2024-96 Invitation to Bid: Police Vehicles

Agency:	City of Florence
State:	South Carolina
Type of Government:	State & Local
NAICS Category:	453998 - All Other Miscellaneous Store Retailers (except Tobacco Stores)
Posted Date:	Nov 26, 2024
Due Date:	Dec 10, 2024
Solicitation No:	2024-96
Original Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

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INVITATION TO BID NO. 2024-96

POLICE VEHICLES

Sealed bids will be received in the Office of Purchasing and Contracting in the City Center at

324 W. Evans Street, Florence, South Carolina, 29501 until December 10, 2024 at 10:00 am

from qualified vendors for the purchase and delivery of seven (7) 2025 Police vehicles to include

upfitting. The vehicles shall come fully equipped pursuant to specifications outlined in this

document.

Bids must be submitted in a sealed envelope with “Bid No. 2024-96 Police Vehicles” clearly

marked on the outside of the envelope for easy identification by the City of Florence. Any bids

received later than the specified time will not be accepted/considered. The City will not be

responsible for late submission caused by the postal service, other carriers, or any other

delivery problems regardless of the reason. The City does not accept electronic/email bids. Bids

submitted by mail, Federal Express, United Parcel Service, etc. must meet these same

requirements and should be addressed to:

City of Florence

City Center

324 W. Evans St.

Florence, SC 29501-3430

The City of Florence under Title VI of the Civil Rights Act of 1964 and related statutes ensures

that no person shall on the grounds of race, color, national origin, sex, disability, and age, be

excluded from participation in, be denied the benefits of, or be otherwise subjected to

discrimination under any program or activity it administers.

La ciudad de Florencia en el Título VI de la Ley de Derechos Civiles de 1964 y los estatutos, se

asegura de que ninguna persona por motivos de raza, color, origen nacional, sexo,

discapacidad, edad, ser excluido de participar en, ser negado los beneficios de, o ser de otra

manera sujeto a discriminación bajo cualquier programa o actividad que administra.

The City of Florence reserves the right to engage in discussions with any or all responsible

bidders who submit bids which appear to be eligible for award, for the purpose of clarification to

assure full understanding of and responsiveness to the Invitation to bid requirements herein.

This solicitation does not commit the City of Florence to award a contract/purchase order, to pay

any costs incurred in the preparation of a bid, or to procure or contract for services. The City of

Florence reserves the right to reject any and all responses, to cancel this solicitation, and to

make an award deemed in its own best interest.

Lynwood F. Givens

Purchasing Agent

MINORITY, WOMAN, AND VETERAN OWNED BUSINESS

The City of Florence welcomes and encourages submissions from minority, woman, and

veteran owned businesses. Please indicate that you are a minority or woman owned business

with your request for bid documents.

Minority Business Owners (minority, woman, and veteran owned businesses) will be afforded

full opportunity to submit proposals in response to this invitation and will not be discriminated

against on the grounds of race, color, creed, sex or national origin in consideration for an award.

It is the policy of the City that minority, woman, and veteran owned business enterprises

(MBE/WBE/VBE) have an opportunity to participate at all levels of contracting in the

performance of City contracts to the extent practical and consistent with the efficient

performance of the contract.

The successful company must ensure that all subcontractors, agents, personnel assigned by or

employees of prime company and subcontractors are not discriminated against because of their

race, color, religion, sex or national origin. Bidders must make positive efforts to provide equal

employment opportunity for minority and women owned businesses.

LOCAL AND MINORITY BUSINESS ENTERPRISE PURCHASING PROGRAM:

When lowest bid is the principal determining factor in a bid selection process it is the intent of

the City of Florence to provide preference first to local businesses within the City or County of

Florence; however, if no local business is eligible or able to participate, preference shall then be

provided by the City to minority business enterprises based on the following guidelines:

a. For purposes of this policy, a “local business” is defined as a person, firm, contractor,

corporation, or other business entity offering the services and/or products being bid by

the City that maintain a place of business and have a physical business address

located and operating within the City or County of Florence. The business must have

been established for not less than one year within the City or County of Florence and

have a valid City of Florence Business License for a minimum of 12 months prior to the

bid date.

b. For purposes of this policy, a minority business enterprise (MBE) is defined as an MBE

that is certified in accordance with South Carolina Regulations § 19-445.2160, as

authorized by §11-35-5270 the South Carolina Code of Laws, as amended.

c. When lowest bid is the principal determining factor in the selection process any “local

business” as defined in Subsection A above that submits a responsible and responsive

bid within 5% (if the business is located within the City of Florence) or 3% (if the

business is located within Florence County) of the non-local bidder who submitted the

lowest bid may match the bid submitted by the non-local bidder. A “local business”

that is within the percentage guidelines of the lowest bid received shall then be eligible

for award of the contract.

d. If the lowest bid is not a “local business” and a “local business” is within the

percentage guidelines of the lowest bid received, the “local business”, subject to the

provision of Subsection H below, shall be awarded the contract if it is willing to provide

goods or services at the same price of the lowest bid received.

e. If conditions of Subsections C above are met and the qualified “local business”

declines or is unable to match the lowest bid, then the option to do so moves to the

next qualified “local business”, if such business' bid is within the percentage guideline

of the lowest bid and is similarly responsible and responsive.

f. In the event there is no “local business” eligible or willing to match the lowest bid, the

lowest responsible and responsive bid submitted by an MBE, if any, would be allowed

the opportunity to match the bid submitted by the non-local bidder and thereby be

awarded the contract when lowest bid is the primary determining factor in the bid

selection process.

g. If a procurement is to be made pursuant to state funding requirements, federal funding

requirements, bond covenants, or other outside funding source requirements which

prohibit or restrict local or MBE preference, then no local or MBE preference

consideration will be given.

h. The provisions for a local or MBE preference does not prohibit the right of the City to

compare quality of materials proposed for purchase and compare qualifications,

character, responsibility and fitness of all persons, firms, contractors, corporations, or

other business entities submitting bids. Accordingly, the local or MBE preference for a

particular procurement may be waived by the City Manager upon written

recommendation and justification by the Department Director.

INSTRUCTION TO BIDDERS

The successful bidder must be authorized to sell the stated product outlined in the specifications

of this bid document.

All bids must be signed by an authorized officer or agent of the company submitting the bid.

The vehicle dealer should submit a bid price for supplying both the vehicle and police

package as a complete unit.

The City will assume no responsibility for oral instructions or suggestions. All official

correspondence in regard to the specifications should be directed to and will be issued by the

City Purchasing Agent.

DEFINITIONS: Responsible Bidder means a bidder who has the capability in all respects to

fully perform the stated requirements, and the integrity and reliability which will assure good faith

performance.

Responsive Bidder means a bidder who has submitted a bid which conforms in all material

respects to the Invitation to Bid.

PROTEST: Any actual or prospective vendor, bidder, or contractor who is aggrieved in

connection with the solicitation or award of a contract may formally protest to the Chief Financial

Officer (CFO) The protest shall be submitted in writing within seven (7) days after such

aggrieved person or party has received the bid tabulation or the intent to award letter.

DISPUTES: In cases of disputes as to whether or not an item or service quoted or delivered

meets the specifications, the decision of the City of Florence shall be final and binding on all

parties. The Purchasing Agent may request in writing, the recommendation of the head of the

City agency using the item or other objective sources.

DEVIATIONS: Any deviations from the specifications contained herein must be noted in detail

on the bidder’s bid response for the City of Florence’s consideration. Failure to submit

documentation of deviations shall be grounds for rejection of the item offered to the City of

Florence.

CHANGES: Any changes in this Invitation to Bid after the purchase order/contract agreement

has been awarded must be with the written consent of the Purchasing Agent or the City

Manager; otherwise, the responsibility for such changes lies with the vendor.

INQUIRIES: Questions concerning this invitation to bid should be directed to the City

Purchasing Agent, Lynwood F. Givens in writing by e-mail at

lgivens@cityofflorence.com. The deadline for the submission of all inquiries is

December 3, 2024 at 5:00 pm. Any changes to the specifications in the bid package shall

be in writing in an addendum. All Addendums will be posted on the City of Florence

website at www.cityofflorence.com. It will be the responsibility of bidders to periodically

check the website for addendums.

OWNERSHIP OF MATERIAL: Ownership of all data, material and documentation originated

and prepared for the City of Florence pursuant to this contract/purchase order shall belong

exclusively to the City of Florence.

A complete copy of the City of Florence purchasing policies and procedures manual can

be downloaded from the City of Florence website at https://www.cityofflorence.com/public-

bid-information.

Bids must be signed by an individual legally authorized to offer the pricing and response to this

invitation to bid. Any bid that is not signed will not be considered for evaluation.

WARRANTY

All items furnished in accordance with the specifications of this document shall be

covered by the manufacturer’s and/or suppliers’ standard warranty or guarantee on new

vehicles.

CRITERA FOR AWARD

The bid is to be awarded to the lowest responsible/responsive bidder that best meets all of the

City of Florence’s specifications. Bidders must bid on all three components of the of the

invitation to bid to be considered a responsible/responsive bidder. It is the intent of the City of

Florence to award this purchase to one bidder only.

Firms are requested to submit two (2) copies of the bid on the City of Florence Bid sheet

included in this invitation to bid. The bid will be awarded to the lowest responsible/responsive

bidder that best meets the City of Florence’s specification/scope of work, taking into

consideration but not limited to the following:

1. Price

2. Delivery Schedule

3. Warranty

The City shall have sole discretion in evaluating the bids and qualifications of the

responders. The City reserves the right to select the bid that it may determine to

be in the best interest of the City. The City also reserves the right to reject any

and all bids, including that of the selected bidder if satisfactory contract

negotiations cannot be concluded.

BID RESPONSE

1. Bid price should include all costs for preparation, material, equipment, labor and

supervision for the purchase and delivery of the vehicle pursuant to the specifications in

this invitation to bid,

2. Delivery Schedule,

3. Warranty,

Bid tabulations will be sent to all bidders via email and posted on the City of Florence

website at https://www.cityofflorence.com/public-bid-information . Before the award of

contract/purchase order, any respondent may be required to show that they have the

necessary license, facilities, experience, ability, and financial resources to perform the

work in a satisfactory manner. Respondents may be required to furnish the City with

sworn statements as to their experience. No contract/purchase order will be awarded

except to responsible offerors capable of performing the class and type of work required.

SCOPE:

The City of Florence is seeking bids for the purchase, delivery, and upfitting of seven (7) 2025

police vehicles as follows:

SPECIFICATIONS:

1. One (1) 2025 Ford Police Interceptor Utility AWD Marked Unit (K-9)

Vehicle Specifications:

A. Oxford White

B. 3.0L EcoBoost V6

C. 10 speed auto transmission

D. Driver’s side spotlight

E. Class III trailer hitch receiver

F. Auxiliary climate control (rear air)

G. All other standard available features

Upfitting Specifications: Lighting quoted should be Soundoff Signal brand

lighting

A. Striping to match existing fleet (proof needed)

B. Window tint – all windows and windshield strip

C. Interior visor light bar dual color – Blue/White

D. (2) Grill mounted lights dual color – Blue/White

E. (2) Surface mounted lights on lower fascia/grill dual color – Blue/White

F. Headlight flasher setup

G. Dual speaker setup for dual tone siren system

H. Under mirror lights dual color – Blue / White

I. 72” Running board lights dual color – Blue/White

J. (4) lights, two per side in rear quarter window dual color – Blue/White

K. Rear Spoiler mounted Traffic Advisory Bar – Dual color with 2 red modules for

braking notification

L. Taillight flasher setup

M. (2) lights beside license plate, Tri Color - Amber/Blue/Red (for braking notification)

N. (2) surface mounted lights inside hatch to flash when tailgate is open, Dual color –

Blue/White

This page summarizes the opportunity, including an overview and a preview of the attached documents.

bid number	bid description	cloising date	bid file
2024-96 Invitation to Bid: Police Vehicles	The City of Florence is accepting sealed bids from qualified dealers for the purchase and delivery of seven (7) Police vehicles.	Tue, 12/10/2024	2024-96_invitation_to_bid.pdf

2024-96 Invitation to Bid: Police Vehicles

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