Four-Wheel Drive Utility Vehicle

City of Tulsa Finance Department
Invitation for Bid (IFB)
IFB 26-543
Supplies or Services Requested: Four-Wheel Drive Utility Vehicle
Department: Public Works
NIGP Commodity Code(s): 020-89; 071-77
Solicitation Schedule
EVENT DATE
IFB Issue Date 05/12/2026
Mandatory Pre-Bid Conference 05/19/2026 at 10:00 AM CT
Virtual Teams Meeting
Email rachelharders@cityoftulsa.org for invite
Deadline for Questions 05/26/2026
Submitted to assigned buyer via email. 9 Days prior to IFB due date
Bid Submission Date 06/03/2026
Either mailed or delivered to City Clerk address. Bids
are open the day after the due date.
If You have any questions or need additional information, contact the Assigned Buyer:
Rachel Harders, Buyer | rachelharders@cityoftulsa.org
All questions should be emailed with IFB 26-543 on the subject line.
Submit Bids (sealed) to:
City of Tulsa - City Clerk's Office
175 E. 2ND St., Suite 260
Tulsa, OK 74103
Bids (2 total:1 original, 1 copy) must be sealed and either mailed or delivered.
Write the Bid Number, Supplies or Service requested (as listed above) and Bid
Opening Date on the lower left corner of the outside of Your Bid envelope. Feel
free to use included packing slip. No faxed or emailed Bids will be considered.
Barring certain circumstances (Section III-5), Bids received after the stated date
and time will not be accepted and will be returned to the Bidder unopened.

IFB 26-543 | Four-Wheel Drive Utility Vehicle | Issue Date: 05/12/2026
I. STATEMENT OF PURPOSE:
1. Overview and Goals
The goal of this solicitation is to secure a source to purchase a Four-Wheel Drive Utility Vehicle for
the Public Works Department of the City of Tulsa.
2. Term of Contract
The City intends to award a one-year annual contract. The City may offer the Seller the opportunity
for additional one-year terms. The City also reserves the right to make multiple or partial awards. To
do business with the City, You must agree to the terms and conditions of the City's standard
Purchase Agreement, indicated by Your Authorized Agent's signature on the Purchase Agreement.
Capitalized terms used in this IFB and not defined in the Purchase Agreement shall have the
meanings as ascribed to them in Title 6, Chapter 4 of the Tulsa Revised Ordinances.
The entire Invitation for Bid (IFB), including any additional information submitted by Bidder and
Accepted by City will be included as part of the Agreement between Seller and City. All sheets of
this IFB (including Sections I-VI) must be submitted.
Authorized Agent
Several parts of the Bid (Affidavits, Purchase Agreement) must be signed by an "Authorized
Agent." An Authorized Agent means an agent who is legally authorized to bind the Seller under the
law of the state in which the Seller is legally organized. For instance, under Oklahoma law, the
Authorized Agent for each of the following types of entities is as stated below:
o Corporations - the president, board chair or board vice chair (or the vice president if the corporation
was formed in Oklahoma) can sign; others can sign if they have and provide the City with (i) a corporate
resolution giving them authority to bind the Seller, and (ii) a recent certificate of secretary indicating
the authority is still valid and was in full force and effect on the date of the signature. (See IFB Section
VI for sample of a Certificate of Secretary)
o General Partnerships - any partner can sign to bind all partners.
o Limited Partnerships - the general partner must sign.
o Individuals - no additional authorization is required, but signatures must be witnessed and notarized.
o Sole Proprietorship - the owner can sign. Any other person can sign if s/he provides a recent Power
of Attorney, signed by the owner, authorizing him/her to bind the sole proprietorship.
o Limited Liability Company (LLC) - any manager of the LLC elected by the members of the LLC, or
any member signing as manager of the LLC. All other signers will need a Consent of Members signed
by all the Members of the LLC authorizing their signature on or up to 30 days before the date of their
signature. (See Section VI for sample of a Consent of Members)
Entities organized in states other than Oklahoma must follow the law of the state in which they are
organized.
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IFB 26-543 | Four-Wheel Drive Utility Vehicle | Issue Date: 05/12/2026
II. SCOPE OF SERVICES AND SPECIFICATIONS
1. Scope of Services
The City is requesting Bids to secure a source to purchase a Four-Wheel Drive Utility Vehicle for the
Public Works Department.
Delivery Requirements
All prices quoted shall be based on delivery F.O.B. Tulsa, Oklahoma or to any other points as may
be designated in the Specifications, with all charges prepaid by Seller to the actual point of delivery.
Bids must state the number of Days required for delivery under normal conditions.
Absolutely no items over 500lbs. may be directly shipped to the City requiring the City personnel to
unload from the shipping truck or trailer. The City carries no responsibility for any damages incurred
during an unloading occurrence. All unloading shall be the responsibility of the Seller and/or shipping
entity.
2. Specifications
The Bid must meet or exceed the following Specifications.
* Polaris Ranger 1000 or Acceptable Equivalent
In the Table below, the Bidder shall respond to each minimum requirement set forth in the
Specifications column by writing its response in the space provided under Section 2: Bidder's
Response column. Whenever asked to "describe", the description may include details such as size,
capacities, dimensions, materials used in construction, etc. A full and complete description is
required to reasonably evaluate the Bid, so all pertinent information is required. When referring to
attached literature as a means of not fully describing items, misinterpretations by the evaluator of the
Bid may occur. Your ability to present the City with enough information to reasonably understand the
item being bid and whether it meets the Specifications stated herein relies on the written information
provided.
You are required to describe Your proposed equipment in the Bidder's Response column, in terms
that correspond with the minimum Specifications shown. You may not answer in the space provided
as to whether You meet the Specifications by responding with terms as "yes", "meets", "same as",
"complies" or "similar" terms. If these terms are utilized, it shall result in Your Bid being
considered as non-responsive and being rejected.
If bidding an equivalent, You must include descriptive manufacturer's literature verifying the
information You provided in the Bidder's Response column with Your submission. Failure to
provide such literature shall result in Your Bid being considered as non-responsive and being
rejected. Any determination as to whether an item is equivalent that meets the Specifications shall
be made at the sole discretion of the City.
Seller shall ensure that each vehicle and related parts are warranted by the manufacturer to be of
good material and workmanship and that manufacturer promptly replace any part or parts which by
reason of defective materials or workmanship shall fail under normal use, free of negligence or
accident, for a minimum of one (1) year from the date of delivery, unless otherwise stated. In addition,
if such failures take place outside the dealer's service area, which shall be defined as Tulsa city
limits, the Seller will be responsible for reimbursing the nearest manufacturer's authorized dealer in
the city of Tulsa for services rendered under this warranty.
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IFB 26-543 | Four-Wheel Drive Utility Vehicle | Issue Date: 05/12/2026
The Seller shall respond within 72 hours of notification by the City of Tulsa, on when, where, and
how a warranty issue will be resolved. In the event there is no response within 72 hours, or if the
response is not acceptable to the City of Tulsa; the City will provide or arrange for repairs. The Seller
shall be responsible for reimbursing the nearest manufacturer's authorized dealer in the city of Tulsa
for services rendered under this warranty.
The Seller shall have the option to authorize the City of Tulsa to perform minor warranty
replacement and repairs and then reimburse the City for its labor and parts utilized to enact
the repair. The reimbursement for labor will be the same rate as that of the actual work
performed. Standard warranty information is to be supplied with the Bid.
TESTS AND ACCEPTABILITY OF MATERIAL:
All items included in the Bid are subject to a performance demonstration within 30 days of the Bid
date by the Bidder(s) at the discretion of the City of Tulsa. A like item of the type Bid that contains
all the safety concerns, horsepower ratings, accessories, dimensions or other features as deemed
appropriate by the City of Tulsa may be required to be demonstrated to the City of Tulsa personnel
prior to award of the Bid to establish if the item meets the requirements and Specifications of the City
of Tulsa.
SECTION 1:
MINIMUM SPECIFICATIONS SECTION 2: BIDDER'S RESPONSE
ITEM
Describe:
Equipment This specification is for a new current year model utility Make:
vehicle, Polaris Ranger 1000, or acceptable equivalent. Model:
Describe:
1. Seating for three (3) people minimum with seat belts 1
2. A/C/Heater with defroster 2
3. Instrumentation: 3
A. Speedometer A
B. Odometer B
C. Fuel gauge C
D. Hour meter D
E. 2WD/4WD indicator E
Cab F. Coolant temperature gauge F
G. Oil temperature sensor G
H. Seat belt reminder light H
I. Park, Reverse, Neutral, and Drive indicator I
J. Voltmeter J
4. Occupant Protective Structure: 4
A. Powered roof A
B. Glass windshield B
C. Rear glass panel C
D. Powered windows D
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IFB 26-543 | Four-Wheel Drive Utility Vehicle | Issue Date: 05/12/2026
E. Sound insulation material E
5. Side mirrors 5
6. Windshield wipers with washer 6
7. USB Charger 7
8. 12-Volt accessory outlet 8
9. Battery trickle charging port 9
Describe:
1. Cylinders: Two (2) 1
2. Four (4) stroke engine 2
Engine 3. Electronic fuel injection 3
4. Displacement: 999 cc minimum 4
5. Horsepower: 80 HP minimum 5
6. Fuel: Gasoline 6
Describe:
1. System Voltage: 12 Volts 1
2. Battery: 325 Cold cranking amps 2
Electrical 3. Alternator: 140 Amps minimum 3
4. Brake lights and taillights 4
5. 50-Watt headlight 5
6. Electronic power steering 6
Describe:
1. Continuously Variable Transmission (CVT) with high 1
Transmission
and low range, forward, neutral, and reverse
and Final
2. Shaft, selectable four-wheel drive with dual-mode 2
Drive
rear differential
3. Full coverage skid plate 3
Describe:
All Terrain (8-ply) tires with steel wheels
Tires
Front: 29 x 9-14 Front:
Rear: 29 x 11-14 Rear:
Describe:
1. Front: Fully independent dual A-Arm with adjustable 1
Suspension coil over shocks or struts, anti-roll bar, approximately
ten (10) inches of travel
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IFB 26-543 | Four-Wheel Drive Utility Vehicle | Issue Date: 05/12/2026
2. Rear: Fully independent with dual A-Arms, 2
approximately ten (10) inches of travel with coil over
shocks or struts
3. A-Arm guards 3
Ground Describe:
Clearance Twelve (12) Inches minimum
Fuel Describe:
Capacity Approximately eleven (11) gallons
Describe:
1. A ROPS (Roll Over Protection System) that meets 1
all requirements for wheeled tractors under SAE
J1194
2. Full seat belts 2
Safety
3. Grab handles for passenger entry/exit 3
4. P.A.S.S. (Pin Activated Security System) Anti-theft 4
protection system
5. Gas-assisted dump box with lock 5
6. Steel front bumper 6
Describe:
1. Bed: 1
A. Approximately 36-inches in length A
B. Approximately 54-inches width B
Dimensions C. Approximately 12-inches depth C
2. Overall: 2
A. Approximately 120-inches in length A
B. Approximately 65-inches width B
C. Approximately 79-inches height C
3. Wheelbase approximately 81-inches 3
Describe:
1. Towing: Approximately 2,500 lb. 1
A. Standard 2-inch receiver hitch with 2-inch ball A
Capacities
2. Bed: Approximately 1,100 lb. 2
3. Curb weight: Approximately 2,000 lb. when full of 3
fluids
Describe:
Warranty
State manufacturer's standard warranty
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IFB 26-543 | Four-Wheel Drive Utility Vehicle | Issue Date: 05/12/2026
Two (2) copies of each manual. Manuals may be on Describe:
thumb drives or hard copies.
Manuals 1. Operator 1
2. Service 2
3. Parts 3
Failure to complete the table above as directed will disqualify
Your Bid and it shall be deemed non-responsive.
THE REMAINDER OF THIS PAGE HAS BEEN INTENTIONALLY LEFT BLANK
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IFB 26-543 | Four-Wheel Drive Utility Vehicle | Issue Date: 05/12/2026
III. BID SUBMISSION INSTRUCTIONS AND INFORMATION
1. Bidder Registration: To ensure timely updates and alerts about business opportunities with the
City, interested Bidders should register as a Bidder with the City. To register, interested Bidders
should complete the City's vendor registration form by contacting Andrea Evans at
purchasing@cityoftulsa.org or check the City's "Selling to the City" Website.
2. Pre-Bid Conference: If a pre-Bid conference is required, see the first page for time and location.
Attendance Requirement
Attendance at the Pre-Bid Conference is required to submit a Bid.
3. Questions and Concerns: As You prepare Your Bid response, You may have questions or points
of clarification around this Solicitation. Any questions or comments about this Invitation for Bid
must be sent via e-mail to the buyer listed on the first page "Assigned Buyer" and be received at
least 10 Days prior to the Bid Submission Date. Please include the IFB Bid number (as
indicated on the title page) on all communications. Bidders may only communicate with the City
through the Assigned Buyer - communication with other City staff could result in disqualification.
4. Issuing of Addenda: The City may addend or amend its IFB at any time before the Bid
Submission Date. In addition to registering as a Bidder with the City, Bidders can check the
"Purchasing Bid Opportunities & Results" page on the City Website for the latest updates (linked
here). Any such amendments shall become a part of the Agreement. You must acknowledge
receipt of any Addenda or Amendments by writing in the issued Addenda numbers on Exhibit A -
Delivery and Pricing. City may reject any Bid that fails to acknowledge any Addenda or
Amendments.
5. Submission and Receipt of Bids: The City requires two completed Invitation for Bids: 1 Original
and 1 Copy. Each must be clearly labeled on the front sheet indicating "Original" or "Copy." Use
the Bidder Checklist to ensure Your Bid includes all required components. If a copy on electronic
media is also required, the box below will be checked.
Electronic Copy also required.
Bids must be received no later than 5:00 PM (CST) on the Bid Submission Date (see first page)
and delivered to:
City of Tulsa - City Clerk's Office
175 East 2nd Street, Suite 260
Tulsa Oklahoma 74103
Bids must be sealed and either mailed or delivered. The package, container, or envelope should
contain both of Your completed Bids, the original and the copy. Please use the provided label on
the last page of this IFB to clearly write the Bidder's legal name and Bid number on the outside
of the package, container, or envelope. No faxed or emailed Bids will be considered.
Bids received after the stated date and time will not be accepted. The timestamp clock located
at the City Clerk's Office on the second floor of City Hall at 175 East 2nd Street, Suite 260, Tulsa,
Oklahoma, 74103 is the City's official bid clock for this IFB. Timeliness of Bid submittals will be
determined using only this clock.
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IFB 26-543 | Four-Wheel Drive Utility Vehicle | Issue Date: 05/12/2026
Exceptions to Timeliness Requirement
The Purchasing Agent, at his/her sole discretion, may make exceptions only for the following
reasons:
* City Hall closed for business for part or all of the day on the date the response was due;
* If the Purchasing Agent deems it appropriate due to large-scale disruptions in supply chains
and the transportation industry that may have prevented delivery as required;
* If documented weather conditions caused the late delivery. You must provide documentation
of such weather to the satisfaction of the Purchasing Agent.
In the event that the Bid submittal is delivered after the time specified and does not meet the
exceptions listed above, the Bid will not be accepted and the submittal envelope will not be
opened.
The City will not be liable for delays in delivery of Bids to the City due to handling by the U.S.
Postal Service, or any other type of delivery service. The City reserves the right to postpone the
date and time for submittal of Bids at any time prior to the Bid Opening Date or to delay or
reschedule the Bid Opening Date for its own convenience.
The City reserves the right to cancel, revise, or amend this IFB and associated bidding
documents up to the time specified for receipt of Bids.
6. Bid Opening: All Bid openings are public and take place at 8:30 a.m. Thursday, the day after
Bids are due. The Bid openings are held in the City of Tulsa Council Meeting Room, 175 East
2nd Street, 2nd Floor, Tulsa, Oklahoma.
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IFB 26-543 | Four-Wheel Drive Utility Vehicle | Issue Date: 05/12/2026
IV. BID EVALUATION AND AWARD
1. Bid Evaluation: The Assigned Buyer and departmental staff will work together to determine the
winning Bid. Generally speaking, the Bid award will go to the Lowest Secure Bidder: the Supply
or Service that can best meet the City's needs at the lowest cost. In addition to price and
specifications, the Buyer and departmental staff may also evaluate Bidder history and experience,
delivery time, maintenance requirements, and performance data, among other factors.
2. Bid Rejection or Withdrawal: The City may reject any or all Bids in whole or in part. Reasons a
Bid may be rejected include, but are not limited to the following:
* A submitted Bid does not contain all the necessary materials, signatures, and/or affidavits
(listed on the included checklist);
* The Bid does not meet specifications and requirements in some material way;
* The Bidder holds outstanding debt to the City;
* The Bidder adds additional terms and conditions that modify IFB requirements or attempt to
limit Bidder's liability to the City.
City reserves the right to waive minor deficiencies of specifications, technicalities or informalities
in a Bid, provided that the best interest of the City would be served without prejudice to the rights
of other Bidders. Bid withdrawal, meanwhile, may only be accomplished by having an Authorized
Agent request the withdrawal in person at the City Clerk's office before the City's close of business
on the Bid Submission Date.
3. Bid Award Recommendation and Appeal: Upon receipt of the Bid recommended for selection,
the Assigned Buyer will email all participating Bidders a memo announcing the recommended Bid.
This email will include the time, date, and location (or virtual meeting link (if applicable) for the
Standard, Specifications, and Award (SSA) committee meeting at which the Bid award
recommendation will be considered.
Bidders not recommended for award may submit an appeal via email to the Assigned Buyer before
the SSA meeting.
SSA meetings are held Thursdays at 8:30am in the City of Tulsa Council Meeting Room, 175 East
2nd Street, 2nd Floor, Tulsa, Oklahoma.
During this meeting, Bidders not recommended for award may present and request that the Bid
award recommendation be reconsidered.
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