) on standard 8.5” x 11” paper with font size no smaller than twelve (12) points. Bids shall consist of:

A. One (1) hard copy (paper) completed and signed original Bid instrument.

B. One (1) hard copy (paper) copy of the completed and signed original Bid instrument.

C. One (1) digital/electronic copy of all Bid documentation saved as a single .pdf-formatted document/file on a USB-drive.*

D. All of the foregoing shall be physically** submitted to the City in a sealed container (e.g., envelope) plainly and conspicuously marked on its exterior with:

1. Bidder’s Name and Return Mailing Address.

2. Bidder’s Representative’s Name, Telephone Number and e-Mail Address.

3. "BID: POLICE FLEET - DO NOT OPEN WITH REGULAR MAIL."

*Any interested party for whom the USB-drive submittal requirement may present an impediment or hardship to tendering a Bid are encouraged and requested to please contact the City’s Procurement Officer for assistance.

**Bids shall be physically submitted to the City prior to the specified date and time for public opening; the City does not presently accept bids electronically (e.g., online, fax, procurement portal).

E. Bids Shall Consist Of The Following:

1. Bidding entity’s Ownership Information, which shall express introductory information regarding the ownership, establishment (e.g., legal organization form/type) and past performance of the Bidding entity, and which shall clearly identify the name and contact information for representative duly authorized to legally and contractually bind the Bidder in its business with the City.

2. Bid Response, which shall include detailed description(s) of proposed product(s), and which specifically denote any/all attributes and features that materially exceed the City’s stated specifications and how. Bidders may offer bids for alternative products and/or optional features provided all minimum specifications are satisfied or exceeded. Bid shall indicate anticipated delivery date(s) and/or lead times ARO.

3. Pricing, which shall be furnished on the Bid Form(s) and Product Pricing and Specification Worksheet(s) (labeled as Exhibits within this Bid solicitation) for which Bidder shall submit a Bid response. Bid pricing shall be inclusive of all associated costs and/or fees and shall remain firm for the City’s consideration and acceptance for a minimum of sixty (60) days after the date and time stipulated for the City’s public opening of Bids, unless otherwise specified.

a. The City of Covington, Kentucky is exempt from sales and use tax as a certified governmental entity, which exemption is not transferable. Bidders shall rely upon their own tax status in the formulation of Bids.

b. Bidders are strongly encouraged to include all discounts and/or other incentives available to the City.

4. Bidder may and is encouraged to include Sample Purchase Terms (e.g., specimen contract) that include its standard purchasing terms and conditions generally associated with the specified product(s) and/or service(s), provided that it fully complies and does not conflict with the terms and included in this ITB and shall not disclaim any Bidder liabilities or warranties.

5. Proof(s) (e.g., certification{s}) of Insurance of all kinds and types that are relevant, active, and current to Bidder’s obligations as an entity authorized to conduct business in the Commonwealth of Kentucky. Minimally, this shall include provision of proof of Bidder’s current and up-to-date Commercial/General Liability insurance coverage.

6. Bidder shall fully and properly complete, execute and submit with and as integral components of its Bid response all requisite Affidavits, attachments, exhibits, and forms.

7. If and as applicable, Bidder shall expressly stipulate, via a Notice Of Deviation, any and all deviations from the specifications, terms, and/or conditions expressed herein. Absence of specific disclosure(s) of deviation(s) shall indicate Bidder’s acceptance of and full compliance with all specifications, terms, and conditions expressed herein. Bids failing to meet all of the specifications are not necessarily subject to rejection from the City’s consideration, but any and all deviations must be clearly and specifically denoted to facilitate the City’s accurate evaluation and consideration of Bids.

V. EVALUATION PROCEDURES

A. Mandatory Criteria

1. The City will only consider Bid responses from Bidders that, through their bid, demonstrate:

a. Successful proven past performance reliably providing similar goods and/or services in similar scopes and to similar entities.

b. That Bidder is in good standing with the City in accordance with City of Covington Board of City Commissioners Ordinance No. 0-11-06.

c. That Bidder is not involved in any adverse claims against the City and are not delinquent in its financial obligations to the City.

d. Substantial compliance with this solicitation.

B. Evaluation Criteria

1. A determination of award shall be made to the most responsive and responsible bidder, based on the lowest evaluated bid price, in accordance with the standards prescribed by KRS 45A.365. In addition to Bid pricing, payment terms and/or other pecuniary factors, evaluated bid price shall mean the dollar amount of a bid after bid price adjustments are made pursuant to the objective measurable criteria, set forth below, which may affect the economy and effectiveness in the operation or use of the good(s) and/or service(s):

Consideration / Factor Weight

Net Bid Price 40

Warranty Terms 20

Anticipated Delivery Date 20

Fuel Efficiency (as published by the Environmental Protection Agency {"EPA"}, National Highway Traffic Safety Administration {"NHTSA"}), and/or other objective resource approved by the City.

Operational Efficiency (as determined by City of Covington fleet standardization and simplification objectives).

2. The City’s Procurement Officer, and the departmental representative(s) for this solicitation, shall evaluate all information provided by Bidders in response to the established measurable criteria contained above.

a. Evaluated bid results will be made public as soon as finalized, prior to contractual award recommendation.

b. Each Bidder is solely responsible to submit all relevant, factual and correct information with its Bid, the intent of which is to assure that each Bidder is equitably extended opportunity to attain the maximum score possible.

c. All qualified Bids will be evaluated according to the above stipulated criteria and related weights, which will produce an overall composite score for each Bid and will be applied by the City to determine the ‘lowest evaluated Bid price.’

i Additional information on how evaluated Bid prices are computed may be requested from the City’s Procurement officer at peter.hager@covingtonky.gov.

C. Contractual Award Recommendation

1. The most responsive and responsible Bidder with the lowest evaluated Bid price, which shall include the appropriate application of the reciprocal preference, will be recommended for contractual award, if any.

2. Prior to recommending contractual award to the most responsible and responsive bidder, application of the reciprocal preference shall apply, (Ref. KRS 45A.494). KRS 45A.494 states that a resident bidder of the Commonwealth shall be given a preference against a nonresident bidder registered in any state that gives or requires a preference to bidders from that state.

a. The preference shall be equal to the preference given or required by the state of the nonresident Bidder.

3. Contractual award recommendation may require Covington Board of City Commissioners consideration and approval. The City reserves rights to award (a) contract(s) in whole or in part, or not at all.

VI. BID STIPULATIONS AND REQUIREMENTS

A. General Information

The City of Covington, Kentucky is a Commonwealth of Kentucky Home Rule Class city. The executive and legislative authority is vested in the Covington Board of City Commissioners, which consists of the Mayor and four City Commissioners. The City Manager is the chief administrative officer and is responsible for day-to-day operations. The City Manager is assisted various department heads and City staff, including a Police Chief, Fire Chief, Finance Director, City Solicitor, Director of Public Works, and Director of Special Projects and Intergovernmental Affairs.

The City has a number of boards and commissions pursuant to Kentucky law, local Ordinance, or both. While some boards are comprised wholly or partially of City employees or officials, others are comprised of citizens of the City who are not otherwise employed by the City (e.g., Board of Adjustment, Code Enforcement Board, Urban Design Review Board).

B. Bid Guarantee / Award Procedure It is anticipated that a recommendation for award from this Bid will be made approximately thirty (30) to sixty (60) days after the Bid due date. Bidders are required to guarantee their Bids as an irrevocable offer(s) valid and firm for the City’s consideration and acceptance for a minimum of sixty (60) days post-Bid opening. The City of Covington, Kentucky in its sole and absolute discretion shall have and retain rights to award (a) contract(s) for any or all goods and/or services listed in each Bid; the City shall have and retain exclusive rights to reject any and/or all Bids, as determined to be in the City’s best interests by the proper officials, and to waive formalities and reasonable irregularities in submitted documents.

mailto:peter.hager@covingtonky.gov

C. Bidder Questions The City has provided for potentially interested parties to request additional information or clarification of the information contained herein via a Request For Information (“RFI”) process, which is an integral component of this solicitation.

All RFI inquiries shall be submitted in writing by electronic mail directly to Peter Hager, Procurement Officer at peter.hager@covingtonky.gov (i.e., not via the City’s procurement portal). The City will (generically) publish all RFI inquiries and the City’s responses thereto via the City’s procurement portal (www.covingtonky.bonfirehub.com) in accordance with the Event Timeline disclosed above. Upon publication, the City’s RFI responses shall function as an Addendum to this solicitation and its specifications. It is and shall remain Bidder’s onus to reference the City’s website, as needed, prior to Bid submittal. It is each Bidder’s responsibility to read this solicitation in its entirety and fully acquaint themselves with its specifications and/or Scope Of Work.

The failure of the Bidder to so perform shall not relieve the Bidder from any obligation(s) with respect to its submitted Bid. If a potentially interested party finds and ambiguity or has any doubt as to the true meaning of any part of this solicitation, it is strongly advised and encouraged to submit a written RFI requesting interpretation and/or clarification.

D. Modifications The City reserves the right to modify this ITB for any reason by written Addendum at any time prior to the Bid submittal due date and time. All modifications shall be performed via written addendum and published at the City’s procurement portal

(www.covingtonky.bonfirehub.com) prior to the deadline for Bid submittal.

The City shall not be responsible for oral interpretations given by any City employee, representative, elected official, contractor, agent, or others. The issuance of written Addendum is the only official method whereby interpretation, clarification, or additional information may be issued by the City. If any Addendum is / Addenda are issued to this Bid, the

City will exercise due diligence to notify all prospective Bidding entities and the addendum/a shall become a permanent part of the Bid. It shall at all times remain the responsibility of each Bidding entity, prior to submitting a response, to review the

Bid details at www.covingtonky.bonfirehub.com to determine if any Addendum/a were issued and to make such an integral part of its Bid submittal.

E. Non-Discriminatory Statement The City expressly prohibits discrimination of any kind or manner. The City does not discriminate against any individual or vendor/ provider based on disability, age, sex, race, color, religion, ancestry, national origin, sexual orientation, gender identity, familial status, marital and/or parental status. Ref.: City of Covington Code of Ordinances § 37.01.

F. Compliance With Laws All Respondents shall observe and comply with all applicable regulations, laws, and Ordinances of local, Commonwealth, and Federal government(s) relative to this solicitation.

G. Insurance Requirements

1. Policies, Coverages, and Endorsements: Bidder agrees to maintain, at its sole cost and expense, the following insurance policies with minimum coverage limits below listed. Prior to contractual award recommendation, Bidder may be requested to provide current and valid Certification of Insurance.

a. Commercial General Liability:

i. Each Occurrence $1,000,000.

ii. General Aggregate $2,000,000.

b. Workers’ Compensation: Bid submittal shall serve as Bidder’s affirmation that Bidder is in compliance with the Commonwealth of Kentucky’s requirements for Worker’s Compensation Insurance, (Ref.: KRS Chapter 342). Contractual award may be subject to and conditioned upon Bidder’s validation and verification that it meets or exceeds all Insurance Requirements via Certification(s) of Insurance.

c. A Waiver of Subrogation endorsement to the effect that issuer Waives any claim or right in the nature of Subrogation to recover against the City, its officers, agents, contractors, and employees shall be furnished to the City upon request, satisfaction of which may be a condition of contractual award.

d. Proof of Insurance: Requisite insurance policies, coverages and endorsements shall be shown on (a) Certificate(s) of Insurance which shall be furnished to the City upon request, satisfaction of which may be a condition of contractual award.

mailto:peter.hager@covingtonky.gov http://www.covingtonky.bonfirehub.com/ http://www.covingtonky.bonfirehub.com/ http://www.covingtonky.bonfirehub.com/

e. Indemnification: Bidder shall agree to Indemnify and Hold Harmless the City and its directors, officers, employees and agents from all suits, actions, claims or costs of any character, description, and/or type brought or made on account of any loss, expense, liability, damage, claim, including personal injury and/or death sustained by any person(s) or property arising out of the acts or negligence of the Bidder, the Bidder’s personnel, its agents, and employees occurring during the performance of its duties relative to any contractual obligation resulting from this solicitation.

H. Non-Compliance With Bid Submittal of Bid to the City shall serve as Bidder’s understanding and agreement that, in the event of an award of contract, if said contract fails to meet the terms and conditions accepted by the City as specified in this solicitation and any prior agreements preceding contractual award, then the City shall, at its exclusive discretion, have rights to:

1. Require Bidder to provide the goods and/or services as stated in its Bid response and in accordance with all

Bid pricing.

2. Hold Bidder liable for any cost differential between its Bid and the City’s subsequent contractual award to the next lowest and best Bid, or approved alternative contractual award process and/or procedure the City may otherwise exercise to assure and conduct its business operational needs.

3. Cancel the contract in its entirety.

4. Any combination of the foregoing as the City shall determine, in its exclusive discretion, to be in the City’s best interests.

I. Governing Law This solicitation and any resulting contractual agreement shall be governed by and construed in accordance with the laws of the Commonwealth of Kentucky. Any dispute arising under this solicitation or any agreement resulting from it shall be resolved in a Court of competent jurisdiction in Kenton County, Kentucky.

J. Acceptance of Terms And Conditions By submitting a Bid, the Bidder acknowledges and agrees to be bound by the terms and conditions herein.

K. Payment Upon delivery, acceptance, and receipt of accurate, correct and true invoicing, the City shall pay to successful Bidder. Bidder/Contractor shall provide a Bill of Sale and an itemized invoice for all charges. Itemization shall include detailed specification of purchase with VIN number, quantity, price per unit, and any additional costs.

Invoices shall be processed by the City within (30) days of receipt. Prompt payment of invoices shall be contingent upon the necessary receipt of qualified documentation and final acceptance by the proper City officials.

L. Response Request Disclaimer This IFB does not commit the City to enter into a contract or award any services in relation to this specific document, nor does it obligate the City to pay any costs incurred in preparation or submission of a Bid or in anticipation of a contract.

M. Conflicts of Interest By submitting a Bid, Bidder acknowledges that it is aware of the prohibitions against gratuities, kickbacks, and conflicts of interest as set forth in KRS 45A.455, and agrees that it shall not violate those provisions. The terms of KRS 45A.455, as set forth below, are specifically incorporated herein.

1. It shall be a breach of ethical standards for any employee with procurement authority to participate directly in any proceeding or application; request for ruling or other determination, claim, controversy, or other particular matter pertaining to any contract, or subcontract, and any solicitation or proposal therefor, in which to his or her knowledge:

a. He, or any member of his immediate family has a financial interest therein; or

b. A business or organization in which he or any member of his immediate family has a financial interest as an officer, director, trustee, partner, or employee, is a party; or

c. Any other person, business, or organization with whom he or any member of his immediate family is negotiating or has an arrangement concerning prospective employment is a party. Direct or indirect participation shall include but not be limited to involvement through decision, approval, disapproval, recommendation, preparation of any part of a purchase request, influencing the content of any specification or purchase standard, rendering of advice, investigation, auditing, or in any other advisory capacity.

2. It shall be a breach of ethical standards for any person to offer, give, or agree to give any employee or former employee, or for any employee or former employee to solicit, demand, accept, or agree to accept from another person, a gratuity or an offer of employment, in connection with any decision, approval, disapproval, recommendation, preparation of any part of a purchase request, influencing the content of any specification or purchase standard, rendering of advice, investigation, auditing, or in any other advisory capacity in any proceeding or application, request for ruling or other determination, claim or controversy, or other particular matter, pertaining to any contract or subcontract and any solicitation or proposal therefor.

3. It is a breach of ethical standards for any payment, gratuity, or offer of employment to be made by or on behalf of a subcontractor under a contract to the prime contractor or higher tier subcontractor or any person associated therewith, as an inducement for the award of a subcontract or order.

4. The prohibition against conflicts of interest and gratuities and kickbacks shall be conspicuously set forth in every local public agency written contract and solicitation therefor.

5. It shall be a breach of ethical standards for any public employee or former employee knowingly to use confidential information for his actual or anticipated personal gain, or the actual or anticipated personal gain of any other person.

N. Competitive Bidding It is the intent of the City that this Bid is conducted according to the competitive sealed bidding procedures set forth in KRS

45A.365. It shall be the Vendor's responsibility to advise the City if any language, requirements, etc. or any combination thereof, inadvertently restricts or limits the requirements stated in this Bid to a single source. Such notification must be submitted in writing and must be received no later than three (3) days after the opening date.

O. Exclusions Accidental exclusions on behalf of the City in this solicitation will not be held against the City as an extra cost of doing business. It is the responsibility of the Bidder to assure that all necessary information including costs of providing the goods and/or services described herein are included in the Bidder’s Bid response. Any “hidden” fees or services intentionally excluded or added to a Bid to deceive the City will immediately disqualify the Bidder from this and any further business with the City.

P. Responsiveness The City shall only consider those Bids that substantially conform to the material requirement(s) of the City’s solicitation and that are submitted in the Bid format set forth herein. A Bid will be considered conforming and responsive if it substantially addresses and promises to meet the requirements contained in this solicitation and any future reasonable requests made by the City during the Bid evaluation and award processes. The City, in its sole discretion, may waive any non-conformance that it determines is immaterial AND does not prejudice other Bidders.

Q. Non-Responsiveness The City will reject any Bid(s) that materially deviate from the expressed specifications, OR that, due to any deviation between the City’s specifications and submitted Bid, prejudice other Bidders whose response substantially conforms to the requested specifications. This discretion is exclusively afforded to the proper City officials and, most specifically, the Bid evaluation committee and members of the Board of City Commissioners.

R. Public Information Notice All submitted Bids become the property of the City of Covington. The City retains the right to provide copies of responses to its staff, legal, technical, and financial advisors and representatives. Respondent should take care not to provide any confidential information, trade secrets or other intellectual property, that they do not want to be received by City staff.

Please note that all information submitted for review may be subject to the Kentucky Open Records Act and may be made available upon request by the public. Bidders should identify any confidential, proprietary information or trade secrets and provide justification as to why the disclosure of the records would permit an unfair commercial advantage to the

Bidder’s competitors.

CITY OF COVINGTON

Exhibit A-1

BID FORM

PRODUCT PRICING AND SPECIFICATION WORKSHEET

2025 (or newer) Model Year

Dodge Durango AWD Pursuit, or acceptable equal, MARKED POLICE CRUISERS

Bidder (Company) Name: _______________________________________________

Bidder’s Representative* Name(s): _______________________________________________ *Representative must have proper legal authority to contractually bind Bidder.

Representative’s Contact Information:

Direct Dial Telephone Number: ______________________

General/Main Telephone Number: ______________________

Mobile Telephone Number: ______________________

SMS/Text Number/Address: ______________________ e-Mail Address: _______________________________________________

Other (Specify): _______________________________________________

Bidder shall specify the vehicle it’s Bidding to furnish to the City:

Make: ____________________ Model: ____________________ Model Year: 202__

Minimum Vehicle Specifications The following items shall be factory installed as standard equipment on each vehicle:

Line Item Specification

Spec.

Compliant

(Y / N)

If No, Summarize

Exception

Code WDEE75

2025 or newer Dodge

Durango Pursuit AWD, or acceptable equal

Code 2BZ Preferred Package

Code ERC 3.6L V6 24V VVT Engine

Upg I w/ESS

Code DFT 8-Speed Automatic

850RETransmission

Code *A7 Cloth Bucket Seats W/Rear

Vinyl

Code -X9 Black

Code NAS 50 State Emissions

Line Item Specification

Spec.

Compliant

(Y / N)

If No, Summarize

Exception

Code 3AH Price Protection-Code H

Code 4NU Fuel Fill / Battery Charge

Code 4FM Fleet Option Editor

Code 4ES Delivery Allowance Credit

Code 2SQ FCA Fleet Powertrain Care

Code YG1

7.5 Additional Gallons of

Gas

Code LNK Black Left LED Spot Lamp

Code CW6 Deactivate Rear

Doors/Windows

Code 4FT Fleet Sales Order

Code 5RL July Production

Code 5N6 Easy Order

Code 4EA Sold Vehicle

Code APA Monotone Paint

Code PWY White Knuckle Clear Coat

Additional Bidder Comments:

Pricing

Bid pricing shall be expressed as on this form, FOB: Destination,* and shall be inclusive of all costs and fees

(i.e., delivery, gas, title fees, etc.). Pricing shall be fixed and firm for the City’s acceptance for a minimum of sixty (60) days post-Bid due date and time unless specifically noted otherwise below. The City requests

Bidder’s attach any relevant documentation to their Bid submittal (e.g., manufacturer’s price quote), which confirms the Bid price indicated.

*Place Of Delivery: 1730 Russell Street, Covington, KY 41011.

Per Unit Bid

Price

Ext. Bid Price

(Total Cost per

Five {5} Units)

Bid Pricing shall remain firm and fixed for calendar days after the scheduled Bid opening date and time.

Anticipated Delivery Date ___________ calendar days ARO.

Payment Terms:

Unless otherwise indicated below, payment terms shall be “Net 30” after the City’s acceptance of delivery.

Prompt Payment Discount: ____% _______ Days;

Net _______ Days.

Warranty

Applicable warranty terms may be an evaluative factor in determining the lowest and best Bid.

Minimum manufacturers’ standard warranty shall include the following coverages:

• Powertrain Warranty: Five (5) Years / 60,000 Miles.

• Bumper-To-Bumper Warranty: Three (3) Years / 36,000 Miles.

Bidder shall:

• Concisely summarize applicable warranty coverages in the space provided below.

• Furnish an Internet URL that lists the complete applicable manufacturer’s warranty terms, in the space provided below, or separately attach the complete applicable manufacturer’s warranty statements to their Bids.

• Furnish an Internet URL that lists any additionally applicable warranty coverages and/or related services, and the terms thereof in the space provided below, or separately attach the complete additionally applicable warranty coverages and/or related services, and the terms thereof to their Bids.

Signature of Authorized Official

Name (Printed)

Title

Date

The above signatory proposes and agrees, if their bid is accepted, to furnish the item(s) Bid, including delivery to the destination stated above, according to the prices, terms, and conditions submitted herein. The above signatory further confirms that they have familiarized themselves with this document, the related bid specifications, and other relevant documentation necessary to the submittal of a bid.

Exhibit A-2

MARKED POLICE CRUISER EQUIPMENT UPFIT

General/Main Telephone Number: ______________________

Mobile Telephone Number: ______________________

SMS/Text Number/Address: ______________________

Each Marked Police Cruiser vehicle shall be upfit with the following equipment. Bidder shall furnish and properly install the equipment specified below. The City will only furnish equipment specifically listed as

“customer supplied equipment.” Bidder shall properly install all equipment detailed below in accordance with industry and manufacturers’ standards.

Equipment Upfit (All specified equipment shall be furnished and properly installed by Bidder):

ITEM

QTY.

Per

Marked

Cruiser

Extended

QTY.

DESCRIPTION

UNIT

PRICE

EXTENDED

AMOUNT

1 1 5

45” Lightbar; Federal Signal, Allegiant

Model No. ALGT45, or acceptable equal.

Make & Model No. Bid:

Anticipated Delivery to

Bidder ARO:

Calendar Days.

Manufacturer's Warranty

Duration / Terms:

Per

Marked

Cruiser

Extended

QTY.

DESCRIPTION

UNIT

PRICE

EXTENDED

AMOUNT

2 1 5 Light / Siren Controller;

PATHFINDER, or acceptable equal.

Make & Model No. Bid:

Anticipated Delivery to

Bidder ARO:

Calendar Days.

3 1 5 Siren Speaker; Federal Signal Model

No. PF200R, or acceptable equal.

Make & Model No. Bid:

Anticipated Delivery to

Bidder ARO:

Calendar Days.

4 1 5

Speaker Bracket; Federal Signal Model

No. ESBL2-DUR21ND, or acceptable equal.

Make & Model No. Bid:

Anticipated Delivery to

Bidder ARO:

Calendar Days.

5 1 4 SUV Partition; Setina Model No.

PK1130DUR11, or acceptable equal.

Make & Model No. Bid:

Anticipated Delivery to

Bidder ARO:

Calendar Days.

Per

Marked

Cruiser

Extended

QTY.

DESCRIPTION

UNIT

PRICE

EXTENDED

AMOUNT

6 1 4

Transport Seat with center-pull seatbelt system; Setina Model No.

QK0566D, or acceptable equal.

Make & Model No. Bid:

Anticipated Delivery to

Bidder ARO:

Calendar Days.

7 1 4 Window Guards; Setina Model No.

WK0514DUR11, or acceptable equal.

Make & Model No. Bid:

Anticipated Delivery to

Bidder ARO:

Calendar Days.

8 1 5 Push Bumper; Setina Model No.:

BK0535DUR21, or acceptable equal.

Make & Model No. Bid:

Anticipated Delivery to

Bidder ARO:

Calendar Days.

9 1 5

Console with printer mount, cup holder, armrest, and mongoose 9”

XLE; Gamber-Johnson Model No.

7170-0885-04, or acceptable equal.

Make & Model No. Bid:

Anticipated Delivery to

Bidder ARO:

Calendar Days.

Per

Marked

Cruiser

Extended

QTY.

DESCRIPTION

UNIT

PRICE

EXTENDED

AMOUNT

10 1 5

Auxillary 12-Volt Power Adapter /

Outlet Kit; Gamber-Johnson Model

No.: 7160-0063, or acceptable equal.

Make & Model No. Bid:

Anticipated Delivery to

Bidder ARO:

Calendar Days.

11 1 5

Universal Computer Cradle; Havis

Model No. UT-1001, or acceptable equal.

Make & Model No. Bid:

Anticipated Delivery to

Bidder ARO:

Calendar Days.

12 1 5 Magnetic Microphone Mount / Holder $________ $__________

Make & Model No. Bid:

Anticipated Delivery to

Bidder ARO:

Calendar Days.

13 1 5 Remote Head Kit; Tait Model No.

TM9400, or acceptable equal.

Make & Model No. Bid:

Anticipated Delivery to

Bidder ARO:

Calendar Days.

Per

Marked

Cruiser

Extended

QTY.

DESCRIPTION

UNIT

PRICE

EXTENDED

AMOUNT

14 1 4 Gun Lock Mount; Setina Model No.

GK10301S1UHK, or acceptable equal.

Make & Model No. Bid:

Anticipated Delivery to

Bidder ARO:

Calendar Days.

15 3 15

Exterior, Surface-Mount, Red, LED

Perimeter Safety Light; Federal Signal

Model No. MPS31U-R, or acceptable equal.

Make & Model No. Bid:

Anticipated Delivery to

Bidder ARO:

Calendar Days.

16 3 15

Exterior, Surface-Mount, Blue, LED

Perimeter Safety Light; Federal Signal

Model No. MPS31U-B, or acceptable equal.

Make & Model No. Bid:

Anticipated Delivery to

Bidder ARO:

Calendar Days.

Per

Marked

Cruiser

Extended

QTY.

DESCRIPTION

UNIT

PRICE

EXTENDED

AMOUNT

17 3 15

Exterior, Surface-Mount, Blue and

White, LED Perimeter Safety Light;

Federal Signal Model No. MPS62U-

BW, or acceptable equal.

Make & Model No. Bid:

Anticipated Delivery to

Bidder ARO:

Calendar Days.

18 3 15

Exterior, Surface-Mount, Red and

White, LED Perimeter Safety Light;

Federal Signal Model No. MPS62U-

RW, or acceptable equal.

Make & Model No. Bid:

Anticipated Delivery to

Bidder ARO:

Calendar Days.

19 1 5 45-Degree Mount Set; IPX Model No.

IPX-PB45V, or acceptable equal.

Make & Model No. Bid:

Anticipated Delivery to

Bidder ARO:

Calendar Days.

Per

Marked

Cruiser

Extended

QTY.

DESCRIPTION

UNIT

PRICE

EXTENDED

AMOUNT

20 1 5

Automotive Battery Power Regulator;

Havis Charge Guard Model No. CG-X, or acceptable equal.

Make & Model No. Bid:

Anticipated Delivery to

Bidder ARO:

Calendar Days.

21 1 5 GPS Antenna; Globalstat Model No.

BU-353N, or acceptable equal.

Make & Model No. Bid:

Anticipated Delivery to

Bidder ARO:

Calendar Days.

22 1 5

Single Rumbler Speaker; Federal

Signal Model No.: RBKIT1, or acceptable equal.

Make & Model No. Bid:

Anticipated Delivery to

Bidder ARO:

Calendar Days.

23 1 5

Rumbler Speaker Bracket Kit; Federal

Signal Model No. RB-DUR19, or acceptable equal.

Make & Model No. Bid:

Anticipated Delivery to

Bidder ARO:

Calendar Days.

Per

Marked

Cruiser

Extended

QTY.

DESCRIPTION

UNIT

PRICE

EXTENDED

AMOUNT

24 1 5 Printer; Borther Model No. PJ862, or acceptable equal.

Make & Model No. Bid:

Anticipated Delivery to

Bidder ARO:

Calendar Days.

25 1 5

Printer Car Adapter, 14’ Wired;

Brother Model No. 14331, or acceptable equal.

Make & Model No. Bid:

Anticipated Delivery to

Bidder ARO:

Calendar Days.

26 1 5

Axon Camera Module. NOTE: The

City will not accept Bids for alternate products for this line item to assure systems compatibility and integrity.

Make & Model No. Bid:

Anticipated Delivery to

Bidder ARO:

Calendar Days.

27 1 5 UHF Antenna; PCTel Model No.

BMPLV700, or acceptable equal. [?]

Make & Model No. Bid:

Anticipated Delivery to

Bidder ARO:

Calendar Days.

Per

Marked

Cruiser

Extended

QTY.

DESCRIPTION

UNIT

PRICE

EXTENDED

AMOUNT

28 1 5 Antenna Cable; 800 MGH, Part No.

NMOKHFUD, or acceptable equal.

Make & Model No. Bid:

Anticipated Delivery to

Bidder ARO:

Calendar Days.

29 1 5 Install Kit; If / as needed: Specify. $________ $__________

Make & Model No. Bid:

Anticipated Delivery to

Bidder ARO:

Calendar Days.

30 1 1 Cargo Box; Setina DSE Model No.

K0841DUR11, or acceptable equal.

Make & Model No. Bid:

Anticipated Delivery to

Bidder ARO:

Calendar Days.

31 1 1

Weapon Storage Tray; Lund Industries

Loft Model No. LOFT-DUR-GV, or acceptable equal.

Make & Model No. Bid:

Anticipated Delivery to

Bidder ARO:

Calendar Days.

Per

Marked

Cruiser

Extended

QTY.

DESCRIPTION

UNIT

PRICE

EXTENDED

AMOUNT

32 1 1

Working Dog Compartment / Insert;

Havis Model No. K9-D25-B, or acceptable equal.

Make & Model No. Bid:

Anticipated Delivery to

Bidder ARO:

Calendar Days.

33 1 1

Transport System Auxillary

Ventilation Fan Mount and Hardware

Kit, Only; Havis Model No.

WG1007335, or acceptable equal.

Make & Model No. Bid:

Anticipated Delivery to

Bidder ARO:

Calendar Days.

34 1 1

Police Canine Pager System; Setina

Model No. EK0690DUR11K-9, or acceptable equal.

Make & Model No. Bid:

Anticipated Delivery to

Bidder ARO:

Calendar Days.

Per

Marked

Cruiser

Extended

QTY.

DESCRIPTION

UNIT

PRICE

EXTENDED

AMOUNT

35 1 1

Police Canine Bailout System; Setina

Premier Model No. EK0691DUR11, or acceptable equal.

Make & Model No. Bid:

Anticipated Delivery to

Bidder ARO:

Calendar Days.

36 1 1

Police Traffic Enforcement Ka-Band

Radar System with Infrared Remote and Suction Cup Window Mount;

Decatur Radar Unit Model No. G3-

KADB, or acceptable equal.

Make & Model No. Bid:

Anticipated Delivery to

Bidder ARO:

Calendar Days.

37 N / A 1 Time to Complete All Upfitting

Installation After Receipt of Vehicles.

Calendar

Days.

38 N / A 1

Total Labor Cost to Install All of the

Above-Specified Marked Police Cruiser

Upfit Equipment.

39 N / A 1

GRAND TOTAL BID FOR

PROVISION AND INSTALLATION

OF ALL MARKED POLICE

CRUISER UPFIT EQUIPMENT.

Unless otherwise indicated below, payment terms shall be “Net 30” after the City’s acceptance of delivery.

• Concisely summarize applicable warranty coverages applicable to the vehicle upfitting services in the space provided below.

• Furnish an Internet URL that lists the complete applicable upfitter’s warranty terms, in the space provided below, or separately attach the complete applicable upfitter’s warranty statements to their Bids.

Name (Printed)

Title

The above signatory proposes and agrees, if their bid is accepted, to furnish the item(s) Bid, including delivery to the destination stated above, according to the prices, terms, and conditions submitted herein. The above signatory further confirms that they have familiarized themselves with this document, the related bid

Exhibit B-1

2025 (or newer) Toyota Camry LE AWD Hybrid, Or Acceptable Equal, UNMARKED POLICE CRUISERS

General/Main Telephone Number: ______________________

Mobile Telephone Number: ______________________

SMS/Text Number/Address: ______________________

Bidder shall specify the vehicle it’s Bidding to furnish to the City:

Make: ____________________ Model: ____________________ Model Year: 202__

Minimum Vehicle Specifications

The following items shall be factory installed as standard equipment on each vehicle:

Line

Item Specification

Spec.

Compliant

(Y / N)

If No, Summarize

Exception

2025 or newer TOYOTA CAMRY

HYBRID LE AWD, or acceptable equal.

2 Convenience Package

3 2.5L 4 Cylinder

4 AWD

5 ECCT Transmission

6 Power Seats

7 Home link

8 Smart Key System

9 Full Tank Fuel

Line

Item Specification

Spec.

Compliant

(Y / N)

If No, Summarize

Exception

10 All Weather Floor Mats

11 Cargo Liner

12 Power Door Locks, Mirrors, Seats

13 Toyota Safety Sense 3.0

Bid pricing shall be expressed as on this form, FOB: Destination,* and shall be inclusive of all costs and fees

(i.e., delivery, gas, title fees, etc.). Pricing shall be fixed and firm for the City’s acceptance for a minimum of sixty (60) days post-Bid due date and time unless specifically noted otherwise below. The City requests

Bidder’s attach any relevant documentation to their Bid submittal (e.g., manufacturer’s price quote), which

Ext. Bid Price calendar days after the scheduled Bid opening date

Unless otherwise indicated below, payment terms shall be “Net 30” after the City’s acceptance of delivery.

Prompt Payment Discount: _______% _______ Days;

• Furnish an Internet URL that lists the complete applicable manufacturer’s warranty terms, in the space provided below, or separately attach the complete applicable manufacturer’s warranty statements to their Bids.

• Furnish an Internet URL that lists any additionally applicable warranty coverages and/or related services, and the terms thereof in the space provided below, or separately attach the complete additionally applicable warranty coverages and/or related services, and the terms thereof to their Bids.

Name (Printed)

Title

The above signatory proposes and agrees, if their bid is accepted, to furnish the item(s) Bid, including delivery to the destination stated above, according to the prices, terms, and conditions submitted herein. The above signatory further confirms that they have familiarized themselves with this document, the related bid

Exhibit B-2

UNMARKED POLICE CRUISER EQUIPMENT UPFIT

General/Main Telephone…