Police Patrol Hybrid SUV Procurement

REQUEST FOR BIDS
TO PROVIDE
POLICE PATROL HYBRID SUV
July 2026
CITY OF SAN MATEO
Public Works Department
330 West 20th Avenue
San Mateo, CA 94403
650-522-7300
*****
BID BOOK
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NOTICE INVITING SEALED BIDS
POLICE PATROL HYBRID SUV PROCUREMENT
CITY OF SAN MATEO, CALIFORNIA
1. Sealed bids will be received by the City of San Mateo, California, for procurement of Police
Patrol Hybrid SUV as described in the Bid Book.
2. Said sealed proposals shall be delivered to the City Clerk, City Hall, 330 West 20th Avenue, San Mateo,
California 94403, at or before 2:00 p.m., Monday, August 10, 2026, and they shall be opened and read by
a City Representative at said date and time.
3. A mandatory pre-bid meeting is NOT required.
4. Questions regarding the Bidding Documents should be directed to Daniel Heffelfinger, Fleet Services
Supervisor, dheffelfinger@cityofsanmateo.org via email and received no later than seven (7) calendar
days before bids are due. Responses to all submissions will be emailed to each eligible bidder no later
than two (2) days before bids are due.
5. The Bid Book and proposal forms are available at City of San Mateo - Public Works Bidding Web Portal
(www.cityofsanmateo.org/bids.aspx). Any questions regarding the contract documents should be directed
to Daniel Heffelfinger, Fleet Services Supervisor, dheffelfinger@cityofsanmateo.org.
6. Equipment providers are notified that they it shall comply with the requirements for Non-Discrimination
as set forth in United States Code, Title 23, Section 112, Public Contract Code, Section 7106 and Section
00500, Agreement.
7. Addenda issued during the bid period shall become a part of the documents furnished to proposers for
the preparation of bids, shall be covered in the bids, and shall be made a part of the Contract. Each
bid shall include specific acknowledgment in the space provided of receipt of all Addenda issued
during the bid period. Failure to acknowledge may result in the bid being rejected as not responsive.
Failure of any proposer to receive such Addenda shall not be grounds for non-compliance with
the terms of the instructions. It is the responsibility of the Equipment Provider to determine the
existence of any and all addenda.
8. The right is reserved, as the interest of the City may require, to reject any or all bids, to waive any
informality in bids, and to accept, modify, or reject any items of the bid, or in the case of a single bid
being received to extend the acceptance date by up to thirty (30) days with notice. The City of San Mateo
is a charter City and any contract entered into is subject to the provisions of the City of San Mateo
Charter, which may supersede certain provisions of the Public Contract Code and other provision of state
law.
9. Said City Representative shall report the results of the bidding to the City Council at a later date, at
which time the City Council may award the contract to the lowest responsible bidder as so reported; or as
City's interest may dictate. The City Council may exercise its right to modify the award or to reject any
or all bids. Any protests to award of contract shall follow the procedures outlined in City Council
Resolution No. 61, dated June 7, 2004.
Dated: July 24, 2026 /S/ Adam Loraine, MAYOR
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REQUEST FOR BIDS
FROM
CITY OF SAN MATEO, CALIFORNIA
FOR
POLICE PATROL HYBRID SUV PROCUREMENT
SAN MATEO, CALIFORNIA
Prepared by:
Daniel Heffelfinger, Fleet Services Supervisor
City of San Mateo
1961 Pacific Boulevard
San Mateo, CA 94403
Phone: (650) 522-7366
Email: dheffelfinger@cityofsanmateo.org
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PART I INTRODUCTION
PART I - SECTION 1 BACKGROUND/INTENT
BACKGROUND
The City of San Mateo is seeking sealed bids for police patrol hybrid sport utility vehicles as described in EXHIBIT A -
Scope of work.
Equipment to be delivered to the City of San Mateo at 1961 Pacific Blvd. San Mateo, 94403.
INTENT
It is the intent of the City of San Mateo to request independent competitive proposals for (10) police patrol hybrid
sport utility vehicles (Ford Police Interceptors), contractor(s) will be required to arrange for delivery of vehicles to
the City of San Mateo.
The successful bids will be evaluated based on the ability of the contractor to provide vehicles as specifications in
the Exhibit A, price, delivery lead time and the City's procurement needs.
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PART I - SECTION 2 PROCESS OVERVIEW
PROCESS OVERVIEW
Proposers are requested to submit individual bids for those vehicle categories that the proposer is interested in
providing as described in scope of work.
Bids are to include the following components:
I. Proposers Qualifications
1.1 Dealership or Manufacturer's status for the equipment for vehicle to be supplied.
II. Bid Components
2.1 Detail specification of vehicle proposed.
2.2 Detailed list of all standard features
2.3 Detailed list of all optional equipment and pricing proposed
2.4 Statement of California Emissions standards
2.5 Include a total of 5 programmed keys & key FOB's
2.6 Include all taxes, license fees (exempt tags) and document fees etc.
2.7 Total Price for Vehicle (incl. delivery) and Lead Time for delivery
Bids will be evaluated by users of the equipment as well as supervisory and management staff.
Prioritization of selection criteria will be:
1. Proposers status as an Authorized Dealer of the vehicle manufacturer for which they are to supply
2. Adherence to specifications of bid documents
3. Total Cost
4. Delivery Lead Time
PART I- SECTION 3 TIME TABLE
TIME TABLE DATE
REQUEST FOR BIDS AVAILABLE July 24, 2026
DEADLINE FOR QUESTIONS August 3, 2026 2PM PST
August 10, 2026 2PM PST
BIDS SUBMITTED TO CITY
August 18, 2026
NOTICE OF INTENT TO AWARD
September 8, 2026
AWARD OF CONTRACT(S)
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PART II PROPOSER'S INSTRUCTIONS/INFORMATION
PART II - SECTION 1 INFORMATION AND STATEMENTS BY THE CITY
1.1 SCOPE OF WORK- The scope of work which is detailed in Exhibit A constitutes the entirety of the request for
bids. Any options offered that are not specified in Exhibit A will not be considered when evaluating bids unless said
options are of interest to the City and if so all interested proposers will be provided the opportunity to revise their
bids to include said options.
1.2 INFORMATION. Any information given a prospective Contractor concerning this Request for Bid (RFB) will
be furnished promptly to all other prospective Contractors by an addendum to the RFB (1) if such information is
necessary for Contractors to submit bids or, (2) if the lack of such information would be prejudicial to uninformed
Contractors. The information will be furnished even though a pre-bid conference is held. The specific exception
will be any questions pertaining to what may or may not be considered within the public right of way or City owned.
1.3 INQUIRIES BY CONTRACTORS - All questions regarding this RFB must be directed in writing or by phone
to:
Daniel Heffelfinger, Fleet Services Supervisor
1961 Pacific Boulevard
San Mateo, California 94403
Phone: (650) 522-7366
Email: dheffelfinger@cityofsanmateo.org
1.4 ENTER INTO CONTRACT AGREEMENT - The successful proposer(s) will be required to enter into a
Purchase Contract Agreement for Goods with the terms and conditions identified in the attached Purchase Contract
Agreement for Goods, Terms and Conditions. Any proposer requests to modify the terms and conditions must be
submitted with the proposer's bid and will be considered by the City in its evaluation of the bids.
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PART II - SECTION 2 BID PREPARATION
2.0 GENERAL - Sealed bid(s) entitled "Police Patrol Hybrid SUV Procurement" will be received by the City Clerk
of the City of San Mateo, 330 West 20th Avenue, San Mateo, California 94403, until 2:00 p.m. PDT on August 10,
2026.
2.1 PREPARATION OF BID.
2.2.1 Contractors are expected to examine the, specifications, and all instructions. Failure to do so will be at
the Contractor's risk.
2.1.2 UNNECESSARILY ELABORATE CONTRACTOR'S BIDS - Unnecessarily elaborate brochures or
other presentations beyond that sufficient to present a complete and effective response to this solicitation are
not desired and may be construed as an indication of the Contractor's lack of cost consciousness. Elaborate
artwork, expensive paper and bindings, and expensive visual and other presentation aids are neither
necessary nor wanted.
2.1.3 INCOMPLETE BIDS - Incomplete bids are not acceptable and will be considered null and void for all
purposes.
2.1.4 ADDITIONAL INFORMATION - The City may request additional information from Contractors
which the City considers reasonably susceptible of being made acceptable by additional information
clarifying or supplementing, but not basically changing, any bid as submitted. For that purpose, the City
may discuss any bid with the proposing Contractor. Each Contractor submitting an unacceptable Technical
Bid will be notified upon final determination of such unacceptability.
2.1.5 FORM AND FORMAT - The Technical Bids must be submitted in an orderly format and contain
sufficient details to enable the City to make a thorough evaluation and arrive at sound conclusions as to the
technical competence of the Contractor and their ability to perform the services required. Bids will be
submitted in the following form and format:
2.1.5.1 Dimensions of the paper will be 8 1/2 x 11 inches excluding fold-out charts and drawings which
are not to exceed 36 inches in length.
2.1.5.2 Typing format:
a. One side of sheet permitted
b. Double spaced
c. Typewritten
2.1.5.3 Binding must be easily separated to facilitate review.
2.1.5.4. ALL BIDS WILL BE SUBMITTED IN AN ORIGINAL AND ONE COPY.
2.2 TECHNICAL BID CONTENT.
2.2.1 Base Option Details - The base Ford Explorer Police Interceptor will be detailed including all
specific components.
2.2.2 Option Components. - A list of all options requested including line-item pricing information.
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2.2.3 Specialty Components. - List all items that the proposer is suggesting as additions or alternatives to
requested items including individual costs.
2.2.4 LATE BIDS, MODIFICATIONS OF BIDS OR WITHDRAWAL OF BIDS. Any bid or
modification of bid received by the City Clerk after the stated deadline for submission will not be
considered and will be returned to the proposer unopened.
2.2.5 A bid may be withdrawn in person by a Contractor or his authorized representative, provided his
identity is made known and he signs a receipt for the bid, but only if the withdrawal is made prior to the
exact time set for receipt of bids.
2.2.6 BID POSTPONEMENT AND ADDENDUM - The City reserves the right to revise or amend the
RFP and specifications up to the time set for opening the bids.
2.2.7 POSTPONEMENT OF BID OPENING - Notwithstanding the time for opening of bids established in
the bid documents, an addendum postponing the bid opening may be issued when it is in the best interests
of the City.
2.3 MINIMAL BID RESPONSE - The City reserves the right, in its unfettered discretion, to extend the bid or
reinitiate the same or a different RFB at some later date, if insufficient bids are received in response to this RFB.
2.4 PRICING - Contractors shall submit pricing with each bid on the appropriate form.
2.5 AWARD OF CONTRACT - The contract(s) will be awarded by the City Council to that responsible
Contractor(s) whose bid(s) are conforming to the bid documents and will be most advantageous to the City, based on
price, form and functionality of the equipment, warranty, delivery time.
2.6 The City reserves the right to reject any and all bids and to waive informalities and minor irregularities in bids
received.
2.7 PRE-AWARD DOCUMENTS - The successful Contractor will be required to provide the City the following
documents within the time required as a condition of receiving a fully executed contract with the City:
2.7.1 Insurance Certificates. The successful Contractor will also furnish certificates of insurance evidencing
the Contractor has the required amounts and types of coverage required.
2.8.3 Contract for Equipment - City Contract signed (two original copies with "wet" signatures) by
responsible parties as specified in the document.
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PART II - SECTION 3 BID OUTLINE
GENERAL
3.0 CHAPTER 1 - INTRODUCTION.
Summarize the equipment proposed to satisfy the requirements of the City.
3.1 CHAPTER 2 - CONTRACTOR EXPERIENCE
Number of years in business as a Dealership for the specified manufacturer
Number of vehicles delivered to a municipality or public agency in the last two years;
Quality Control program.
Please provide the names and addresses of two clients you have recently provided equipment to.
Client 1.
Company
Contact Name
Address
Telephone Number
Email Address
Contract Term (Years)
No. of Vehicles/Equipment
Client 2. Company
Contact Name
Address
Telephone Number
Email Address
Contract Term (Years)
No. of Vehicles/Equipment
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