Purchase of Patrol Boat with Trade-In

CITY OF
HENDERSONVILLE
101 MAPLE DRIVE NORTH
HENDERSONVILLE, TN 37075
REQUEST FOR BIDS
PROJECT NAME:
Purchase of Patrol Boat with Trade-In
ISSUE DATE: October 7, 2026
QUESTIONS DUE: October 16, 2026 AT 3:00 PM
ADDENDUM POSTED (IF NEEDED): October 19, 2026
SUBMITTALS DUE: October 22, 2026 AT 2:00 PM
BID NO. 27-0014
JAMIE CLARY, MAYOR
CITY OF HENDERSONVILLE
POLICE DEPARTMENT
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City of Hendersonville
Police Department
PROJECT NAME:
Purchase of Patrol Boat with Trade-In
TABLE OF CONTENTS
DESCRIPTION: PAGE NUMBER:
Request for Bids 1
Table of Contents 2
Invitation to Bid 3
Bid Submittal Checklist 4
Bidding Instructions 5-6
Scope of Work Overview 7
General Conditions 8-10
Specifications 11-13
Bid Proposal Submittal Form 14
Title VI Compliance 15
Attachment A - Trade-In Boat Photographs 16-23
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INVITATION TO BID
The Hendersonville Police Department is accepting sealed bids for the purchase and delivery of
one (1) new patrol boat with the trade-in of one (1) 2016 Robalo R160 boat.
Specifications may be obtained by email request to Angelique Early, with the Hendersonville
Police Department at aearly@hvillepd.org or by paper copy from the Hendersonville Police
Department, 3 Executive Park Drive, Hendersonville, TN 37075.
Bids must be submitted by October 22, 2026, for the opening at 2:00 PM, at which time they
will be opened in the office of Chief Jones at the Hendersonville Police Department, 3
Executive Park Drive, Hendersonville, TN 37075.
The City reserves the right to reject any or all bids, to reject any bid that is nonresponsive or does
not meet the requirements of the solicitation, and to waive any informalities or minor
irregularities in the bids received.
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BID SUBMITTAL CHECKLIST
Project Name: Purchase of Patrol Boat with Trade-In
Solicitation Number: 27-0014
Company Name:
The Bidder is responsible for ensuring that all required documents are submitted with its
response. Failure to provide required documentation may result in the response being deemed
nonresponsive.
Please check all items included with your submission.
Completed Bid Submittal Checklist
Completed Bid Proposal Submittal Form
Acknowledgment of All Addenda Issued (if any)
Proposed boat specifications/product information
Manufacturer/dealer specifications and product information for the proposed boat sufficient to
demonstrate compliance with the solicitation requirements
Proposed delivery date
Title VI Compliance Form (Voluntary - Not Required for Submission or Evaluation)
CERTIFICATION
The undersigned certifies that this checklist has been reviewed and that all required documents
have been included in the submission. The Bidder understands that submission of this checklist
does not relieve the Bidder of responsibility for complying with all requirements contained in the
solicitation, including any applicable federal funding requirements, certifications, or contract
provisions that may become applicable to this project.
Authorized Representative: __________________________________________________________
Title: __________________________________________________________________________________
Signature: _____________________________________________ Date: ________________________
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BIDDING INSTRUCTIONS
Sealed bids will be received by the City of Hendersonville Police Department for the purchase
and delivery of a new patrol boat with the trade-in of one (1) 2016 Robalo R160 boat .
For further information, contact Angelique Early, Purchasing Tech , aearly@hvillepd.org or 615-
590-4670
BIDDING REQUIREMENTS
1) Bid Proposals will be received at Hendersonville Police Department located at 3
Executive Park Drive, Hendersonville, Tennessee 37075, no later than 2:00 PM on
October 22, 2026 Bids must be submitted in the format shown below. Bids received after
this time and/or bids improperly submitted shall be returned to the bidder unopened.
Telegraphic bids will not be accepted.
2) The following information shall be clearly noted on the outside of the bid package:
1.) Project Name: Purchase of Patrol Boat with
Trade-In
2.) Bidder's Name:
3.) Business Address:
4.) Business Telephone:
5.) Bidder's Email:
3) Bidder shall be a business properly licensed by the State of Tennessee.
4) All bidders must submit the required product information, specifications, pricing, and
trade-in allowance with their bids. Failure to provide the required information may be
cause for rejection of the bid.
5) The successful bidder shall comply with all applicable City of Hendersonville business
licensing requirements prior to delivery or performance under the contract.
6) Bidders shall submit manufacturer, make, model, model year, and other product
information necessary to demonstrate compliance with the specifications. If an alternate
product is proposed, the bidder shall identify the proposed manufacturer and model and
provide complete specifications and supporting documentation demonstrating that the
proposed product meets or exceeds the requirements.
7) The successful Bidder shall provide proof of insurance prior to delivery or performance
when required by the City.
8) Contract/Project Administration: The Purchasing Tech, or their designated
representative(s), shall serve as the owner's representative. All requests, correspondence
and submittals pertaining to this bid shall be addressed, in writing, to the attention of:
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Angelique Early, Purchasing Tech
Police Department
3 Executive Park Drive
Hendersonville TN 37075
9) The City reserves the following rights:
Reject any or all bids;
Award the purchase in accordance with applicable law, City policy, and the
requirements of this solicitation;
Request clarification of a bid when appropriate.
10) Bid prices shall include all costs necessary for the Bidder to provide the new patrol boat
and fulfill its obligations under the purchase, including applicable delivery, freight,
preparation, administrative, overhead, and other incidental costs unless specifically
identified as a separate bid item.
11) All addenda issued prior to bid opening shall become part of the Bid documents. It is the
Bidder's responsibility to confirm receipt of all addenda.
12) Bidder agrees that prices will remain valid for one hundred twenty (120) days following
the bid opening.
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SCOPE OF WORK OVERVIEW
The Hendersonville Police Department intends to purchase one (1) new patrol boat meeting the
minimum specifications contained in this solicitation and to trade in one (1) existing 2016 Robalo
R160 boat.
The successful bidder shall:
1. Provide one (1) new patrol boat meeting or exceeding the specifications contained in this
solicitation.
2. Accept the City's 2016 Robalo R160 as a trade-in and provide a stated trade-in allowance.
3. Provide the new patrol boat with all equipment and accessories identified as required by
the specifications.
4. Provide delivery of the new boat to the location designated by the Hendersonville Police
Department, including the trailer and equipment required by these specifications.
5. Coordinate inspection, trade-in transfer, delivery, and acceptance arrangements with the
Hendersonville Police Department.
6. Provide applicable manufacturers documentation, warranty information, and other
documentation required for the City's ownership, registration, operation, and
maintenance of the boat.
7. Provide the new boat in new and unused condition unless otherwise approved in writing
by the Hendersonville Police Department.
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GENERAL CONDITIONS
A. BIDDER'S DUTIES
The successful bidder shall perform all obligations under this agreement in accordance
with the requirements, specifications, and terms contained in the solicitation documents.
Any deviations from the specifications must be approved in writing by the Hendersonville
Police Department prior to delivery or transfer.
The successful bidder shall notify the City of any conflicts, discrepancies, or issues
identified within the solicitation documents that may affect the successful completion of
the purchase/trade-in.
B. MATERIALS
All materials supplied by the Contractor under the provisions of these specifications shall
be new materials of the kind and character called for by the specifications. Materials not
matching the specifications shall be replaced, in a manner satisfactory to the owner, at the
Contractor's sole cost. All materials to be furnished under these specifications shall be the
standard product of a manufacturer regularly engaged in the production of such material
and shall be the manufacturer's current standard product and shall be delivered to the site.
C. CONTRACT DURATION
The resulting contract shall remain in effect through completion of delivery, acceptance of
the new patrol boat, trailer, and equipment, removal of trade-in boat and trailer, invoicing
and payment.
The Vendor shall coordinate the trade-in and delivery of the 2016 Robal R160 boat and
trailer within thirty (30) days of executed agreement, unless otherwise approved by the
City.
D. DISPUTES
For the purpose of this Contract, all disputes arising from this Contract, or its
interpretation shall be in writing addressed to Chief Jones. Chief Jones' decision shall be
final.
E. BID PRICES
The Bidder shall provide a firm purchase price for the new patrol boat, trailer, and all
required equipment in accordance with the specifications and requirements of this
solicitation.
The Bid price shall include all costs necessary to furnish, prepare, transport, deliver,
unload, and provide the new boat and trailer ready for the City's intended use, including
freight, delivery, preparation, setup, administrative, overhead, and other incidental costs,
unless specifically identified as a separate bid item on the Bid Proposal Submittal Form.
The Bidder shall separately state the dollar amount for the trade-in allowance for the City's
2016 Robalo R160 on the Bid Proposal Submittal Form.
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The Net Purchase Price shall be calculated as follows:
Total Purchase Price of New Boat and Required Equipment
LESS: Trade-In Allowance
EQUALS: Net Purchase Price
The Net Purchase Price shall be used for purposes of bid evaluation, subject to the Bidder's
compliance with all requirements and specifications of this solicitation.
F. INSURANCE REQUIREMENTS
The successful Vendor must possess the following insurance to be considered as a
responsive bidder:
Worker's Compensation: $1,000,000
Employer's Liability:
Each accident: $1,000,000
Disease, policy limit $1,000,000
Disease, each employee $1,000,000
General Liability:
Each occurrence: $1,000,000
Aggregate: $2,000,000
Automobile Liability: $1,000,000
Professional Liability: (For professional services only, if
applicable)
Each claim: $1,000,000
Aggregate: $2,000,000
G. PAYMENT / EXCHANGE TERMS
The Vendor shall provide the awarded boat exchange credit in accordance with the
accepted bid proposal.
Upon completion of the delivery, inspection, and acceptance of the boat, the Vendor shall
submit any required invoice or documentation necessary to complete the transaction.
Payment, if applicable, shall be made in accordance with the accepted bid and City
procedures.
The invoice shall contain the following information: Purchase order number, location of
work, quantities of each item in place, cost of each unit of work, and total amount due, on
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the Vendor's invoice form. Final quantities for each individual work assignment shall be
checked, approved, and signed by the Chief of Police and/or an official representative of
the Hendersonville Police Department. After such approval, the City of Hendersonville
shall pay, or cause to be paid the contractor, in the manner provided by law, the entire sum
so found to be due hereunder.
H. GENERAL
The Vendor shall coordinate the inspection, transfer, and delivery of the boat with the
Hendersonville Police Department in accordance with the requirements of this
solicitation and the mutually agreed-upon schedule.
The City reserves the right to inspect the boat furnished under the resulting Contract to
verify compliance with the specifications prior to acceptance.
If the boat does not conform to the specifications or is found to be defective, damaged, or
otherwise unsuitable for their intended use, the City may reject the boat and the boat shall
be replaced by the Vendor at no additional cost to the City.
Acceptance of the boat shall not relieve the successful Bidder of its obligations under
applicable warranties.
Protection of Persons and Property: The Vendor shall be responsible for any/all injuries
or damages to persons or property arising out of or resulting from the performance of this
Agreement and shall take all necessary precautions to protect persons and property during
the exchange. The Vendor shall defend, indemnify, and hold harmless the City of
Hendersonville from claims arising out of the Vendor's negligent acts or omissions to the
extent permitted by law.
Warranty Requirements: The successful bidder shall provide manufacturer warranties
furnished under this agreement.
The boat shall be new and unused unless otherwise approved in writing by the
Hendersonville Police Department.
Warranty documentation shall be provided to the City upon delivery.
The Bidder shall identify the authorized dealer and/or service location responsible for
warranty service.
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