Emergency Vehicle Upfitting

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
Kimberly Rogerson
Contract Officer:
Kimberly Rogerson, VCA, Buyer, krogerson@suffolkva.us
**AN ELECTRONIC DOCUMENT SHALL BE PROVIDED**
OFFEROR:
Company Name:
Address:
City / State / Zip:
Telephone: FAX No.:
E-mail:
Print Name: Title:
Signature: 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

2. Work Locations
* Contractor's facility
* Approved subcontractor facility
* City of Suffolk facility (when requested)
3. Response Time
* Contractor shall be capable of responding to urgent requests within 48 hours.
4. Approved Manufacturers
Contractor shall be capable of supplying equipment from manufacturers including, but not
limited to:
* Whelen
* Havis
* Setina
* Pro-Gard
* Gamber-Johnson
* Leer Truck Caps
* A.R.E Truck Caps
* Decked Truck Drawer Systems
* Extendobed Truck Bed System
* Other Equipment as Approved by City of Suffolk Fleet Management
5. Security Requirements
* Only authorized personnel may perform work on public safety vehicles.
* Background checks may be required for personnel working on law enforcement
vehicles.
D. Quotes
Contractor shall provide a written quote for each vehicle. Quotes shall include, at a
minimum:
* Unique quote number
* Quote date
RFP 26133-KR Page 6

* Contract reference number
* Vehicle Manufacturer and model number
* Vehicle Vin Number
* Part number and description
* Quantity of each item
* MSRP (Manufacturer's Suggested Retail Price)
* Unit price with discount applied
* Extended price per line item with discount applied
* Labor cost (clearly identified)
* Shipping/freight cost (per item or total, clearly identified)
* Total cost per vehicle
Any omissions shall be corrected at the Contractor's expense.
E. General Installation Requirements
The Contractor SHALL ensure the following:
1. All wiring and cabling shall be fully installed and secured.
2. All entry holes for cabling shall be sealed with silicone to prevent leakage.
3. All wire runs shall be continuous with no unnecessary breaks or splices.
4. All connectors shall be properly crimped and heat-shrunk to prevent water intrusion
and ensure electrical insulation.
5. All wiring and cabling shall be permanently labeled to clearly identify function.
6. All wiring shall be protected with automotive-grade split plastic loom.
7. No wiring shall be exposed.
8. Each wire shall be labeled or imprinted at intervals not exceeding six (6) inches
indicating its function.
9. All wiring, except communication cables, shall be rated from -51 degreesC to 125 degreesC (SXL
automotive wiring or equivalent), unless otherwise approved.
10. Cable assemblies shall be constructed using printed CPT wire and covered with
protective loom.
RFP 26133-KR Page 7

11. All wiring shall be enclosed in high-temperature split loom with dual-wall heat shrink
applied, and routed away from heat sources and sharp edges. Wiring passing through
panels shall be protected by a minimum one-half inch (1/2") grommet.
12. Law enforcement and designated public safety vehicles shall be equipped with a 54-
inch light bar, unless otherwise specified by the City.
13. Light bars shall be roof-mounted using low-profile mounting systems in accordance
with manufacturer specifications.
14. Light bar power and communication cables shall be routed through a three-fourths inch
(3/4") grommet and connected to a 100-amp circuit breaker.
15. Communication cables shall be routed through the vehicle bulkhead and installed per
manufacturer specifications.
16. Light bar installation shall ensure:
* Wiring is protected by a rubber grommet installed at the roof penetration point
* The mounting hole is aligned with the light bar cable to minimize visible wiring
* The grommet is sealed with silicone to prevent water, dirt, or debris intrusion
* Additional sealing (e.g., duct seal compound) is applied as necessary
* Installation complies fully with manufacturer instructions
17. All ground wires shall be connected to factory-provided grounding points unless
otherwise approved by the City.
18. A dedicated heavy-duty power and ground system shall be installed as follows:
* Power Source:
Eight (8) gauge wire connected to factory power stud
o
Shall supply all emergency lighting and equipment
o
* Ground Source:
Eight (8) gauge black wire connected to battery ground or approved grounding
o
location
Shall serve as the primary ground for all emergency equipment
o
* Distribution:
Power shall be distributed to all installed emergency equipment
o
RFP 26133-KR Page 8

Each circuit shall be individually fused
o
19. All emergency lighting and siren systems shall be ignition-activated unless otherwise
specified.
20. All emergency lighting equipment shall comply with applicable standards, including but
not limited to:
* SAE J1113-21 and J1113-41
* SAE J575, J578, J595, J845
* CISPR 12 and CISPR 25 (or current equivalent standards)
21. Prior to upfitting the first vehicle under this Contract, the Contractor SHALL:
* Submit a detailed installation diagram for City approval showing:
Wiring routes
o
Equipment locations
o
Mounting points
o
Wiring to the Wheelen core module (to create a uniform core system updating
o
program)
* The approved diagram shall serve as the standard for all subsequent
installations unless otherwise modified in writing by the City.
F. Alternative Methods
The Contractor may propose alternative upfitting methods provided that:
* They meet or exceed all minimum requirements outlined in this solicitation
* They are submitted for approval prior to implementation
* The Contractor provides a warranty or guarantee for such alternatives
* The Contractor maintains the ability to procure equipment from approved
manufacturers (e.g., Whelen, Havis, Setina, Pro-Gard, Gamber-Johnson)
RFP 26133-KR Page 9

G. DOOR WRAPPING & OPTIONAL PAINTING
General Requirements
When requested, the Contractor shall provide vehicle door wrapping services. Painting may
be requested as an alternative option at the City's discretion.
1. Scope Includes
* Surface preparation
* Supply of materials (wrap or paint)
* Application to vehicle doors
* Removal and reinstallation of components as required
2. Wrapping Requirements
* High-quality automotive-grade vinyl (e.g., 3M or equivalent)
* Smooth, bubble-free installation
* Durable for public safety use
* Color/design provided by the City
3. Optional Painting Requirements (When Requested)
* Shall meet or exceed OEM paint standards
* Proper prep, application, and curing required
* Color specifications provided by the City
H. WINDOW TINTING
Contractor shall provide all materials and labor for window tinting.
Requirements
* Tint specifications shall be determined on a per-vehicle basis by the City
* Materials shall be equal to or better than industry standards (e.g., 3M or
equivalent)
* Installation shall be professional, clean, and free of defects
RFP 26133-KR Page 10