REQUEST FOR BIDS
Bid #2023-034
The City of Derby, Kansas (hereinafter referred to as the “City”) invites bids from vendors to
provide one vehicle. 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 the Response Form together with a comprehensive bid in a sealed envelope no
later than 2:00 pm Thursday, December 14, 2023. The outside of the envelope should be
clearly marked with the bidder’s name and address and identified as Fire Department Vehicle
Bids”. The sealed envelope should be addressed as follows:
Derby City Clerk
611 N. Mulberry Road, Suite 300
Derby, KS 67037
Bid #2023-034
All bids must be valid for 60 days.
The City of Derby reserves the right to reject any or all bids with or without cause.
Each bidder shall specify the estimated delivery date after receipt of the purchase order.
Delivery shall be made to the Public Works Fleet Division after all pre-delivery services
have been performed.
If submitted by mail, the sealed envelope containing the bid must be enclosed in another
envelope addressed to the City Clerk, 611 N. Mulberry, Suite 300, Derby, Kansas 67037.
It is the sole responsibility of the bidder 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 proposer unopened and will not be considered. It is the
responsibility of the bidder 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 bid, 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 bid will be used
for evaluating the bidder’s ability to handle the scope of services and will not be shared with
persons not involved in the evaluation of bids unless otherwise required by law.
Tom Keil
Assistant Public Works Director
General Information
This request is for One (1) 2023 or newer model year ½ Ton 4x4 Crew Cab Pickup Truck
that is capable of accommodating the needs of the Derby Fire Department.
In order to permit manufacturers to follow their standard manufacturing processes, minor
deviations from the provisions of these specifications will be considered. Such deviations will
be approved only at the discretion of the City and only if such approval, in the opinion of the
City, does not adversely affect the operation, maintenance, productivity or the life of the machine
or any of its parts. All deviations, however insignificant, must be fully explained on response
sheets and shall become part of the bid. There shall be no deviations from the specifications or
the intent of the specifications, except which are listed and which are expressly approved as part
of the bid acceptance. The City reserves the absolute right in its obligation to the public, to
accept the best bid to serve the public interest.
Questions regarding this bid request must be made in writing and directed to Tom Keil, Assistant
Director of Public Works at tomkeil@derbyweb.com
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.
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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:
City Clerk
City of Derby
Attn: Pickup Truck Bid – Fire Department
611 Mulberry
Derby, Kansas 67037
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 ninety (90) 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;
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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:
One (1) 2023 model year or newer ½ Ton 4x4 Crew Cab Pickup Truck
Police Responder - Ford F150
1500 Special Service - Dodge Pickup
Police Pursuit - Chevrolet
Bid Request Date:
Due Date:
Proposal Opening:
Tuesday, November 21, 2023
Thursday, 2:00 p.m. December 14, 2023
Thursday, 2:00 p.m. December 14, 2023
Requested Action
Send competitive bids to:
City Clerk
City of Derby
Attn: Pickup Truck Bid
611 Mulberry
Derby, Kansas 67037
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CITY OF DERBY
BID SPECIFICATIONS
One (1) 2023 or newer ½ Ton 4x4 Crew Cab 4WD Pickup Truck
Bid Number 2023-034
Special Service Package
• High-capacity air filter, 220-amp alternator, 120-volt power outlet, 120-volt bed-mounted power
outlet, Calibration, keyless remote panic button exterior lights/horn disable, Calibration and
Surveillance Mode Interior & Exterior Lighting, headlamp and taillamp flasher system, red/red
taillamp flasher calibration and red/white taillamp flasher calibration,
Exterior
• Paint Color- Fire Red
• Front frame-mounted recovery hooks
• Mirrors- power/heated
• Full-length entry assist running boards or step bars, color- Black
• Illuminated entry
• Daytime running lamps with automatic lamp control delete
• Off-road suspension and tires
• Skid Plate Package
• Aluminum wheels
• Full-size factory exterior-mounted spare tire
Mechanical/Engine/Transmission
• V8 gas engine
• 4x4
• Automatic
• Power steering
• Minimum 220 amp alternator
• Tow package with integrated trailer brake controller
• Engine block heater
• EZ Lift power lock and release tailgate and trailer package
• Backup cameras
• Cruise control and power mirror auto-dimming rearview mirror.
Seat Type/Seat Trim
• Front Bucket Seat with Center Console
• Black or Gray, Cloth seat trim
Radio
• Audio system, diagonal HD color touchscreen, AM/FM stereo, Bluetooth audio
streaming for 2 active devices, voice command pass-through to phone, Wireless Apple
CarPlay and Wireless Android Auto compatibility
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